My Productivity System Failed, Now What? Setting Smarter Goals

Missed deadline - Generated by Bing Creator

I have a confession to make. I broke my own rule. I took an unscheduled week off from writing. Yikes! This feels like falling off the wagon. So, what happened? My carefully crafted weekly writing plan couldn't hold up against life's unexpected events. Now, it’s time for a fresh start and a reevaluation of my approach! Let me share my story, and let's learn together how we can build a resilient and adaptive routine that thrives despite life’s unpredictability.

Before I spill the beans on my writing fiasco, let’s chat about this gem of a book that initially set me on my writing path, "Atomic Habits" by James Clear. This book is like a friend who holds your hand through the labyrinth of building habits. So, what did I learn? Systems! Yes, systems, not goals, are your allies. But, my story proves there’s more to the equation.

"Are goals completely useless? Of course not. Goals are good for setting a direction, but systems are best for making progress. […] Every Olympian wants to win a gold medal. Every candidate wants to get the job. And if successful and unsuccessful people share the same goals, then the goal cannot be what differentiates the winners from the losers."
- James Clear, Atomic Habits

Going Beyond Time Blocking: Building Robust Systems

So, here's the deal. My life turned into a roller coaster ride with the Red Hat Summit (an experience I raved about in my last article) and juggling parental life. The guilt of missing my writing weighed me down. What went wrong? My system had a flat tire.

“You do not rise to the level of your goals. You fall to the level of your systems."
- James Clear, Atomic Habits.

Can we just pause and appreciate the wisdom here?

My game plan was simple: three writing sessions a week. But oh boy, the moment life threw a curveball in the form of a short trip, my game plan crumbled like a cookie. It was clear - my system needed reinforcement!

It's not just about making quick fixes. It’s about understanding the core reasons and objectives behind what we do, the 'why' and the 'how'. Your system needs to be thoughtfully structured and customized to fit your specific needs. Our habits should integrate smoothly into our daily routines, contributing positively and making them more fulfilling.

The Environment: Setting the Stage for Habits

But wait, there’s another key player - our environment! Here’s something that shook my world: James Clear talks about this study where Vietnam war soldiers were addicted to heroin due to the environment, but when they returned home, 90% just dropped the addiction.

"In 1971, [researchers] made a discovery about the troops in Vietnam […], over 15 percent of soldiers stationed were heroin addicts. In a finding that completely upended the accepted beliefs about addiction, Robins found that when soldiers who had been heroin users returned home, only 5 percent of them became re-addicted within a year, and just 12 percent relapsed within three years. In other words, approximately nine out of ten soldiers who used heroin in Vietnam eliminated their addiction nearly overnight. […] Once a soldier returned to the United States, though, he found himself in an environment devoid of those triggers. When the context changed, so did the habit”
- James Clear, Atomic Habits

Now imagine, my comfy desk, the scent of coffee, and the hum of my laptop. Perfect for writing, right? But what about when I'm on the go? My environment changes, and my writing takes a hike.

goal setting — Goal Setting by Arthon Meekodong

Assembling a Winning System

Now, the million-dollar question: How can I build an unbeatable system, ready for life’s twists and turns? Drumroll Let’s dive in:

Time Blocking: I earmark specific hours for writing each week - Sundays, Mondays, and Tuesdays from 9-11 PM are sacred to me. It's just me, my thoughts, and zero distractions. A single slip-up doesn't mean I trash this - it's the first draft of my system, and it's staying.
Setting Achievable Goals / Baby Steps: David Allen, the author of "Getting Things Done," suggests breaking tasks into smaller, manageable pieces. Instead of setting a goal to write an entire article in one sitting, aim to write a certain amount each day. For instance, you might aim to write 500 words per day. This is a more achievable goal and will keep you from feeling overwhelmed.
Dance with Your Schedule: Life is unpredictable, but that doesn’t mean your habits need to suffer. Be flexible. Missed your morning session? Sneak in a quick 15 minutes during lunch. Turn adaptability into your superpower!
Pack Your Environment in a Suitcase: Can’t take your desk? No problem! Carry a notepad, or create a playlist that becomes your writing cue. Your brain will start associating these with writing time.
Implementation intentions: Sounds fancy, right? Well, this is just deciding in advance when and where you’ll write. Like, “If I’m in a hotel, I’ll write for 20 minutes after breakfast at the hotel’s coffee shop.”
The Ritual Magic: Create a ritual around your writing habit. This can help prime your brain for the task regardless of the environment. This could be as simple as making a cup of coffee before you start writing, listening to a specific song, or even doing some light stretching. (More coffee?)

Work-Life Application: Conquering the Office Space!

Now, let’s get real for a second. The gems we’ve discussed don’t just apply to personal endeavors like my writing – they’re like a work-life hidden power! These techniques are akin to a Swiss Army Knife in the professional world. Ready to be the office superhero? Time to adapt and tailor your system to the workplace. Here’s how:

Let’s talk about task-switching and time-blocking. Imagine your day as a mosaic of different responsibilities. Each little tile needs its place and glue. Time-blocking can be that glue. Dedicate chunks of time to different tasks. An hour for emails here, two hours for that project there. This ensures everything gets the attention it deserves without bleeding into each other.

But wait, there’s more! Not all tasks are created equal. Some need a burst of energy, while others require slow cooking. Understanding your own work rhythms is key. Are you a morning person? Schedule your high-energy tasks for the AM. More of a night owl? Save that brainstorming for when the sun goes down.

Now, I’m gonna let you in on a little secret - the power of an external system. David Allen, the genius behind “Getting Things Done,” says it best:

“Your mind is for having ideas, not holding them.”
- David Allen, Getting Things Done.

Why let your brain juggle a gazillion things and drop the ball? An external system can be your extra set of hands. Use tools like Trello, Notion, or good old-fashioned sticky notes to lay out your tasks. Break them down, arrange them, and prioritize. Think of it as laying out your thoughts on a canvas. It frees up mental space for actual problem-solving and creative thinking.

And here’s the final twist - when you’ve mastered these techniques, not only do you become more efficient, but you also radiate this aura of being in control. Your colleagues might start eyeing you suspiciously, wondering if you stumbled upon Aladdin’s lamp during your last vacation.

The Never-Ending Journey

So, what’s the take? My writing debacle wasn’t a failure, it was an evolution. I realize that my personal growth is an unending quest. My commitment to writing and balancing life’s busy pace won’t cease. The techniques I've shared are now a part of my DNA, not just as a writer but as an individual and professional too. Books have been my compass, "Atomic Habits" and “Getting Things Done” were just the beginning. I'm eager to unearth more literary gems, and I'm excited to share my insights with you. How about a series of my career’s guiding books? Till then, let’s keep our spirits high and our systems robust. Onward!

And hey, don’t be a stranger! I would love to hear your stories, your systems, and how you tackle life’s curveballs.

Until next time and don’t forget to subscribe to my newsletter!