How I Stay Productive 96% of the Week
Are you struggling to check off your endless to-do list or feeling overwhelmed by the grind of running a business? In this episode, Robin dives into Matt Essam’s 3 F’s Framework, a simple yet powerful productivity system to help you run your business with purpose and joy while maintaining balance in your life.
Debunking Modern Productivity Myths
If you've ever fallen down a YouTube rabbit hole of “Rise and Grind” entrepreneurs or found yourself wondering if you’re doomed because you don’t wake up at 5 a.m. sharp, you’re not alone. There’s a persistent myth in modern work culture that productivity and success are forged purely in the fires of relentless self-discipline, think early alarms, endless hustle, and powering through even when every cell in your body would rather nap.
But here’s what actually moves the needle: sustainability and joy. Yes, sometimes you have to tackle boring admin or wrestle with your inbox, but success isn’t about surviving a never-ending bootcamp. In fact, research highlights that our best work tends to happen when we’re not drowning in stress, but when we’re genuinely enjoying the process.
Consider this: The creators, founders, and authors who make it big (think enduring YouTube channels, bestselling authors, or decade-strong companies like Patagonia or Basecamp) are almost always the ones who fall in love with the day-to-day journey, not just the distant finish line. If you’re in it for the long haul, burnout simply isn’t an option.
So, rather than obsessing over “hacks” or brute-forcing your way to success, the real secret is designing your workflow and business around what energizes you. If you’re energized by what you do, you’re not only more creative and productive, you’re actually more likely to stick with it long enough to enjoy the real rewards.
What You'll Learn in This Episode:
Freedom: Discover how to structure your work-life balance to maximize productivity while enjoying guilt-free time off. Learn how sprint cycles, intentional scheduling, and prioritizing self-care can give you the flexibility you’ve been craving.
Fulfillment: Uncover the secret to finding purpose in your work and why chasing money alone often leads to burnout. Explore strategies to create meaningful impact through your business, including giving back and aligning your work with your passions.
Finance: Master the art of intentional financial planning by applying the Pareto Principle (80/20 rule) and doubling down on high-impact activities that drive revenue and growth. Whether it’s optimizing revenue streams or focusing on hyper-productive marketing strategies, this episode breaks it all down.
Packed with actionable insights, this episode will inspire you to rethink your approach to productivity, giving you the tools to run a thriving business without sacrificing your freedom or happiness.
The Surprising Link Between Exercise and Peak Productivity
Ever wondered if hitting the gym could give your work life a boost? Turns out, there’s more to those morning sweat sessions than just physical health, they can genuinely supercharge your productivity elsewhere, too.
By committing to regular workouts, especially first thing in the morning, you’re not only prioritizing your well-being but also setting the tone for a more focused and energized day. Many people, myself included, find that starting the day with movement increases motivation, mental clarity, and determination to tackle even the most daunting work tasks.
For example, after reading Peter Attia’s Outlive and taking my fitness more seriously as I approached 30, I noticed a tangible improvement in my output. Consistent exercise routines, like heading to the gym four times a week, make it easier to establish sustainable habits and maintain momentum, not just in fitness but across all areas of business and creativity.
Whether it’s brainstorming fresh content or powering through challenging projects, the discipline and energy you build from regular exercise tend to spill over into your professional life. So if you’re looking to boost productivity, don’t overlook the potential of a strong morning workout routine.
Overcoming Procrastination with Simple Scheduling
One of the most effective ways to defeat procrastination is surprisingly straightforward: just put your tasks on the calendar. The act of deciding exactly what you need to do, and blocking out the specific time to do it, removes ambiguity and makes it much harder to endlessly defer important activities.
Instead of letting tasks linger on a vague to-do list (“Update LinkedIn,” “Hire a virtual assistant,” “Write next week’s newsletter”), clarify your next action and give it a defined time slot. For example, “Schedule 30 minutes at 10am on Wednesday to brief the new social media freelancer.” This tiny shift transforms intentions into commitments.
Why does this work? Because seeing an item in your calendar as an actual appointment turns it from a nagging thought into a scheduled activity, one you’re far more likely to complete. No more decision fatigue or last-minute shuffling. It’s in the diary, just like your call with a client or trip to Pret for the essential flat white.
This approach is all about simplicity. By getting granular and giving every task a home, you’ll find that action comes more naturally, and you’ll finally tick off those long-standing bullet points that have taken up permanent residence on your to-do list.
Why Guilt Creep Can Sabotage Your Hustle
Ever step away from your laptop only to catch yourself feeling oddly guilty about not working on your side project or business? You’re not alone. Many entrepreneurs and creators stumble into a guilt trap, convinced that every moment not spent “being productive” is a moment wasted, or worse, a potential setback.
This feeling often sneaks in from a certain type of motivation: the drive to avoid negative emotions rather than pursue positive goals. Instead of working because you genuinely want to, you might end up working just to dodge that nagging voice saying, “If you don’t do this, you’ll let yourself down.”
Common triggers for this guilt include:
Worries about financial security. The fear that your income isn’t where you want it to be, or that taking a break could jeopardize your business, can keep you tethered to your desk.
Concerns about status or reputation. There’s a natural anxiety about what others, family, friends, or even old coworkers, might think if your business doesn’t pan out.
Looming responsibilities. Whether it’s the rising cost of living or dreams of providing more for your family, these pressures can amplify the sense that you should always be “doing more.”
Ultimately, these guilt-fueled work marathons rarely end well. Over time, they can drain your energy, dampen your enthusiasm, and yes, fast-track you straight to burnout. Recognizing the source of this guilt can be the first step to working with more intention, and a lot less stress.
Finding Autonomy in the Everyday
Even if you’re not the one deciding what gets done at work, there’s still a surprising amount of power in how you approach your daily tasks. Reflect on moments like childhood, the sheer joy you felt personalizing a bedroom or perfecting a school project. That same spirit can bring a spark of motivation and ownership to even the most routine assignments.
Can’t choose your to-do list? No problem. Channel your energy into improving the process. Maybe it’s organizing your workflow with color-coded notes, streamlining boring administrative work by developing templates, or embracing new tech to speed things up and impress the team (think wielding a tablet like a pro in those endless meetings). Often, making small tweaks that suit your style doesn’t just lighten your own load, it can turn heads and inspire colleagues, too.
By focusing on how you do your work, not just what you’re told to do, you unlock a sense of autonomy. It’s about taking the reins over the experience itself, crafting pride in the details, and discovering a sense of accomplishment in every task, no matter how prescribed it might seem.
Finding Freedom Through Autonomy
When it comes to gaining more autonomy at work, it’s less about making a dramatic leap and more about smart, intentional tweaks to the way you approach your day. If you’re craving more freedom and flexibility, here are a few practical strategies to get started:
Redesign Your Schedule: Start by experimenting with how you structure your work hours. Try blocking off “focus time” for deep work, or use sprint cycles (short, intense bursts of productivity) to give yourself defined periods of high output, followed by guilt-free downtime.
Set Boundaries, And Stick To Them: Communicate your working hours clearly to clients, colleagues, or customers. Protect your time for lunch breaks, family, or even that midday walk. The key is consistency; when your boundaries are clear, others are more likely to respect them.
Delegate or Automate: Identify repetitive tasks that drain your energy. Can you use tools like Zapier or Notion, or delegate chores to a virtual assistant? Offloading low-impact activities creates more space for the work, and life, that really matters.
Prioritize Tasks That Energize You: Take stock of tasks that make you feel most in control or inspired, and intentionally add more of these into your routine. Whether that’s creative brainstorming, connecting with your team, or learning new skills, lean into what lights you up.
Embrace Your Locus of Control: Sometimes, autonomy isn’t about a new job, it’s a new mindset. Focus on the choices you do have: how you approach problems, where you work best, or when you do your most valuable thinking. Even in a structured job, small shifts in attitude and effort can make a big difference.
If you’ve tried integrating these changes and still feel stuck, it might be time to step back and consider whether your role offers the room for growth and freedom you need, or whether it’s time to craft an exit strategy that moves you closer to true independence.
How Morning Workouts Boost Motivation and Productivity
It’s easy to fall into the trap of endless excuses when it comes to staying active, especially when your to-do list is already a mile long. But building a workout habit into your morning routine, and enlisting the help of a personal trainer, can be true game-changers for both motivation and productivity.
Here’s why this approach works so well:
Stack the Odds in Your Favor: Scheduling exercise as the very first task each day means it’s less likely to get bumped by urgent emails, meetings, or surprise client calls. Just as you wouldn’t leave cookies around if you were trying to eat healthy, front-loading your workouts removes decision fatigue and helps you keep the promise to yourself.
Built-in Accountability: When you commit to meeting a personal trainer or a workout buddy, you’re not just answering to yourself. This external accountability can be a powerful motivator, helping you stick to your goals even on those low-energy mornings.
Momentum that Carries Over: Investing in your health early in the day creates positive momentum. That “I’ve already achieved something!” feeling sets the tone and energy for the rest of your work. Many business owners discover they’re more focused, creative, and productive after breaking a sweat.
Ditching Perfectionism: You don’t have to be perfect, sometimes, consistently showing up (even if you’re just guessing at your macros or skipping the food scale) is enough. The key is making it simple, fun, and sustainable so you can maintain the habit long-term.
Whether your goal is to get stronger or simply feel your best, weaving exercise into your morning is a simple, high-impact change that delivers lasting results for both body and business.
The Power of Mental Space: Let Your Mind Wander
It might sound counterintuitive in our always-on, hyper-productive world, but intentionally stepping away from constant input, whether it’s podcasts, books, or social media, can offer remarkable benefits. By allowing your mind to wander, especially during activities like a walk in the park or a workout, you create space for genuine creativity and deeper problem-solving.
Think about those rare moments in the shower, on a stroll, or mid-squat set when you let your thoughts drift. That’s often when unexpected insights strike. Why? With distractions dialed down, your brain gets a chance to piece together ideas, make connections, and rest from the barrage of information. It’s no surprise some of the world’s best thinkers, like Albert Einstein musing during a sail or Steve Jobs strolling through Silicon Valley, swore by distraction-free time for sparking breakthroughs.
Here are a few key reasons to embrace these pauses:
Boosted Creativity: When you’re not bombarded by notifications, your subconscious mind is free to incubate ideas and generate solutions.
Lower Stress Levels: Regular breaks from screens help calm your nervous system, cutting through that ever-present sense of urgency.
Improved Focus Later: By stepping away, you recharge your mental battery, so when you return, you’re sharper and more engaged.
Moments of Clarity: Sometimes the simplest revelations happen when you least expect them, like while tying your shoes or waiting for the kettle to boil.
Try carving out pockets of your day, be it during a jog, a leisurely walk, or quiet moments over coffee, when you intentionally do nothing except let your thoughts float. The results might surprise you.
Stacking the Deck: Making New Habits Stick
When it comes to building new habits, like sticking to a regular exercise routine, one of the best strategies is to make the path of least resistance work in your favor. Think about it as stacking the deck so success feels just a bit more inevitable.
For instance, if getting to the gym always seems impossible, try scheduling your workouts first thing in the morning, before distractions crop up and willpower runs low. Set out your workout clothes the night before, so you can't help but trip over them on your way to the coffee maker.
Accountability also goes a long way. Team up with a workout buddy, hire a personal trainer, or even sign up (and pay for) classes in advance, knowing someone’s expecting you (or your wallet’s already invested) can work wonders to keep you on track.
The idea is to structure your environment and routine so that making the right choice becomes the easy choice, like leaving fresh fruit on the counter and keeping the cookies out of the house. Small changes to your surroundings and mindset can stack the deck toward meeting your goals, one easy win at a time.
How Journaling Helps Uncover the Roots of Guilt
Ever catch yourself feeling guilty for taking a breather or neglecting your endless list of tasks? You’re not alone, and that guilt can be a sneaky, burnout-inducing companion for business owners. One of the best tools I’ve found for unraveling that guilt is surprisingly simple: journaling.
Journaling acts as a kind of DIY therapy. By regularly setting aside time to reflect, you can pinpoint the triggers for your guilt and notice repeating patterns in your thinking. Asking yourself questions like, “Why am I feeling pressured to do this?” or “Whose expectations am I trying to meet?” can reveal whether the guilt stems from outside influences or internal pressure.
In many cases, putting pen to paper offers clarity you might miss in the daily whirlwind. Over time, you’ll recognize the difference between genuine motivation and doing something just to avoid feeling bad. This awareness is the first step toward adopting healthier habits, and letting purpose, not guilt, drive your next move.
Simple Habits to Cut Down on Social Media
Intentional Usage:
Rather than drifting mindlessly through endless feeds, focus on using social media with clear intention. Decide in advance when and why you’ll go online, whether that’s to check messages, catch up with friends, or seek inspiration. If you set a time limit or a purpose before opening an app (for example, “I’ll spend ten minutes checking my group chat”), you’re far less likely to get sucked into the scroll.
Create Gentle Friction:
Tiny barriers make a big difference. Try moving social media apps off your home screen, so they’re not at your fingertips. Even simple steps like swiping and searching for the app can give you a split second to pause and reflect: “Do I really want to do this right now?” There are even clever tools like the One Sec app that interrupt instant access and prompt you to take a breath, or offer an alternative like Kindle or Audible, making it easier to swap out content consumption for something more nourishing.
Replace, Don’t Just Remove:
Blank space on your calendar easily gets filled with digital distractions. Instead, find something you’d rather do, dive into a novel, call a friend, try a new board game, or even simply enjoy a mindful cup of tea. If you invest your time in projects or hobbies that genuinely interest you, you’ll naturally have less pull towards your phone. In fact, having a list of go-to activities can make it feel more rewarding to step away from social media.
Check in With Yourself:
Every so often, take a moment to pause: “Is scrolling really what I want to be doing right now?” If the answer is yes, perhaps it’s a well-deserved brain break! If not, it might be time to pivot to something that feels more fulfilling.
Remember, it’s not about perfection, it’s about being just a little more intentional with your most valuable resource: your time.
The Hidden Hurdles Experts Face with Healthy Habits
Even the most disciplined professionals aren’t immune to the classic struggles of maintaining healthy routines. It's a common myth that experts always have flawless self-control or never miss a beat in their nutrition and fitness routines. In reality, everyone faces temptations, whether it’s raiding the pantry for late-night snacks, succumbing to a sweet tooth at Ben & Jerry’s, or simply finding it hard to resist that extra slice of cake when out with friends.
Here’s what often trips up even the "pros":
Environmental Traps: If the kitchen is loaded with Oreos, chocolate, or any irresistible munchies, willpower will often take a vacation. One fix, like asking your significant other to keep the cookies on the top shelf, can help, but the challenge never disappears entirely.
Out-and-About Indulgences: Dining at restaurants or gatherings can turn into a “why not?” free-for-all. That scoop (or mountain) of gelato may be bigger than life itself, and that’s okay! It’s about striking a balance between joy and discipline.
Everyday Human Struggles: Procrastination and bouts of laziness don’t discriminate, even veteran nutritionists and trainers deal with days when the couch wins over a workout or burnout takes the wheel.
The truth? Everyone, experts included, navigates wobbly moments and minor setbacks while trying to keep their habits healthy. The secret is designing environments and routines to help you bounce back quickly, rather than pretending you’re bulletproof.
Mini Adventures With Friends
Looking to infuse a dose of excitement and connection into your routine? Consider weaving in mini adventures that break the mold and energize your week. Whether it’s gathering a group of creative minds for a weekend retreat in the Cotswolds, catching waves on a spontaneous surf trip, or hitting the slopes for a snowy ski escape, these bite-sized getaways can recharge your inspiration and bond you closer with your crew.
Retreats: Organize a cozy countryside getaway, think rustic cottages, creative brainstorming, and plenty of good food.
Outdoor Escapades: Plan a surfing weekend down by Newquay, or head to the Alps for a ski adventure with friends.
Mix it Up: Explore new hobbies together, such as hiking the Lake District, camping trips, or even city-hopping for a taste of culture and cuisine.
It’s less about grandeur and more about gathering good people, enjoying new experiences, and stepping outside the day-to-day. These moments feed your creativity, and your soul, while keeping you connected to what matters beyond the business grind.
The Power of Mini Adventures
Have you ever felt like your year blurs together, with work and routine taking center stage? Here’s a refreshing approach: setting the goal of organizing six “mini adventures” throughout the year. These bite-sized escapes might range from a creative retreat in the Cotswolds with friends to spontaneous surf or ski trips, whatever sparks joy and connection.
The idea isn’t just about travel or novelty; it’s about intentionally creating memorable moments. This concept traces back to Jesse Itzler, entrepreneur and adventurer, who famously proposed that building in six mini adventures a year means, over fifty years, you’ll collect an incredible 300 unique memories. Instead of letting the years slip by in a haze of routine, you’re curating a personal highlight reel, one small, meaningful experience at a time.
Building Your Exit Strategy: Regaining Autonomy When Work Loses Its Spark
Let’s face it, sometimes, no matter how many sticky notes you plaster with inspirational quotes or how many lattes you bribe yourself with, enjoying your job just isn't happening. If you find yourself trapped in a cycle that drains your energy, it’s time to consider crafting an intentional exit strategy that gives you back your sense of control.
Here’s a practical roadmap to get started:
Reframe the Everyday: Before you make any big moves, look for small ways to make your current role a bit lighter. Inject moments of play, tap into your strengths, and gravitate toward projects that let you collaborate with people who energize you.
Identify Your Control Zone: Focus on the areas where you have influence, your projects, your schedule, or even your lunch break. Simple shifts here can spark a noticeable difference in your daily experience.
Quietly Plot Your Next Steps: If your efforts to improve things still leave you frustrated, use evenings and weekends to lay the groundwork for change. Update your CV, take a relevant course on platforms like Coursera or Udemy, or start networking on LinkedIn.
Side Projects with Purpose: Whether freelancing, starting a blog, or exploring a passion project, channel your off-hours into building new skills and income streams. Think of it as insurance for your sense of freedom and autonomy.
Patience, Not Panic: The goal isn’t to quit your job overnight but to gradually open doors, giving yourself more choices without letting stress or burnout run the show.
Developing an exit strategy is about regaining your power, bit by bit. Even small steps taken outside work hours can pave the way for a more fulfilling future, one where you call the shots.
Finance: Master the art of intentional financial planning by applying the Pareto Principle (80/20 rule) and doubling down on high-impact activities that drive revenue and growth. Whether it’s optimizing revenue streams or focusing on hyper-productive marketing strategies, this episode breaks it all down.
Obituary Writing: A Surprising Path to Clarity
It might sound a little unusual at first, but taking ten minutes to write your own obituary can be a game-changing method for self-reflection. The exercise isn’t about morbidity, it’s about stepping back and picturing the legacy you want to leave behind. What would you hope your friends, colleagues, and family remember about you? What kind of impact would you want people to mention in their eulogy?
Journaling prompts like this help you pinpoint what truly matters to you, moving beyond just goals or daily tasks. With the help of modern tools (yes, even ChatGPT can help you polish your thoughts), you’ll quickly see what an authentic, fulfilling life looks like for you on paper.
Once you've captured that version of your ideal legacy, take a closer look: How much of your current work and daily routines actually match the life you’ve just described? If there’s a disconnect, it’s a clear signal to realign your habits and intentions. Regular reflection of this kind doesn’t just clarify your purpose; it’s a powerful defense against burnout and losing sight of what brings you genuine fulfillment.
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