How world-class CEOs get more done (6 Practices)

“We’re perfectly productive when we accomplish what we intend to do.” – Chris Bailey

Why it works

"Productivity" is a loaded term that can mean different things across domains, including the country, organization, and individual level. At the individual level, one of the most common misconceptions about productivity is that it's synonymous with getting more work done – or becoming more efficient. However, that understanding is a relic from the industrial era. Back in the 19th and 20th centuries, most people did factory-type work. Their job was to turn resources into physical goods, so merely putting in the hours and getting more work done led to higher productivity. 

In today's knowledge economy, things are different. Productivity is about accomplishing our goals – by getting the most of what matters out of our limited time, energy and attention. As a result, being productive requires us to be intentional about spending these resources wisely. That’s why my favorite definition of individual productivity comes from productivity expert and bestselling author Chris Bailey (pictured above): productivity means accomplishing what we intend to do.

Against this background, great leaders have a big secret behind their success. They say “no” most of the time. They accept that their time is limited. They recognize that their energy is finite. And they realize that where their attention goes, their energy flows, as Tony Robbins famously said. So they are deliberate about managing all of the three. By saying “no,”' they say “yes” to what truly matters, which allows them to see their goals better and clearer. Here are six practices to help you do the same.

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How to do it

1) Maximize productivity with time blocking
Structure your day into focused blocks of time. Allocate time slots for each activity to maintain focus and efficiency. One example is Tesla and SpaceX CEO Elon Musk, who divides his day into 5-minute blocks to use every moment effectively. In essence, time blocking (aka timeboxing) is about turning everything you do in a day into an appointment with yourself. Then, all you need to do is show up (as you would for appointments with others). Learn more about timeboxing here.

2) Prioritize and delegate
Focus on high-impact tasks and delegate the rest. Identify your top priorities and trust your team to handle everything else. For example, Alphabet (Google) CEO Sundar Pichai frequently reviews his calendar to focus on strategic initiatives and delegates operational tasks. A great tool for pulling that off is the Eisenhower Matrix. Created by U.S. President Dwight D. Eisenhower and popularized in Stephen Covey’s book “The 7 Habits of Highly Effective People”, it allows you to determine what’s urgent, important, both or neither. Learn more about using the Eisenhower Matrix for prioritization and delegation here.

3) Streamline operations
Simplify processes to improve efficiency. Continuously identify and eliminate bottlenecks in operations. General Motors CEO Mary Barra, for instance, cut bureaucracy, sped decisions, and improved operational efficiency significantly. An excellent tool for pulling this off is Eli Goldratt's Theory of Constraints. It comes down to three steps: first, identify the largest bottleneck in the process; second, devote resources to resolve this bottleneck; third, adjust workflows to prevent it. Then, repeat the process for continuous improvement. Learn all about the Theory of Constraints here.

4) Empower teams
Create a culture of empowerment and innovation. Encourage team members to take ownership and make decisions. CEO Satya Nadella transformed Microsoft's culture by promoting a growth mindset, enabling teams to innovate. Popularized by Stanford professor Carol Dweck in her book “Mindset: The New Psychology of Success”, a growth mindset views stressful events as opportunities for valuable learning and skill development. If you want to learn more about the growth mindset and how to develop it, read this.

5) Maintain a routine
Establish and stick to a daily routine for consistency. Incorporate healthy habits and regular schedules to stay balanced. Apple CEO Tim Cook is a case in point. He begins his day at 4:00 AM with an hour answering emails, followed by fitness. The three pillars of physical health are exercise, nutrition and sleep: not exercising at all is as bad for your health as smoking, says Dr. Peter Attia; according to Dr. Mark Hyman, "you can't exercise your way out of a bad diet."; and sleep is the foundation of our mental and physical health and performance in all endeavors, says Stanford professor Andrew Huberman. Get my best tips for optimizing exercise, nutrition and sleep here.

6) Plan ahead
Plan strategically for long-term success. Allocate time for strategic thinking and planning. Take former PepsiCo CEO Indra Nooyi, for example. She focused on strategic planning, driving significant growth and transformation. If you want to do the same, prioritize focusing deeply on strategic thinking and planning for 60-90 minutes daily. Use our 30-3-11 rule to time it when your energy and motivation are highest: ~30 minutes, ~3 hours, or ~11 hours after waking. For 75% of us, mornings are best. If you want to learn more about timing and implementing deep work, regardless of whether you’re a morning person or not, read this.

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Great leaders make every hour a choice.

And every choice a step to success. Learn from them.

And please share this post with one person who might benefit from doing the same.

Until next week,
Christian

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