Hey Full Potential Zoners,
Most people don’t run out of time— they run out of focus.
Most productivity advice tells you to do more.
But really, you should do what matters most, at the right time, over and over again.
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You’re already spending the time.
The question is—on what?
Every minute is a vote for the life you want.
If it doesn’t move you forward - it’s holding you back.
Which one are you going to try first?
Today we are going to help leaders master this by using:
‘9 Ways To Get More Done'.
Let’s dive in!
Download This PDF + my Top 60+ Cheat Sheets At Bottom of Email
How to Use Productivity Systems at Work
1. “Eat the Frog” When Your Calendar Is Already Packed
Scenario: You’re booked in meetings all day and have zero quiet time for deep work.
Don’t wait for a blank calendar.
Block a 20-minute meeting with yourself for your frog (that big, annoying task you keep avoiding).
Title it exactly what it is: “Write project proposal” or “Finalize Q3 budget.”
Say this out loud to your team:
“I’m time-blocking 20 minutes each morning for the hardest thing on my list so it doesn’t eat up my brain space all day. I’ll be slower to respond to pings during that window.”
If someone tries to book over it? Say:
“Could we push that by 20 minutes? I have a work session then I’m trying to protect.”
Your brain will trick you into checking Slack ‘just for a sec’ — don’t do it.
Put your phone face down, and let others know this is heads-down time.
2. Use the “2-Minute Rule” to Kill Procrastination by Email
Scenario: Your inbox is a mess. You feel overwhelmed, but don’t have time for a full email day.
Create a “Quick Win” label or folder in your inbox.
For 15 minutes each afternoon, go through your emails.
If it takes <2 minutes, do it immediately.
If it’s >2 minutes but not urgent, move it to “Quick Win.”
Don’t just quietly fix this—say it in Slack or your team meeting:
“I’m experimenting with a 2-minute rule cleanup block each day at 2:30. If I haven’t replied to your email yet, it’s probably in my Quick Win pile.”
You’re building a habit of progress.
It keeps your inbox from becoming a guilt pile.
3. “Task Batching” to Survive Context Switching on a Team
Scenario: You’re bouncing between Slack messages, project reviews, and spreadsheets. Your brain feels scrambled.
Group similar tasks: all approvals, all Slack messages, all doc reviews.
Instead of doing them as they pop up, set fixed blocks:
Approvals at 11:30. Slack replies at 1:00. Reviews from 3:00–3:30.
Say it clearly to your team:
“To stay focused, I’m answering non-urgent Slack messages in one go after lunch. If you need me faster, just tag me as urgent.”
Keep a sticky note near your desk or a side list in Notion for “next batch” tasks.
Every time a ping hits, park it there instead of replying on impulse.
4. Use the Eisenhower Matrix Out Loud in a Team Huddle
Scenario: Your team is drowning in to-dos. No one knows what to start with.
Share your screen and draw the Eisenhower matrix in real time.
Have everyone put their top 3 to-dos into one of the 4 boxes.
Then say:
“Let’s all start with the green box — Urgent + Important. I’ll help delegate or drop what’s in the other corners.”
Add a reminder like this in your weekly standup agenda:
“Let’s Eisenhower the backlog together for 5 minutes every Friday.”
This builds shared clarity and helps teammates realize when they’re spending time on the wrong stuff — without you having to micromanage.
Download this infographic at the end of this section
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Want to learn more?
Here's how you can make it real today:
Step 1: Choose your focus
Choose one of the 4 productivity lessons to work on today
Think about what’s been bothering you most lately—stress, chaos, too many tabs open, decision fatigue, not finishing what you start, etc.
Pick the one lesson (Eat the Frog, 2-Minute Rule, Task Batching, or Eisenhower Matrix) that fits that feeling.
Step 2: Set your reset cue
Pick one moment in your day to pause and check in—before lunch, after your first call, or at the top of the hour.
Set a 10-minute calendar block or sticky note reminder labeled:
“Tiny Win – Start Now”
Step 3: Take one small action
Do just one move tied to the lesson you picked.
If it’s Eat the Frog → Start (don’t finish) the thing you’ve been avoiding.
If it’s 2-Minute Rule → Clear 3 tiny tasks or replies.
If it’s Task Batching → Do one batch of similar tasks back-to-back.
If it’s Eisenhower Matrix → Sort your top 3 to-dos into: Do, Decide, Delegate, or Delete.
Say this to yourself: “This is enough for now. I’m just building motion.”
Step 4: Notice what changed
After that action, take 30 seconds to ask:
Did I feel a little more in control?
Did anything feel lighter?
What would I do again tomorrow?
Step 5: End your day with one sentence
Before you log off or wind down, fill in one of these:
“Here’s what helped today: ____”
“Next time I feel this way, I’ll try: ____”
AI Prompt: “Act as a productivity coach. Create a personal action plan for today based on the following details:
Productivity Method: [Insert your chosen method: “Eat the Frog,” “2-Minute Rule,” “Task Batching,” or “Eisenhower Matrix”]
Current Feeling: [Insert how you’re feeling today, e.g., “stressed,” “overwhelmed,” “scattered,” “stuck”]
Main Goal for Today: [Insert goal, e.g., “Finish a hard task,” “Clear my inbox,” “Get focused,” “Stop bouncing between things”]
Provide:
A short plan for one thing I can do in the next 10 minutes to feel more in control.
A sentence I can say to myself to help me take action.
One sentence I can say to someone else if I want to explain what I’m trying today.
A tip to help me stay consistent if I want to do this again tomorrow.
Keep it short, clear, and easy to follow — I want something I can act on right away.”
One small change today is more than most people ever make.
Reading tips is easy. Trying them is rare.
Progress comes from testing, not perfect plans.
No one gets it right every time—what matters is that you showed up.
You don’t need more hours in the day—you need a way to spend them with purpose.
Until next time and with lots of love,
Justin
This Week’s Growth Recommendations
Book To Read:
“Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time” by Brian Tracy (see it here)
TED Talk to Watch:
“How to gain control of your free time" by Laura Vanderkam (see it here)
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