For years, I dreamed of being a machine. If I could operate like one, I’d never forget things, never let tasks fall through the cracks, and always execute flawlessly. I’d be disciplined, efficient, and productive every single day. I admired people who seemed to have it all together—those who maintained meticulous schedules, managed vast networks, and consistently met their goals without missing a beat. I wanted to know what made them tick.
So, I embarked on a journey to uncover the secrets of productivity. I created a newsletter, Super Organizers, where I interviewed top performers in different industries. I studied CEOs who kept their calendars empty and avoided meetings. I talked to investors who tracked every person they had ever met in spreadsheets. I learned from managers who divided their days into 15-minute increments. I also experimented with my own habits—taping my mouth shut while sleeping to improve my breathing, staring at sunlamps to increase my energy levels, and taking supplements to enhance my focus.
Some things worked; others didn’t. Some were just plain ridiculous. But the most profound realization I had was this: The idea of becoming a machine is a trap.
The Productivity Trap: Why We Fail Despite Good Systems
Many of us believe that productivity is all about finding the right tool or system. We think that if we could just discover the perfect task manager, set up a flawless calendar, or adopt a scientifically backed morning routine, we’d be unstoppable. But what if the real reason we struggle isn’t a lack of tools, but something deeper?
The truth is, we are not machines—we are emotional beings. Our emotions play a critical role in how productive we are. Guilt, shame, fear, and doubt often underpin our struggles with productivity in ways we barely understand. And ignoring them only makes things worse.
Awareness: The First Step to Real Productivity
The first step toward real productivity isn’t finding a new system—it’s awareness. This means becoming conscious of the real reasons why we procrastinate, avoid tasks, or struggle with consistency. But here’s the tricky part: Awareness is hard. It’s painful to admit we’re falling short, that we’re not doing as well as we should be. Many of us push these thoughts aside and hope the problem fixes itself.
I faced this firsthand with my email inbox. As the CEO of a startup, I needed to stay on top of my emails. Yet, my inbox was a mess. I felt guilty every time I saw unread messages piling up. I told myself I should just “suck it up” and power through. But that approach never worked. Eventually, I had to admit that my backlog was causing problems—not just for me, but for my team.
This was my first real step toward improvement: recognizing that my inbox issue wasn’t just about time management. There was something emotional happening beneath the surface.
Observation: Seeing the Patterns Without Judgment
Once we’re aware of our challenges, the next step is to observe them without judgment. This means stepping back and analyzing the situation without beating ourselves up over it.
When I took a closer look at my email habits, I noticed an interesting pattern. My inbox wasn’t always messy—every few weeks, something would trigger a downward spiral. Maybe I received an email I didn’t want to deal with. Maybe I got busy and skipped checking my inbox for a day or two. Whatever the trigger, it led to avoidance. And the longer I avoided my inbox, the worse the problem became. Guilt would set in, making me even more reluctant to open it.
It was a vicious cycle. But simply observing this pattern—without blaming myself—gave me the power to change it.
Experimentation: Finding What Works for You
Once you recognize a problem and understand its patterns, the next step is to experiment. This is where most people get stuck. We often feel boxed in by preconceptions about what is and isn’t acceptable. We don’t want to look weak or silly. But the most productive people are those who are willing to try unconventional solutions.
I experimented with many strategies to fix my inbox problem. I tried going to a coffee shop whenever I needed to power through emails. I tried discussing my inbox struggles with my business partner to reduce my sense of shame. I tested a “one-touch” email strategy and limited my email checks to twice a day. None of these completely solved the problem.
Then, I had a breakthrough. I realized I could use my own emotional triggers to my advantage. I don’t like letting people down, so what if I leveraged that feeling to keep myself accountable?I decided to ask my virtual assistant to “babysit” me while I processed my inbox. We set up a simple system: A few times a week, they would message me at the start of an email session, asking how many emails I had. An hour later, they’d check in again to see how many I had cleared.
At first, I felt ashamed. The idea of needing a babysitter for my emails felt embarrassing. But I pushed past that feeling and gave it a try. And guess what? It worked. That small bit of external accountability made a massive difference. My inbox stayed under control, and the shame cycle disappeared.
What This Means for You
This system worked for me, but your solution might be different. Maybe you’d benefit from transferring your emails to a task manager. Maybe you need to follow a one-touch inbox strategy. Or maybe you need to reevaluate why email matters in the first place. The key is to experiment and find what works for you.
What I learned is that I never really wanted to be a machine—I just felt guilty for not being one. Once I addressed that guilt and reframed my approach, everything changed.
The Real Productivity Hack: Understanding Yourself
We often think productivity is about software, notebooks, calendars, and schedules. And while those things help, they are only part of the equation. True productivity comes from understanding ourselves—our emotions, our triggers, and the hidden forces that shape our behavior.
So, the next time you struggle with productivity, don’t just look for a new system. Look inward. Ask yourself:
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