Category: Increase Productivity

Imagine waking up every morning with a plan, energy, and a renewed sense of purpose—regardless of your age. What if you knew that growing older could bring not just wisdom but a higher level of productivity, clarity, and fulfillment?

This mindset isn’t hypothetical. James Flaherty, an 89-year-old author, speaker, and former international creative director, embodies this philosophy. In a recent episode of Productivity Smarts with host Gerald J. Leonard, James shared insights that challenge stereotypes about aging while delivering timeless lessons on mindset, discipline, and habits that are transformational—whether you’re 30 or 90.

As project managers, executives, and ambitious professionals, we often ask:

• How can I accomplish more without burning out?
• Is it possible to remain productive while maintaining balance?
• What habits and routines sustain long-term success?

This blog explores these themes and breaks down actionable strategies rooted in mindset, discipline, and the pursuit of purpose—no matter your stage of life.

The Problem: Stress, Overwhelm, and Negative Work-Life Balance

If you’re a project manager or an executive overseeing large portfolios, you know the weight of responsibility:

• Deadlines loom.
• Meetings pile up.
• Stress levels climb as work invades your evenings and weekends.

You may ask yourself:

• “Am I forgetting something critical?”
• “How do I fix my work-life balance when everything feels urgent?”
• “Will I ever reach a point where I’m not mentally exhausted?”

These thoughts aren’t uncommon—but here’s the truth: mindset and disciplined routines are your secret weapons for achieving sustainable productivity and longevity.

What James Flaherty Teaches Us About Productivity and Longevity

James, at 89 years young, wakes up each morning with a 10-year plan, boundless energy, and a structured routine. He credits his success to three foundational principles:

1. Discipline: Start each day with intentionality.
2. Work Ethic: Treat work as a source of joy, not burden.
3. Mindset: Your outlook shapes your reality.

He doesn’t just “talk the talk”—he lives it:

• At 80, he gave up drinking, focused on nutrition, and started daily swimming workouts.
• He writes down his top six tasks every night and completes them by 11 a.m. the next day.
• His belief? “Work is more fun than fun.”

So, how can you translate James’s wisdom into actionable productivity strategies? Let’s break it down.

Step 1: Develop a Non-Negotiable Daily Routine

James’s day starts with:

• Making his bed: A small but symbolic act of discipline.
• Swimming for 30 minutes: Physical activity that builds energy and clears mental fog.
• Music: Playing music he loves as part of his exercise or relaxation routine.

What can you learn? Structure your mornings to include movement, mindfulness, and planning. Small, intentional habits can transform how your day unfolds.

Action Step:

• Write down the 3–5 critical habits you want to commit to every morning.
• Start small—just 10 minutes of movement or meditation can improve focus and clarity.

Step 2: Write Your To-Do List the Night Before

James advises writing down six tasks you want to accomplish the next day. Why at night?

• Your subconscious mind processes these tasks while you sleep.
• You start your morning with clarity—no decision fatigue.

Gerald J. Leonard adds a neuroscience-backed insight: Writing things down strengthens neural pathways in your brain, improving focus and memory.

Consider this: When was the last time you had a to-do list so clear that you felt in control of your day?

Action Step:

• Before bed, list the top tasks for tomorrow.
• Keep the list visible—on your desk, laptop, or bathroom mirror.

Step 3: Embrace Aging as a Competitive Advantage

James challenges the myth that productivity declines with age:

• Mindset Matters: “You’re only as old as you think.”
• Purpose Drives Longevity: Stay curious, keep learning, and set goals that inspire you.

His story of a friend returning to college at 83 highlights a counterintuitive truth: pursuing new goals later in life can boost energy, health, and happiness.

Reflect: Are you tapping into your experience, wisdom, and relationships to stay relevant and inspired?

Action Step:

• Identify a new skill, hobby, or area of learning that excites you.
• Schedule time weekly to explore it—whether it’s volunteering, learning a language, or mastering a productivity tool

Step 4: Counteract Burnout with Volunteering and Social Connections

Loneliness and disengagement are silent threats to productivity and well-being. James emphasizes:

• Helping others gives you purpose.
• Strong social ties are key to longevity (as proven in Dan Buettner’s Blue Zones research).

Action Step:

• Look for ways to volunteer or mentor within your community or organization.
• Connect with colleagues, family, or friends—especially when work feels overwhelming.

The Counterintuitive Truth: Purpose, Not Retirement, Is the Key to Productivity

Too often, people view aging as “slowing down” or retiring into irrelevance. James proves otherwise:

• He’s writing new books.
• He’s delivering motivational talks.
• He’s setting ambitious 10-year goals.

What would happen if you approached every stage of your career with this same mindset?

The message is clear: Purpose drives productivity, regardless of age.

Books, Quotes, and Scientific Backing

If you’re inspired by James’s approach, here are additional resources:

1. Books to Explore:

   • From Strength to Strength by Arthur Brooks (on finding purpose as you age).
   • The Blue Zones by Dan Buettner (on habits for longevity).

2. Popular Quotes:

   • “Work is more fun than fun.” —Noel Coward
   • “You’re only as old as you think.”

3. Science of Writing Lists:

   • Studies show that writing tasks helps declutter your mind and improve productivity.

A Framework for Productivity Longevity

James’s story can be summarized into a simple, repeatable framework:

1. Plan: Write tomorrow’s tasks tonight.
2. Discipline: Start your day with small, consistent habits.
3. Move: Incorporate daily exercise.
4. Learn: Keep your mind sharp through lifelong learning.
5. Give: Volunteer and maintain strong social connections.

Closing Thoughts and Call to Action

Aging doesn’t mean slowing down—it’s an opportunity to refine your purpose, habits, and mindset to create your most productive years yet.

If you’re struggling with burnout, overwhelm, or work-life balance, take inspiration from James Flaherty’s unwavering work ethic and enthusiasm for life.

What’s one habit you can adopt today to love your longevity and reclaim your productivity?

Start small. Plan big. Keep growing.

Ready to transform your mindset and productivity? Join me weekly on the Productivity Smarts podcast, where we unlock the strategies, habits, and stories that help you thrive—personally and professionally.

I am available for speaking engagements — especially on topics exploring the intersection of project management, neuroscience, and jazz music:

Click here to book me as a speaker. 

Are you juggling multiple projects, battling deadlines, and feeling like you’re constantly putting out fires? You’re not alone. As a project manager, team leader, or ambitious professional, stress can seem like an everpresent reality—a burden that pulls you away from productivity and work-life balance.

But what if stress could be harnessed and transformed into a tool for productivity? Imagine having the clarity to prioritize tasks, boost your team’s engagement, and finish the workweek feeling accomplished and refreshed.

In this post, I’ll show you proven strategies to overcome stress, boost productivity, and reshape your mindset—all while staying grounded and in control. By blending research-backed solutions, real-life examples, and actionable techniques, you’ll learn how to manage stress instead of letting it manage you.

 What’s the Real Cost of Stress?

Stress doesn’t just feel bad—it wreaks havoc on your work performance, your health, and even your organization’s bottom line. Research shows stress costs American businesses over $500 billion annually due to lost productivity, absenteeism, and healthcare expenses.

 Chronic stress lowers focus and decision-making abilities.

 It leads to poor sleep, which exacerbates fatigue and lack of clarity.

 Team morale drops and disengaged employees become common. According to Gallup, only 30% of American workers are engaged at work.

Now, let me ask you:

When was the last time you tackled a task feeling truly calm, clear, and focused?

If you can’t remember, it’s time for a change—and I’m going to show you exactly how.

 What’s the Root of Your Stress?

Stress often stems from core workplace struggles:

 Unrealistic workloads: You’re working nights and weekends just to keep up.

 Lack of control: Projects get derailed by external factors or micromanagement.

 Unclear goals: When your team lacks focus, deadlines suffer.

 Toxic workplace culture: Poor leadership and low morale create stress ripples.

Chronic stress doesn’t just “go away”—it builds up until it derails productivity or manifests as burnout. The first step to solving the problem? Identifying it.

Take a moment to ask yourself: What are your main sources of stress?

Is it the relentless pressure to perform? Unclear communication with your boss? Feeling overwhelmed by competing priorities?

Once you know your stress triggers, you can start developing practical solutions.

 Quick Stress Relief Techniques That Work

In The Stress Express, author Snowden McFall reveals quick, science-based strategies to relieve stress. Let’s explore a few that you can apply immediately:

 1. Master Your Breath (Box Breathing)

Did you know breathing techniques can help Navy SEALs stay calm in combat?

Box breathing is a simple yet powerful technique to reduce stress instantly:

1. Inhale for 4 seconds.

2. Hold your breath for 4 seconds.

3. Exhale for 4 seconds.

4. Hold for 4 seconds.

Repeat this cycle for a minute or two. You’ll feel the tension in your body at ease, and your mind will clear.

 2. Use Music to Shift Your Mood

Music has a profound effect on your brain’s state. Create two playlists to set your mood:

 A chillout playlist to calm down during stressful moments (think jazz, classical, or ambient music).

 A fired-up playlist to boost energy and motivation before an important meeting or task.

Studies show that listening to music for just one hour a day can reduce symptoms of depression by 25%. Why not use music to shift stress into focus?

 3. Aromatherapy for Instant Calm

Certain scents trigger relaxation and positive memories. For example:

 Peppermint: Boosts focus and clears the mind.

 Lavender: Promotes calmness and better sleep.

 Eucalyptus: Creates a collaborative, uplifting environment (great for team meetings).

Keep essential oils on your desk or use a diffuser in your workspace.

 The Power of Mindset Shifts: Turning Stress into a Productivity Booster

Here’s the truth: Stress isn’t always bad.

Stress can drive you to achieve more—but only if you manage it wisely.

For example, Snowden shared how a demanding three-week project pushed her to work long hours. While it was stressful, she viewed it as positive stress because:

1. She was passionate about the work.

2. She had a reward waiting—a vacation—which kept her motivated.

The key to shifting your mindset is to:

 Reframe stress as a wake-up call or challenge.

 Break large projects into smaller, manageable steps.

 Plan your day with intentional breaks to recharge.

 What mindset shift could you make right now?

Could you see stress as a signal to slow down, delegate, or ask for help?

 How Workplace Culture Impacts Stress and Productivity

Your workplace culture can either alleviate or amplify stress. Unfortunately, Gallup’s research highlights that most employees feel disengaged due to toxic environments or poor leadership.

So, how can leaders create a workplace that reduces stress and drives productivity?

 1. Give Your Team Autonomy

Micromanaging is a surefire way to increase stress. Empower your team to take ownership of their work and make decisions. Autonomy fosters trust, confidence, and better outcomes.

 2. Communicate Transparently

Your team should never be blindsided by major news. Share updates and involve employees in decision-making processes to build trust and reduce uncertainty.

 3. Provide Growth Opportunities

Invest in your team’s development. Offer training, mentorship, or coaching to help them learn new skills and reduce job-related stress.

 4. Recognize and Reward Contributions

Specific, positive feedback goes a long way. When employees feel appreciated, their engagement and productivity soar.

 Your Morning Routine: A StressProof Game Changer

If you’re starting the day feeling rushed or reactive, it’s time to rethink your routine.

Successful professionals—including Snowden and myself—swear by morning rituals that include:

1. Deep breathing or meditation.

2. Aromatherapy to reset the body.

3. Movement: Yoga, a quick workout, or a walk.

4. Gratitude Practice: Write down 5 things you’re thankful for.

5. Goal setting: Write out your top goals for the day as affirmations.

Imagine starting every day grounded, focused, and clear on your priorities. How much more productive would you be?

 Overcoming Chronic Stress: A StepbyStep Plan

If stress feels like a constant companion, here’s how to tackle it:

1. Identify the Source: Write down what’s causing your stress.

2. Break Down the Issue: Is it workload, unclear goals, or toxic relationships?

3. Create an Action Plan: Prioritize the steps you can take—whether it’s delegating tasks, setting boundaries, or seeking support.

4. Incorporate Stress Relief Habits: Breathing exercises, mindfulness, breaks, and exercise should be nonnegotiables.

5. Track Your Progress: Regularly reflect on how you’re managing stress and make adjustments.

Remember, chronic stress left unaddressed can lead to burnout or health issues. Taking control now can transform your work life and personal well-being.

 Final Thoughts: Small Changes, Big Results

Managing stress doesn’t mean eliminating it entirely—it means learning how to use it as fuel for success. By practicing simple habits like deep breathing, aromatherapy, and gratitude, you’ll notice a shift not just in your stress levels, but in your productivity and focus.

Your career success and well-being are worth the effort. Don’t let stress hold you back from achieving your goals.

 Take Action Today

1. Start your morning with 5 minutes of deep breathing.

2. Create a playlist that calms or fires you up

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Have you ever felt overwhelmed by your workload, struggling to balance your career and personal life? As someone managing multiple priorities, you might often wonder: How can I regain control and improve my productivity? That’s the journey we embark on in Gerald J. Leonard’s insightful “Productivity Smarts” podcast. Here, we’ll explore key lessons from a recent episode featuring Dr. Allen Lycka, who shared his profound story of resilience, gratitude, and finding purpose—insights that can transform the way you approach work and life.

The Power of Purpose and Drive

What is the secret behind truly successful people? According to Dr. Lycka, it’s not just talent or opportunity but an innate drive—a hunger—to achieve goals. He shares: “I’ve seen less talented individuals outperform those with more natural ability simply because they were driven.”

But where does this drive come from? Dr. Lycka suggests it’s partly innate and partly nurtured. By taking three small steps toward your goal daily, you feed that drive, making even the largest goals achievable. This aligns with Jack Canfield’s advice: progress happens incrementally, one step at a time.

Ask Yourself: What are the three small steps I can take today to move closer to my goals?

Discovering Your “Why” Through Ikigai

Have you ever wondered what truly motivates you? Dr. Lycka emphasizes the Japanese concept of Ikigai, which means “reason for being.” Imagine a Venn diagram with four overlapping circles:

1. What you love  

2. What you’re good at  

3. What the world needs  

4. What you can be paid for

At the intersection lies your Ikigai, your unique purpose.

For Dr. Lycka, it’s about interacting with people and creating happiness. He encourages everyone to reflect on their personal Ikigai to find clarity and fulfillment.

Practical Tip: Sketch your Ikigai diagram and identify where these areas overlap for you. What insights can you uncover?

Harnessing Gratitude for Greater Productivity

Incorporating gratitude into your daily routine can dramatically boost your productivity. Dr. Lycka highlights research showing that workplaces emphasizing gratitude are up to 10 times more productive than others.

Why is this so powerful? Gratitude changes your perspective, helping you focus on what’s going right instead of dwelling on challenges. Dr. Lycka uses a “Gratitude Wheel,” categorizing areas like relationships, creativity, and self-care to ensure he remains grounded.

Actionable Advice: Each morning, write down five things you’re grateful for. Revisit this list at night and add five more. Over time, you’ll notice a shift in your mindset and a newfound energy for your tasks.

Overcoming Adversity: Lessons in Resilience

Dr. Lycka’s misdiagnosis with ALS in 2003 and his subsequent journey of resilience offer valuable lessons. Facing a six month prognosis, he overcame anger, depression, and fear to retrain himself as a lefthanded surgeon—a feat requiring immense determination.

When you encounter setbacks, consider this perspective: “It’s not what happens to you but what you do with what happens that defines you,” says Dr. Lycka.

Reflect: What challenges are you currently facing, and how can you grow through them rather than merely go through them?

The Link Between Exercise and Productivity

Did you know that daily exercise can be as effective as antidepressants? Dr. Lycka points to studies showing how physical activity boosts mental clarity and resilience. Even during difficult times, simple habits like a daily walk can foster a positive mindset.

Try This: Schedule 30 minutes of movement into your day, whether it’s walking, yoga, or a workout. Use this time to reflect and refocus.

Guardrails for Focus: Managing Distractions

In today’s world, distractions are everywhere. Dr. Lycka compares life to navigating a football field with bright, shiny objects trying to pull you off course. The solution? Clear goals and daily practices to stay focused.

One powerful technique is reviewing your to-do list at the start and end of each day, aligning tasks with your broader goals.

Pro Tip: Turn off unnecessary notifications on your phone and set aside designated times for focused work. What distractions can you eliminate to reclaim your time?

Cultivating a Positive Mindset

How often do you allow negativity to derail your progress? Dr. Lycka stresses the importance of staying positive, even during tough times. He says, “If it hasn’t turned out right yet, it just means it’s not the end.”

This mindset isn’t just about optimism; it’s about resilience. By embracing challenges as opportunities, you can push through obstacles with renewed determination.

Challenge Yourself: The next time you face a setback, ask: How can I use this experience to grow?

Key Takeaways from “Productivity Smarts”

Throughout the podcast, Gerald J. Leonard and Dr. Lycka share actionable strategies and inspiring stories. Here are the core lessons:

1. Define Your Why: Use the Ikigai framework to uncover your purpose.

2. Practice Gratitude: A simple gratitude practice can transform your perspective and productivity.

3. Build Resilience: Growth comes from how you respond to adversity, not just avoiding it.

4. Stay Active: Exercise isn’t just good for your body; it’s essential for mental clarity.

5. Eliminate Distractions: Guardrails like reviewing goals and turning off notifications keep you focused.

6. Adopt a Positive Mindset: Positivity fuels perseverance and long-term success.

Closing Thoughts: Your Productivity Transformation

Imagine a life where you’re not just surviving but thriving. By applying these principles—from gratitude and purpose to resilience and focus—you can unlock a new level of productivity and fulfillment.

Ready to take the next step? Subscribe to “Productivity Smarts” and start your journey today. You’ll discover more expert advice, tools, and strategies to help you achieve your goals and create the life you envision.

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Are you struggling to keep up with your workload, wondering how to manage it all without sacrificing your well-being? Productivity isn’t just about ticking boxes or meeting deadlines; it’s about cultivating resilience, embracing adversity, and finding purpose in the challenges life throws at us. Let me take you on a journey—one where produrrctivity meets perseverance, and adversity becomes a stepping stone to greater achievements.

Dr. Lisa Zaretsky, a thought leader in neurodivergence, twice exceptionality, and holistic well-being, joined me on the Productivity Smarts podcast to share her transformative story. Her insights offer invaluable lessons for those managing extensive project portfolios, navigating organizational culture shifts, or simply striving to balance work and life effectively.

 What Happens When Life Throws You Curveballs?

Imagine facing a series of health crises, from surgeries to car accidents, each pulling you further from the life you had planned. Dr. Lisa’s story begins here. For years, she grappled with debilitating health challenges, including a traumatic brain injury (TBI) that left her unable to lift her head from her pillow. Yet, instead of succumbing to despair, she found purpose in her pain and cultivated the resilience necessary to move forward.

How do you respond when adversity strikes? Many of us tend to park ourselves in the chaos, overwhelmed by the enormity of the challenge. But as Dr. Lisa’s journey demonstrates, the key lies in embracing the adversity and using it as a catalyst for growth.

 The Power of Perseverance

Dr. Lisa’s perseverance enabled her to adapt to new realities, learn to walk again, and complete her doctorate while raising a family. One critical factor in her success was her refusal to lower expectations for herself, a principle she modeled for her daughter. This principle challenges the common belief that lowering the bar eases the path forward. Instead, maintaining high standards—and finding innovative ways to meet them—can unlock potential even in the toughest circumstances.

What expectations have you set for yourself? Could holding yourself to a higher standard inspire you to push through your current challenges?

 Turning Adversity into Purpose

Dr. Lisa’s formula for overcoming adversity is simple yet profound: embrace adversity, cultivate perseverance, and find purpose in the experience. Purpose, she explains, doesn’t always arrive in a flash of inspiration. Instead, it reveals itself incrementally through daily actions and mindfulness.

Consider this: What purpose might lie hidden in your current struggles? Could this be the opportunity to redefine your goals or discover strengths you didn’t know you had?

 Practical Tools for Finding Purpose

1. Mindfulness and Breathwork: Staying present allows you to step away from the chaos and focus on what matters most.

2. Journaling Forward: Imagine the future you want to create and write about it as if it has already happened. This powerful visualization tool can guide your actions and rewire your mindset.

3. The Magic Seven: Dr. Lisa’s approach includes leading with love, kindness, compassion, forgiveness, redemption, mercy, and grace. These principles raise your vibration and align you with positive outcomes.

 The Neuroscience of Resilience and Productivity

Did you know that adversity rewires your brain? Neuroplasticity—the brain’s ability to change and adapt—means that with the right tools, you can transform even the most challenging circumstances into opportunities for growth. Dr. Lisa’s use of hypnotherapy coaching, assistive technology, and other resources exemplifies how science can support resilience.

 How Does This Apply to You?

If you’re managing extensive project portfolios or leading culture change within your organization, resilience isn’t optional—it’s essential. Neuroscience shows that gratitude, mindfulness, and intentionality can reshape your brain, making you more adaptable and effective.

 Practical Strategies to Boost Productivity

1. Gratitude Practices: Take five minutes each night to write down what you’re grateful for. This simple act can shift your mindset and improve your focus.

2. Leverage Assistive Technology: Tools like speech-to-text or time-blocking apps can help streamline your workflow.

3. Practice the “E + R = O” Formula: Event + Response = Outcome. While you can’t control every event, your response determines the outcome.

 The Role of Environment in Productivity

Environments shape us more than we realize. Dr. Lisa emphasizes the importance of creating supportive spaces, whether at home, work, or school. She has pioneered programs that integrate children with special needs into mainstream classrooms using universal design principles. These approaches don’t just accommodate differences; they celebrate them, enabling individuals to thrive.

What environment are you cultivating for yourself and your team? Are you fostering a culture of support and growth or one of survival?

 Creating a Supportive Environment

1. Edit Your Influences: Surround yourself with people and content that uplift and inspire you. This could mean unfollowing negative social media accounts or seeking mentors who challenge you to grow.

2. Embrace Universal Design: Adopt systems and tools that accommodate diverse working styles within your team, ensuring everyone can contribute their best.

3. Leverage Cross-Strengths: Group team members strategically so their strengths complement one another, fostering collaboration and innovation.

 Addressing Resistance and Burnout

Let’s face it: resistance and burnout are common hurdles. High achievers often say “yes” to too many commitments, spreading themselves thin and losing sight of their goals. Dr. Lisa’s advice is clear: strengthen your “no” muscle. Learning to set boundaries is not about rejecting opportunities; it’s about prioritizing the ones that align with your long-term vision.

 Tips to Overcome Burnout

1. Take Micro-Breaks: Five minutes of stretching or deep breathing can reset your energy.

2. Prioritize Self-Care: Whether it’s a walk, meditation, or spending time with loved ones, make time for activities that replenish you.

3. Set Clear Boundaries: Identify your top priorities and say no to tasks that don’t align with them.

 Lessons from Twice Exceptionality and Neurodivergence

Dr. Lisa’s expertise in twice exceptionality and neurodivergence provides a fascinating lens for understanding productivity. Twice-exceptional individuals often possess extraordinary strengths alongside significant challenges. The key to unlocking their potential lies in building bridges between these extremes.

What bridges do you need to build in your life or team? Identifying strengths and leveraging them to address challenges can transform how you approach productivity.

 Applying These Lessons

1. Strength-Based Approach: Focus on what you or your team excels at and use those strengths to tackle weaknesses.

2. Incremental Progress: Celebrate small wins, as they create momentum and reinforce positive habits.

3. Tailored Support: Whether through coaching, tools, or education, provide resources that meet specific needs.

 Conclusion: Writing Your Resilient Narrative

Dr. Lisa’s journey is a powerful reminder that adversity doesn’t have to define us—it can refine us. By embracing challenges, cultivating resilience, and finding purpose, we can unlock new levels of productivity and fulfillment.

So, what’s the next chapter in your story? How will you rewrite your narrative to make it one of growth, purpose, and resilience?

As Dr. Lisa says, “Gratitude and perseverance go hand in hand.” Let this be your call to action. Reflect on your challenges, identify your strengths, and take one intentional step forward. Whether it’s journaling, practicing gratitude, or setting boundaries, small actions can lead to monumental shifts.

Ready to take charge of your story? Share your thoughts or your biggest takeaway from this blog. Together, let’s create a community of resilient, high-performing individuals committed to unleashing their full potential.

If you’re feeling overwhelmed by project cutbacks and tight deadlines, I’m giving away my top strategies in my podcast below:

Click here to listen to my Productivity Smarts Podcast.  

Are you ready to unlock your full potential, maximize productivity, and build a life that balances success and fulfillment? Let’s dive deep into strategies that can reshape your approach to life and work, inspired by Gerald J. Leonard’s “Productivity Smarts” podcast featuring Nina Sauceman Pogue. In this blog, we’ll explore how resilience, mindset shifts, and leveraging positivity can transform challenges into growth opportunities.

 What Makes Resilience the Cornerstone of Productivity?

Think about the most challenging moment in your life. How did you respond? Did you feel stuck, overwhelmed, or unsure of what to do next? Resilience is the ability to bounce back and thrive amid adversity. It’s a muscle you can develop, and Nina’s journey illustrates this beautifully.

Nina, a former US gymnastics team member and Emmy-winning news anchor, shares that her resilience grew through her life’s plot twists. Whether it was recovering from the disappointment of not making the Olympic team or navigating career transitions, resilience helped her embrace change and remain productive. As she put it, “Resilience is what keeps you moving forward.”

But what about you? How can resilience boost your productivity?

 Turning Challenges into Growth Opportunities

When you face setbacks, it’s tempting to dwell on the past or fear the future. Nina reminds us that focusing on the present is key. “If you’re stuck in the past, depression lives there. If you’re too anxious about the future, that’s where anxiety resides. Productivity thrives in the now,” she says.

Take the example of Nina’s life after being let go from her TV anchor position. At first, she felt disoriented and defeated. But a walk along the beach sparked a critical mindset shift: “I’m the same person I was an hour ago before I got this news. What’s next for me?” This single thought transformed her narrative and propelled her into action. Instead of staying stuck, she envisioned a new chapter and took steps toward it.

What about you? When was the last time you faced a challenge head-on and emerged stronger? If you’re stuck, ask yourself: What do I have to work with right now? What small action can I take today to move forward?

 The Power of Mindset: Your Productivity Engine

Your mindset is your most powerful tool. Nina highlights that the story you tell yourself can either propel you forward or hold you back. “The words in your head become the words you say, and those words shape your reality,” she explains.

For instance, when Nina revisited her high school for a Hall of Fame induction, she expected to relive shame and failure from not making the Olympic team. Instead, she discovered admiration and respect from her peers. They remembered her as an exceptional athlete, not a failure. That experience reframed her narrative and showed how self-perception often distorts reality.

Gerald Leonard adds to this, emphasizing that mindset isn’t fixed—it’s something you can train. Drawing from neuroscience and music, he explains, “Your brain is like an instrument. You can tune it to focus, positivity, and growth through intentional practices like journaling, visualization, and gratitude.”

Ask yourself: What story are you telling about your setbacks? How can you rewrite it to serve your growth?

 Productivity Hacks: Focus, Action, and Recovery

Let’s get practical. Resilience and mindset are critical, but what about actionable strategies to increase productivity?

1. Adopt the Pomodoro Technique: Work in short, focused sprints (25 minutes) followed by a 5-minute break. This approach prevents burnout and keeps your brain fresh.

2. Practice Deep Work: Gerald advocates for distraction-free, focused work periods. “Eliminate interruptions, turn off notifications, and dive deep into tasks that matter most,” he advises.

3. Leverage Visualization: Nina uses a technique she calls “journaling forward.” Each day, she imagines what she wants her day, week, and year to look like and aligns her actions accordingly. Einstein once said, “Imagination is more important than knowledge,” and Nina’s approach proves it.

What’s one productivity strategy you can implement today? Whether it’s deep work or visualization, experiment to see what works best for you.

 The Role of Positivity in Productivity

Nina and Gerald stress the importance of curating positive influences in your life. Nina shares a humorous yet profound habit: after watching a scary movie with her husband, she’ll search for baby goat videos to “reset her mental state.” Why? Because what you consume affects your mood and energy.

Similarly, Gerald emphasizes editing your social and professional circles. “Who’s helping you, and who’s hurting you? Identify the influences that drain you and reduce their impact,” he advises. This doesn’t mean cutting people off completely but setting boundaries to protect your mental space.

Take inventory: Who or what influences your energy daily? Are they uplifting or draining you?

 Overcoming Public Pain and Comparison

One of the unique challenges of our modern world is the visibility of our failures. Nina calls this “public pain.” Whether it’s a job loss shared on LinkedIn or personal struggles aired on social media, the pressure to appear perfect can be overwhelming.

Her advice? Focus on your story and stop comparing yourself to others. “Comparison is the thief of joy,” she says, sharing the metaphor of a zebra on the savanna. Even after escaping a lion, the zebra might look at a flamingo on a beach and wish it had pink feathers. It’s a humorous yet poignant reminder that we often undervalue our strengths by comparing ourselves to others.

Reflection: How can you stop comparing and start celebrating your unique journey?

 Leveraging Your Network for Growth

Finally, both Nina and Gerald highlight the importance of community. Surrounding yourself with supportive, inspiring people can accelerate your productivity and resilience. Nina advises making two lists: one of people who uplift you and one of those who drain you. “Lean into your positive relationships,” she urges.

Gerald adds that your network isn’t just about people you know personally. “Books, podcasts, and mentors you follow online can be part of your network. Choose influences that align with your values and goals,” he says.

Action step: Who in your life inspires and motivates you? Reach out to them this week, whether it’s to express gratitude, seek advice, or collaborate.

 Conclusion: Your Next Chapter Starts Now

Life is full of “this is not the end” moments—setbacks that feel like endings but are actually opportunities for new beginnings. Nina’s story of resilience and Gerald’s productivity insights show that you have the power to rewrite your narrative, take control of your mindset, and build a life of purpose and fulfillment.

Remember: productivity isn’t just about getting more done; it’s about becoming more of who you’re meant to be. Whether you’re a project manager juggling multiple portfolios, an executive driving culture change, or someone seeking balance in a chaotic world, the strategies shared here can help you thrive.

Ready to take the next step? Start by journaling forward, setting clear boundaries, and focusing on the present. And don’t forget to tune in to Gerald J. Leonard’s “Productivity Smarts” podcast for more inspiration and actionable strategies.

Let’s make this your most productive and fulfilling chapter yet.

If you’re feeling overwhelmed by project cutbacks and tight deadlines, I’m giving away my top strategies in my podcast below:

Click here to listen to my Productivity Smarts Podcast.  

Have you ever felt like there aren’t enough hours in the day to get everything done? You’re not alone. Whether you’re managing a team, running projects, or trying to excel in your personal and professional life, productivity often feels elusive. The good news? Productivity isn’t about working harder but working smarter. In this article, we’ll dive into insights from thought leaders and practical strategies that can help you unlock your full potential while maintaining a healthy worklife balance.

The Problem: Balancing Productivity and Burnout

Modern professionals face an overwhelming todo list. From juggling work responsibilities to managing personal commitments, many of us are left asking, “How can I get it all done without burning out?” Studies show that burnout impacts nearly 77% of employees globally, with high achievers and leaders being particularly vulnerable. This is not just about being busy—it’s about being overwhelmed, stretched too thin, and losing focus on what really matters.

But here’s the kicker: the very habits that make high achievers successful can also lead to burnout. Saying yes to too many opportunities, overloading your schedule, and striving for perfection are common traps.

The Mindset Shift: Say No to Say Yes

One of the most impactful lessons from Corey Poirier, a multitime TEDx speaker, is the power of saying no. High achievers often feel compelled to say yes to everything. After all, every opportunity could be the next big break, right? But Corey discovered that saying no more often than yes is a hallmark of successful people.

Think about it: when you say yes to everything, you dilute your time and energy. Instead, by saying no to distractions and lowpriority tasks, you create space for what truly matters.

Practical Tip:

Start practicing your “no muscle.” For the next week, when a request doesn’t align with your goals or values, politely decline. Over time, this habit will free up your calendar and boost your focus.

The Importance of a Personal Mission Statement

Clarity is the foundation of productivity. Corey emphasizes the importance of having a personal mission statement. For him, it’s about being someone who motivates, educates, and inspires others. This mission guides every decision he makes, making it easier to decide what aligns with his goals and what doesn’t.

Ask Yourself:

What drives you?

What kind of impact do you want to make?

What values are nonnegotiable for you?

Crafting a mission statement doesn’t just clarify your purpose; it becomes a filter for making decisions. When faced with a tough choice, ask yourself: “Does this align with my mission?”

Breaking Down the Day: The Power of Focused Sprints

Gerald J. Leonard’s insights on focused productivity center around techniques like the Pomodoro Method and “deep work” principles. The idea is simple yet powerful: break your workday into sprints of focused effort, followed by short breaks.

1. Why This Works:1. Brain Reboot: Short breaks prevent mental fatigue and keep you energized.

2. Eliminate Multitasking: By focusing on one task at a time, you reduce cognitive load and improve quality.

3. Boosted Output: Studies show that working in focused bursts can increase productivity by up to 40%.

Practical Tip:

Try this tomorrow: Set a timer for 25 minutes and dive into a single task. When the timer goes off, take a 5minute break. Repeat this cycle four times, then take a longer 1530 minute break.

Deep Work vs. Shallow Work

Cal Newport’s concept of deep work is another cornerstone of productivity. In a world full of distractions, deep work allows you to focus on cognitively demanding tasks without interruption.

How to Apply This:

Identify your most important task for the day.

Block out 90 minutes of uninterrupted time to focus on it.

Turn off notifications, close unnecessary tabs, and let your team know you’re unavailable.

By carving out time for deep work, you’ll achieve more in a few focused hours than in an entire day of multitasking.

Preventing Burnout: Strategic Breaks and SelfCare

Burnout isn’t just about overwork; it’s about neglecting recovery. Both Corey and Gerald stress the importance of taking intentional breaks and incorporating selfcare into your routine.

How to Build Breaks Into Your Day:

MicroBreaks: Take 510 minutes every hour to stretch, hydrate, or meditate.

MidDay Recharge: Use your lunch break to step away from your desk. Go for a walk or spend time outdoors.

Evening WindDown: Avoid screen time an hour before bed. Instead, read, journal, or meditate.

These small shifts can have a big impact on your energy and mental clarity.

Leveraging Your Network: Productivity Through Relationships

Another gem from Corey’s interview is the importance of leveraging your network. Whether it’s finding a mentor, collaborating with peers, or seeking endorsements, your network can save you time and effort.

Practical Example:

Let’s say you need a graphic designer. Instead of Googling and sorting through hundreds of options, ask a trusted colleague for a recommendation. This approach not only saves time but also increases the likelihood of finding someone reliable.

Your network isn’t just a resource for tasks—it’s also a source of inspiration and motivation. Surround yourself with people who challenge and uplift you.

The Role of Mindset: Building Mental Resilience

Mindset is the ultimate productivity tool. Gerald often refers to the equation E + R = O (Event + Response = Outcome). While you can’t control every event, you can control how you respond, which ultimately shapes your outcomes.

Practical Tip:

The next time you face a challenge, pause and ask yourself:

What’s within my control?

How can I respond in a way that aligns with my goals?

This mindset shift can turn obstacles into opportunities and keep you moving forward.

Learning From Thought Leaders: Continuous Growth

Corey shared an anecdote about Jack Canfield, the coauthor of Chicken Soup for the Soul. Despite his immense success, Jack continues to take notes at events and learn from others. This commitment to lifelong learning is a trait shared by many high achievers.

Actionable Takeaway:

Dedicate time each week to learning. Whether it’s reading a book, listening to a podcast, or attending a workshop, continuous growth keeps your skills sharp and your mindset fresh.

Creating a Hybrid WorkLife Integration

Traditional worklife balance suggests a strict separation between professional and personal life. But for many high achievers, integration works better. Corey’s approach of blending family time with work trips is a perfect example.

How to Integrate Work and Life:

Plan business trips that include opportunities for family bonding or leisure activities.

Set boundaries for work hours while ensuring flexibility for personal needs.

Align your work goals with your personal values to create a sense of harmony.

Final Thoughts: Unlocking Your Full Potential

Productivity isn’t a onesizefitsall solution. It’s about finding what works for you and sticking to it consistently. Whether it’s mastering the art of saying no, leveraging your network, or embracing deep work, small changes can lead to big results.

Remember, productivity is not just about getting more done; it’s about creating a life that aligns with your purpose, values, and goals. So take a moment to reflect on your own habits and ask yourself: What’s one small change I can make today to work smarter, not harder?

Call to Action

Ready to transform your productivity and achieve a better work-life balance? Subscribe to the Productivity Smarts podcast for weekly insights, tips, and strategies from Gerald J. Leonard and other thought leaders. And don’t forget to share your favorite productivity hack in the comments below—we’d love to hear what works for you!

I am available for speaking engagements — especially on topics exploring the intersection of project management, neuroscience, and jazz music:

Click here to book me as a speaker.

Leadership is a balancing act. It’s about managing yourself, inspiring your team, and achieving shared goals—all while navigating challenges like workplace stress, hybrid work, and diverse teams. For project and program managers or anyone overseeing extensive responsibilities, this can feel like an impossible mountain to climb.

But what if the key to success lies not in doing more, but in how we lead and connect with others? In this post, inspired by Gerald J. Leonard’s Productivity Smarts Podcast featuring leadership expert Mick Spiers, we’ll explore strategies to strengthen your leadership, boost team productivity, and reduce stress—all while cultivating a thriving workplace culture.

Why Leadership Transitions Are So Overwhelming

Have you ever been promoted to a leadership role and felt lost? Many leaders experience what Mick Spiers calls a “leadership crisis.”

The problem often begins when high-performing individuals are promoted without proper training. These new leaders end up mimicking the behaviors of past managers—good or bad—without understanding what effective leadership truly looks like. This leads to disengaged teams, workplace stress, and a cycle of ineffective management.

So how can we break this pattern? The answer lies in self-awareness and intentionality.

Daily Self-Reflection: A Simple Habit for Big Results

One of the most powerful tools Mick uses is daily self-reflection. Every evening for over 11 years, he’s asked himself the same five questions:

1. What went well today?
2. What didn’t go well?
3. What will I do differently next time?
4. What did I learn about myself?
5. What did I learn about others?

By taking just 10 minutes each day to reflect, Mick has been able to adapt, grow, and become a leader who inspires trust and confidence.

What about you? When was the last time you paused to reflect on your day? Could this simple practice help you identify patterns and improve your leadership?

From “I” to “We”: The Shift Every Leader Must Make

Many leaders struggle to let go of their old roles as doers. It’s understandable—you were promoted because you excelled at your job. But leadership is not about doing; it’s about empowering others.

Ask yourself: Are you leading your team, or are you still trying to do it all yourself?

Mick emphasizes the importance of moving from an “I” mindset to a “We” mindset. Instead of telling your team what to do, ask questions that encourage collaboration and creativity:

• What do you think our top priorities should be this week?
• What challenges might we face, and how can we overcome them?
• How can we work together to achieve this goal?

When you shift your focus from doing to guiding, your team becomes more engaged, capable, and aligned.

Trust Is Built Through Intentional Conversations

Did you know that the words you choose can literally change the chemistry of your brain?

Gerald J. Leonard explains that positive conversations release oxytocin and dopamine—neurochemicals that build trust and strengthen relationships. On the flip side, negative or careless language triggers cortisol, which activates the brain’s stress response and creates resistance.

Avoid these common language pitfalls:

• “Actually, that’s a good idea” (which can imply surprise that the idea was good).
• Dismissive phrases that unintentionally undermine someone’s contribution.

Instead, focus on affirming and inclusive language that fosters trust and collaboration.

Diversity and Inclusion: A Secret Weapon for Productivity

Diversity isn’t just about checking boxes—it’s about harnessing different perspectives to drive innovation and better decision-making.

But here’s the catch: diversity without inclusion is meaningless. Leaders must intentionally create spaces where everyone feels valued and heard.

Start with this simple practice:
When facing a problem, ask your team for their input before presenting your own ideas. For example:

• “Here’s the challenge we’re facing. What solutions do you think we should explore?”

By inviting diverse perspectives and listening actively, you’ll not only foster inclusion but also discover better solutions.

Thriving in a Hybrid Work Environment

Hybrid work offers flexibility, but it also brings unique challenges like disconnection and misalignment. How can leaders create productive teams in this new normal?

The answer lies in intentionality.

• Use work-from-home days for deep focus. Plan tasks that require quiet, uninterrupted time, like writing reports or analyzing data.
• Leverage in-office days for collaboration. Focus on brainstorming, problem-solving, and team-building activities that benefit from face-to-face interaction.

Pro Tip: At the start of each week, map out your time with purpose. This ensures you maximize productivity, no matter where you’re working.

The Role of Emotional Intelligence in Leadership

Emotional intelligence (EQ) is the cornerstone of great leadership. Leaders with high EQ are self-aware, empathetic, and skilled at building trust and connection.

One of Mick’s mentors, Chris Jenkins, embodied this by being relatable to everyone—from dockyard workers to prime ministers. His ability to genuinely care about others made him a leader people wanted to follow.

How can you show your team you care? It starts with listening, understanding their challenges, and celebrating their contributions.

Creating High-Performing Teams: Alignment Is Key

When team members don’t know their purpose or feel disconnected, productivity suffers. Mick highlights the Drexler-Sibbet Team Performance Model as a framework for building alignment:

1. Why am I here? – Ensure each team member understands their role and value.
2. Who are you? – Build trust by getting to know your team members.
3. What are we doing? – Align on shared goals and a clear vision.

When everyone is rowing in the same direction, your team becomes unstoppable.

The Leadership Commitment to Continuous Growth

Leadership isn’t about knowing all the answers—it’s about being willing to learn and grow alongside your team. Mick encourages leaders to reflect on their past experiences with managers:

• What behaviors inspired you?
• What actions made you feel undervalued?

Use these insights to create your own leadership credo—a guiding set of principles that define the kind of leader you aspire to be.

Take Action: Build Your Leadership Smarts

Are you ready to elevate your leadership and create a thriving, productive team? Start today by:

1. Reflecting on your daily wins and challenges.
2. Shifting your focus from “I” to “We.”
3. Asking better questions to foster trust and inclusion.
4. Structuring your hybrid workweek with intentionality.
5. Committing to lifelong learning and growth.

For more insights and strategies, tune into Gerald J. Leonard’s Productivity Smarts Podcast or explore Mick Spiers’ book, You’re a Leader, Now What?.

Let’s create workplaces where everyone feels valued, aligned, and inspired to do their best work.

What’s one small change you’ll make today to improve your leadership? Share your thoughts in the comments below!

If you want to discover all the project management strategies I’ve honed over decades, condensed into just a few hours:

Click here to grab your copy for less than the cost of a dinner out.

In today’s high-stakes workplace, the drive to achieve can often feel overwhelming. For project and program managers leading extensive portfolios or individuals juggling endless responsibilities, the struggle to balance professional demands with personal well-being is real. But what if we told you that the key to sustained success isn’t just mastering your to-do list but also addressing a deeper, often overlooked factor: your health?  

In this blog, inspired by the riveting conversation between productivity expert Gerald J. Leonard and healthcare trailblazer Dr. Marverine Beverly on the Productivity Smarts Podcast, we’ll explore how health equity, empathy, and cultural competence intersect with productivity and workplace success.  

Why Health is the Foundation of Productivity

Have you ever tried to focus on a project while battling a lingering headache or nagging stress? It’s nearly impossible to bring your A-game when your health is sidelined. Yet, many of us ignore the connection between health and productivity.  

Dr. Beverly, a cultural competency and patient engagement expert, argues that addressing health disparities is not only a moral imperative but also a productivity booster. Her groundbreaking work at the Queens Health Network reduced hospital readmission rates for congestive heart failure patients from 30% to 18.7%—a feat achieved by addressing patient fears, breaking cultural barriers, and implementing innovative care strategies.  

What does this mean for you? Whether you’re leading a team or trying to optimize your workflow, the lesson is clear: healthy individuals and empathetic systems create the conditions for peak performance.  

The Untapped Power of Empathy in Work and Health  

How often do we pause to ask, “Why?”  

Dr. Beverly’s philosophy revolves around this critical question. Why are patients noncompliant with their treatment plans? Why do employees disengage? Asking why unlocks the root causes of resistance—be it in a medical setting or a corporate boardroom.  

Consider the story of the 18 year old sickle cell patient who challenged Dr. Beverly’s assumptions with one powerful question: “If you don’t have a cure for my disease, why are you here?” This moment transformed Dr. Beverly’s approach, leading her to establish the first-ever sickle cell support group for adults.  

For leaders, this story is a call to action: Empathy isn’t just about being kind—it’s about understanding the deeper struggles behind behavior and building systems that support individuals holistically.  

Bridging Cultural Gaps for Better Outcomes  

What does cultural competence have to do with productivity?

In a word: everything.  

Cultural competence ensures that people—whether patients in hospitals or employees in organizations—feel understood and respected. Dr. Beverly highlights the “lookalike syndrome,” where assumptions based on appearance can lead to miscommunication. In diverse workplaces, leaders who acknowledge cultural differences and approach them with curiosity foster collaboration, trust, and better outcomes.  

Imagine this scenario: A manager overlooks a team member’s declining performance, attributing it to laziness. What if, instead, the manager discovered that cultural or health-related barriers were at play? By asking the right questions and creating an inclusive environment, the manager could transform frustration into a collaborative solution.  

From Patient Advocacy to Workplace Empowerment  

One of the most profound lessons from the podcast is the importance of advocacy—whether for patients or employees. Dr. Beverly’s innovative processes, such as her sickle cell support group and heart failure prevention program, didn’t just treat symptoms; they addressed systemic barriers.  

Now, think about your workplace. Are there processes in place to support employee wellbeing and growth? Or are gaps in understanding creating inefficiencies and burnout?  

Practical Strategies for Leaders  

Dr. Beverly’s approach to healthcare offers powerful insights that leaders can apply to enhance workplace productivity and culture:  

1. Ask “Why?” More Often  

Before labeling someone as “noncompliant” or “unproductive,” dig deeper. What barriers might they be facing?  

2. Promote Empathy Over Assumptions  

Replace judgment with curiosity. Build trust by understanding individual challenges, whether they stem from cultural, personal, or health-related issues.  

3. Make Resources Accessible  

Just as Dr. Beverly established support groups for patients, organizations should provide access to wellness programs, mental health support, and coaching.  

4. Build Sustainable Systems  

Success lies in sustainability. Whether it’s a healthcare intervention or a team workflow, solutions must be designed to last.  

5. Foster Inclusive Conversations  

Recognize the unique perspectives and experiences each person brings to the table. A culturally competent workplace is a productive one.  

Overcoming Resistance: Lessons from Neuroscience  

Why do we resist change, even when it’s good for us?  

Gerald J. Leonard emphasizes the role of neuroscience in understanding resistance. When we feel judged or misunderstood, our brains release cortisol, the stress hormone, which makes us defensive. On the flip side, empathy and curiosity trigger dopamine and oxytocin, fostering trust and openness.  

So, the next time you encounter resistance—whether from a colleague or yourself—pause and consider: How can I reframe this situation to build connection rather than conflict?  

Creating Health Equity at Work  

Health equity isn’t just for hospitals—it’s a principle every organization can embrace. Dr. Beverly’s example of addressing the “why” behind noncompliance offers a blueprint for tackling workplace challenges:  

Recognize Individual Needs: Just as Dr. Beverly adapted care plans to fit patients’ lives, leaders should adapt strategies to meet employees where they are.  

Eliminate Stigmatizing Language: Words matter. In healthcare, replacing “noncompliant” with “nonadherent” reframed patient behavior. In the workplace, avoid labels like “lazy” or “difficult” and instead seek understanding.  

Invest in Support Systems: From coaching programs to flexible policies, organizations that prioritize support see increased engagement and productivity.  

The Ripple Effect of Empathy and Advocacy  

Dr. Beverly’s work demonstrates how small changes create lasting impact. For instance, rethinking the timing of a medication for a train operator didn’t just improve his health—it preserved his livelihood and dignity.  

Imagine applying this principle in your team or organization. What small adjustments could you make today to empower your team and boost productivity?  

A Call to Action  

Are you ready to unlock your full potential and elevate your team’s performance? Start by embracing the principles of empathy, cultural competence, and advocacy. Whether you’re managing a high-pressure project or navigating personal challenges, these strategies will not only enhance productivity but also create a more inclusive and fulfilling environment.  

As Gerald J. Leonard reminds us, productivity isn’t just about getting things done—it’s about building systems that support both individual and collective success.  

If you found these insights valuable, subscribe to the Productivity Smarts Podcast for more strategies and stories that inspire action.  

And remember, as Dr. Beverly says, “The common thread of humanity is our greatest strength.” Let’s use it to create a world—and workplace—where everyone can thrive.  

Join the Conversation:  

What’s one small change you can make today to promote health equity and empathy in your workplace? Share your thoughts in the comments below!  

If you’re feeling overwhelmed by project cutbacks and tight deadlines, I’m giving away my top strategies in my podcast below:

Click here to listen to my Productivity Smarts Podcast.

Balancing caregiving responsibilities with work and personal commitments is one of the toughest challenges many professionals face. Whether caring for a loved one with a serious illness or managing the demands of an extensive project portfolio, the emotional and mental strain can feel overwhelming. But what if the lessons learned through caregiving could transform not only your personal life but also your professional productivity?

In a recent Productivity Smarts Podcast, Dr. Delia Cara Monte, a leading integrative palliative care physician and author of Coping Courageously: A HeartCentered Guide for Navigating a Loved One’s Illness Without Losing Yourself, shared insights that resonate deeply with anyone striving to stay productive amidst life’s challenges. Her approach offers a roadmap to balancing caregiving, work, and personal wellbeing with resilience and purpose.

The Power of Facing the Darkness

How often do we avoid difficult realities, hoping they’ll go away on their own? In caregiving—and in life—this avoidance often leads to greater stress. Dr. Cara Monte emphasizes the importance of “facing the darkness,” a practice that involves acknowledging hard truths instead of suppressing them.

Imagine fear as a monster banging on your door. Holding the door shut takes all your energy, leaving you too exhausted to focus on anything else. But when you open the door and let the monster in, you reclaim your power. You don’t have to like its presence, but you can now go about your day—making dinner, connecting with loved ones, or tackling your work. 

This practice of acknowledging and accepting challenges frees you from the draining cycle of avoidance. It’s a skill that project managers and caregivers alike can use to face tough situations with clarity and strength.

Fill Your Cup: The Secret to Sustained Productivity

Caregivers often give everything to others, leaving their own wellbeing as an afterthought. This leads to burnout—a state that’s all too familiar to professionals who overwork themselves. Dr. Cara Monte stresses the importance of “filling your cup” to maintain energy, focus, and emotional health.

Think about your energy levels like a cup. When it’s full, you’re at your best—calm, capable, and productive. When it’s empty, even simple tasks feel monumental. To keep your cup full, start by identifying what fills it (joyful activities, rest, and meaningful connections) and what drains it (conflicts, overwork, or lack of sleep). 

For example:

Fillers: A 15minute walk, listening to music, practicing gratitude.

Drains: Worrying, skipping meals, lack of boundaries.

Take small steps to protect your energy—whether that’s scheduling downtime or asking for help. These habits ensure you have the stamina to meet life’s demands without losing yourself in the process.

Flirting with Forgiveness: Healing Relationships and Yourself

Caregiving often comes with complicated emotions, especially when the relationship with your loved one has a difficult history. Forgiveness can be a powerful tool—not just for the person you’re caring for, but for yourself.

Dr. Cara Monte calls this “flirting with forgiveness.” It’s not about forcing yourself to forgive overnight, but about exploring ways to let go of resentment or guilt. Start small: Write a letter, have a heartfelt conversation, or simply allow yourself to feel the emotions tied to the situation. This practice not only strengthens relationships but also lightens the emotional load, leaving you more focused and productive.

Create an Imperfect Plan

When caregiving responsibilities feel overwhelming, many people fall into the trap of trying to make everything perfect. Dr. Cara Monte advises against this. Instead, she recommends creating an “imperfect plan.”

Start by listing everything that needs to be done—doctor’s appointments, meal prep, household chores. Then, gather your support system (family, friends, or colleagues) and delegate tasks without judgment. Everyone brings different strengths to the table, and by allowing each person to contribute in their own way, you can cover more ground with less stress.

For project managers, this concept applies beautifully to work as well. By embracing collaboration and letting go of perfectionism, you free yourself to focus on what truly matters.

Focus on the Now

When life feels overwhelming, it’s easy to get stuck ruminating on the past or worrying about the future. Dr. Cara Monte shares a simple yet powerful exercise to bring yourself back to the present moment: Draw three words on a sticky note—“Past,” “Now,” and “Future.” Place it somewhere visible, like your desk or refrigerator.

Whenever you find your mind wandering to regrets about the past or fears about the future, refocus on the now. Use grounding techniques like deep breathing, naming what you see or hear, or paying attention to the sensations of your hands. Staying present reduces stress and improves decisionmaking, both at home and at work.

Leaving a Legacy: Finding Meaning in the Journey

Amidst the challenges of caregiving, there’s an opportunity to create something lasting and meaningful. Whether it’s recording your loved one’s stories, creating a family quilt, or writing heartfelt letters, these legacy projects bring a sense of purpose and connection.

Dr. Cara Monte shares examples of patients who used their final days to make a difference—like painting rocks to raise money for cancer research or crafting keepsakes for grandchildren. These projects provide a sense of closure and allow caregivers and families to cherish their time together, even during difficult moments.

For professionals, this principle applies to the workplace as well. Think about the legacy you want to leave in your career. Are you fostering a culture of support and innovation? Are you creating systems or processes that will outlast you? Legacy projects, whether personal or professional, give us a sense of purpose that fuels productivity.

Practical Steps for Managing Caregiving and Work

Here are actionable tips from Dr. Cara Monte’s book and interview to help you balance caregiving and productivity:

1. Set Boundaries: Communicate with your employer or team about your limits and availability. Clear boundaries prevent burnout.

2. Embrace Imperfection: Accept that not everything will go as planned—whether at work or in caregiving. Focus on progress, not perfection.

3. Practice Gratitude: Find small “flowers in the poop,” as Dr. Cara Monte puts it. Even during tough times, there’s always something to appreciate.

4. Leverage Support: Don’t be afraid to ask for help, whether from family, friends, or professional services.

5. Focus on SelfCare: Prioritize activities that replenish your energy, like exercise, hobbies, or spending time with loved ones.

Finding Strength in Compassion

Caregiving teaches us some of life’s most valuable lessons: resilience, compassion, and the importance of living in the moment. These lessons aren’t just for caregivers—they’re for anyone looking to navigate challenges with grace and purpose.

If you’re ready to embrace these principles and unlock your full potential, start by asking yourself: What fills my cup? What legacy do I want to leave? And how can I focus on the now to make the most of today?

Let’s face the darkness together, one step at a time.

I am available for speaking engagements — especially on topics exploring the intersection of project management, neuroscience, and jazz music:

Click here to book me as a speaker.

Have you ever felt like you’re working in a company that just can’t seem to get out of its own way? Maybe it’s the endless bureaucracy, the constant power struggles, or simply the lack of clear communication across departments. As a project manager or program leader, navigating these dysfunctional habits can feel like an uphill battle. In a recent episode of Productivity Smarts, I had the pleasure of speaking with Joel Dubin, author of The Seven Habits of Highly Dysfunctional Companies, to unpack some of these issues. Joel’s candid insights reveal both the humor and the frustration that come from working in chaotic environments—and he has a lot to say about how these behaviors affect productivity and morale.

Why Dysfunction Matters and How to Spot It

Imagine you’re doing your best to be productive and lead your team effectively, but every day feels like you’re putting out fires created by internal conflicts or poor processes. Sound familiar? Joel refers to this as the “merry-go-round” of dysfunction, where companies spend more time dealing with internal drama than focusing on their actual goals. This isn’t just frustrating—it’s counterproductive.

One of the most common problems Joel observed was the obsession with bureaucracy and office politics. “People build their own little fiefdoms,” he explained. Instead of focusing on the company’s mission, employees get wrapped up in personal power struggles, losing sight of what really matters. For those of us in project management, this kind of environment can be exhausting. Instead of working toward project milestones, we’re busy mediating conflicts and re-explaining goals.

Do Power Dynamics Kill Productivity?

Let’s be honest: we all want to work in a place where leaders lead by example and are approachable. But according to Joel, too often, the opposite happens. Dysfunctional companies tend to put power-hungry individuals in charge—people more interested in personal agendas than team success. And this isn’t just a minor inconvenience; it actively discourages collaboration, stifles innovation, and makes people less likely to take initiative.

Joel’s insight aligns with what I’ve seen in my own consulting work: when employees feel overshadowed by leaders who seem more invested in their own power, they become disengaged. They focus on protecting themselves rather than contributing to the company’s goals, creating a cycle that reinforces dysfunction and drains productivity. If you’ve ever had a manager who was more interested in their own advancement than the team’s success, you know how toxic this environment can be.

How Poor Communication Breeds Dysfunction

Joel shared a great story about a company he worked with where different departments barely communicated. Tech people felt that sales didn’t understand the product, while sales thought tech was being difficult. Sound familiar? In this particular case, Joel implemented a “PCI Cheat Sheet” for the sales team, providing them with a quick reference to ensure they weren’t over-promising or misrepresenting the product. It’s a small solution that made a massive difference—suddenly, both teams were aligned, and the company could present a unified front to clients.

Poor communication can lead to endless rework, misaligned priorities, and frustration on all sides. As project managers, we see this play out firsthand. A lack of transparency between departments can turn simple projects into logistical nightmares. Without clear, open lines of communication, even the best-laid plans can crumble.

Breaking Down Silos: A Key to Sustainable Productivity

The term “silos” gets thrown around a lot, but Joel’s insights drive home just how damaging these divisions can be. When teams are separated by silos, they may as well be working for different companies. They don’t talk to each other, they don’t understand each other’s goals, and they don’t share resources. This breeds resentment and leads to inefficiencies that could be avoided if departments communicated openly.

Breaking down these silos requires intentional efforts to foster collaboration. Toyota’s “stop-the-line” approach is a great example: employees on the assembly line have the authority to halt production if they see an issue, which brings the team together to find a solution. Giving employees this level of empowerment isn’t just a productivity booster—it’s a sign of respect. It shows that their input matters, and they’re trusted to make decisions for the good of the team.

Leaders Who Listen: The Antidote to Dysfunction

One of Joel’s key insights is that leaders need to be in tune with what’s happening on the ground level. He shared a story about Herb Kelleher, co-founder of Southwest Airlines, who would fly on regular flights without any entourage, just to observe the customer experience firsthand. By staying connected with the day-to-day realities of his business, he built a culture of openness and respect that permeated the entire organization.

If you’re leading a team, consider taking a page out of Kelleher’s book. Spend time with your team, listen to their concerns, and be willing to roll up your sleeves when needed. Your team’s productivity is directly linked to their morale, and nothing boosts morale more than feeling valued by leadership.

What to Do If You’re Trapped in Dysfunction

For those who find themselves working in a company plagued by dysfunction, the road to change may seem daunting. Joel’s advice? Be loyal to your career, not the company. If you’re constantly running into roadblocks that prevent you from achieving your best, it may be time to consider your options. Keep your resume updated, network regularly, and don’t be afraid to explore new opportunities. A dysfunctional environment doesn’t just affect your job performance—it can take a toll on your mental health and work-life balance.

That said, if you’re in a position where you can influence change, don’t be afraid to speak up. Encourage open communication, push for transparency, and model the behaviors you want to see in others. Sometimes, all it takes is one person willing to disrupt the status quo to start making things better.

Final Thoughts: Making Dysfunction a Thing of the Past

At the end of the day, dysfunctional habits don’t just disappear. They need to be recognized and actively addressed. Joel’s book serves as both a humorous critique and a serious reminder of how much damage these behaviors can cause. Whether you’re in a leadership role or simply part of a team, understanding the pitfalls of dysfunction can help you create a healthier, more productive work environment.

Dysfunctional habits aren’t inevitable, but they can be persistent if left unchecked. By staying vigilant, communicating openly, and focusing on the collective goals of the organization, we can work towards a culture that fosters productivity rather than frustration. After all, a company that’s in sync is a company that thrives.

This blog post reflects a conversational yet informative tone, presenting Joel Dubin’s insights on organizational dysfunction in a way that resonates with project and program managers while remaining accessible and actionable.

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