In this podcast episode, host Mark Stuchesky interviews productivity expert Peter Kees, who shares his journey from burnout as a litigation consultant to becoming a task management teacher. They discuss the common problem of capturing tasks without processing them, which leads to ever-growing to-do lists and reactive work. Kees emphasizes a three-step approach: first, clarify what you want to achieve and why, focusing on the emotional drivers behind goals; second, break goals into actionable steps; third, prioritize and schedule those steps. He notes that understanding the "why" is essential, as it fuels motivation and helps filter unnecessary tasks. The conversation also covers calendar management, with both agreeing on the need for breathing room in schedules to avoid overwhelm, though Kees cautions that this solution suits calendar-driven individuals, not those prone to procrastination. They highlight the value of trial and error in adopting productivity techniques and the danger of hidden procrastination, such as constantly reorganizing tools. Ultimately, they stress self-awareness to distinguish between genuine need for breaks and avoidance behaviors, advocating for intentional planning aligned with personal energy and priorities.
This is the Mark Stuchesky podcast. Hello my friends and welcome to episode 706 of the show. More importantly, episode 12 of 365 brand new episodes in 2021. I got an awesome guest for you today. And the reason why I say awesome guest is because he's a productivity expert trainer, nerd student, just like me. Peter Kees, welcome to the show. Hey Mark, thanks for having me. Now you are calling us from Amsterdam and theoretically, it should be warmer here in Houston but it's actually 10 degrees warmer in Amsterdam at 45 than it is in Houston today. And this is insane because it's January 12th and I'm cold and Peter I don't like being cold. Yeah, unfortunately I am cold as well. So slightly less cold than you maybe, but it is a high time for summer in my opinion. Yes, absolutely. So before we get started, why don't you put in context for the audience? Who are you and what do you do? Sure, so I like to think of myself as a productivity teacher which is not at all related to my training, study political science and economics in college, went to work as a litigation consultant at a consulting firm, helping basically big companies that are involved in litigation save some money. And then I burned out from that. And I was like, you know what, I don't like this job thing. I kind of need to find something to do on my own. Started blogging about a bunch of random topics and one of those topics was productivity and people started saying, hey, you seem to like, no stuff about productivity. So like do more of that. And eventually I ended up sort of formalizing that by creating some online courses, specifically on task management. I would say that's really my thing that people kind of know me for. Yeah, and that's how I make a living these days by teaching people how to manage their tasks better and sort of things around that. No, that's amazing because when people ask me how I got into productivity, I just kind of stumbled into it. I had lost my job at a corporate America and I became an entrepreneur and I wanted to become a speaker didn't know what to talk about. And one day my coach said to me, well, why don't you talk about productivity? I'm like, I don't know where that came from. Why would you say that? Same thing. It's like, well, you're so productive. Why don't you teach the world? And so, you know, I had to get fired from my job. You got bored of your job or burned out. And it's fascinating how people find the careers. I'm really fascinating. So thank you for sharing that with us. So you're in the task management. Now, I'm going to be very interested to find out your approach to task management because let me ask you this question first. One of the problems I think people do right, yes, they did say problem and they say do right. Is that weird? Yeah, well, I'm a weird guy. So it's this role that Peter. So I always tell people capture the stuff out of your head. Okay, so they do that. They capture it and they put it on the to-do list. But it just sits there and they put more stuff on it and more stuff on it and they never triage it. They never do anything. So they're doing half of the, half of what we teach them to do, capturing the thoughts because you want to keep the stuff in your head. But then if you don't do anything with it, but just sits there and then gets more task piled on top of it, as I said, well, that becomes utter chaos. So how do you approach task management? That is such a familiar thing that I hear all the time from my students or people watching my YouTube videos or whatever. And it's discouraging, right? So people get the hang of exactly what you're saying. Let's, whatever I have an idea for something to do, I'll write it down. The problem is our brains are so good at coming up with ideas of things to do. So if all you're doing is writing everything down and you don't have some system to deal with that, you're just going to have a list that gets bigger and bigger. And for a lot of folks looking at a list that just is always growing, a to-do list that's always growing, it's very discouraging. And people abandon any sort of effort to deal with it. And before you know it, you're back to just sort of whatever people are emailing you about is what you're working on. Yeah, because then you become reactive instead of proactive. And you and I both teach productive and proactive have pro in the beginning. So if you want to be a pro at this, you've got to be proactive. And so walk us through some of the tips you deal with your students and your clients about, they come to you as they come to me. And they're like, OK, I'm lost. I don't know what I'm doing. I'm capturing everything. But now I got like 5,000 things on my list. Because I'm sure there's more than one person listens this episode today that they have a nice app. They have a nice bullet journal. And they're recording everything. But it just comes overwhelming. And as you said earlier, they just wind up quitting. So I kind of divided into three steps. The first one is what do you want to do? And why do you want to do it? So that's like the direction where you're going to go. The second one is, how are you going to do that? And the third one is when are you going to do that? Because a lot of people have some sense of what they want. But if all you're doing is like making a list of goals. And this is topical at the start of 2021. So a lot of people are like, new years as a resolution. So these are my goals for 2021. That's great. But if you don't then take the next step and ask yourself, how am I going to achieve these goals, then you're not going to move anywhere. And of course, after you know the how, then you've got to have some system for deciding when you're going to work on it. Because you cannot work on everything at once. So you're going to have to prioritize. Like you're saying, you get to triage. And you got to make a plan. So I like to lean on my task manager to do this, where this is how I teach people, you basically divide your life into a bunch of areas, money, relationships, fitness, right? And then in each area, what are the really actionable steps, super actionable steps that you want to do to reach your goals? And so those could be small tasks, you know, could be like, clean up the kitchen counter or something like that. Or those could be really big things, like, renovate your kitchen, right? And if it's a big thing, it's more like a project that has a bunch of steps. So I like to get really specific with people on what are the action steps? Because I find that once people know that, that solves most of the problems. Some people are still going to struggle with procrastination and stuff. But for a lot of people going from, what do I want to achieve to how am I going to achieve it? That's where the big breakthrough happens. Well, one word you said that I want to make sure people don't miss is the first step you said, what and why? A lot of people have an idea of what the what is. But why are you going to do that? And when people say, well, I want to do this. I'm like, why? And they just look at me. They're like, I'm supposed to. And no, you had to find out your why. Because I think you and I are in agreement on this. If you don't know your why, then I think you should not even worry about the how and the when. Because it may not be a strong enough why. And you made a determine, I don't need to do this task after all. Would you agree with that? I would totally agree with that. It's the why is a tricky bit. And especially in the space of productivity. By the way, where I see a lot of men, I don't see enough women talking about productivity, at least in my field. And I want to see more of that is often men. A lot of the times, also people that are more technically inclined or analytically minded. And so a lot of people talking about productivity, totally ignore emotions, totally ignore feelings. And a lot of the times, why we want to do things, relate to our emotions, relate to our feelings. So if you have a certain goal of wanting to make a certain amount of money, OK, that's great. We can put a number on that, whatever. We can come up with some action steps. But like you're saying, it's so powerful to understand the why. Why do you want this? Is it because it's some kind of validation for you? Or is it just because you're just challenging yourself? I mean, you're bored and you need a challenge, right? So thinking about the why, and especially what is the emotion behind it, what's the feeling that I'm trying to create? Do I want to feel proud of myself, right? Or do I just need a bit more of an edge to my days, right? To not have every day be the same. Understanding that helps you formulate your goals in a very precise manner will help with the how also. And it'll be motivating, just reminding yourself of the motivation for your goals really helps with actually taking the action versus putting things off and dealing with, like you're saying, whatever's coming at you, so be in reactive. Yeah. I always teach people that when you-- people talk about goals, especially at the start of a new year, I said, well, you've got to start with you why. I think the why feeds the goals, what feeds your plan. So what are you going to plan? Well, you should plan what is part of your goals, the need of moving activities that are going to move you towards your goals. What are your goals? Well, why do you want to achieve those goals? And so I think why goals and plans is very important. But I also think people don't stop enough to slow down. They're doing something because they saw it online or they saw their friends doing it or they're reading a book. And they don't stop and go, OK, I hear what that person's saying, but does that resonate with me? And I see so many people that are using this app and then, oh, this is the next shiny object. And then you do this. And then they-- oh, they're going to do this journal. They're going to do this. I'm like, slow down and think about what resonates with you. I mean, you probably are a reader. I see a lot of books behind you right now. You probably have the readers I am. But you don't agree with everything in every book you read unless you wrote the book. Is that a fair assessment? Of course, of course. And my philosophy is trial and error. And productivity is a field that really lends itself to sort of porting on your scientist's hat and saying, you know what? This makes a lot of sense. This sounds like a way that I can be more productive, more organized, get more done in less time or something. But then try it. And try it for a while, really commit to it. I always like to say, if you think of a new productivity technique, you've got to try it at least two or three weeks. Give it a real fair shot. If it doesn't work for you, it doesn't work for you. That could be all kinds of reasons why. Some people's calendars are so full. Their problem is they cannot find time on their calendar to do things. Other people, they have nothing on their calendar. They just procrastinate all the time. So for those two different people, they need different solutions to their problems. Completely agree with what you're saying. And yeah, I think trial and error is the way to find out what works for you. It's just--
the run experiments. Hey there it's Mark and I will coach you for less than two dollars a day plus give you access to a group coaching call every single month. For more information visit MrProductivity.com. Yes I always tell people when we get into the planning. I always tell them to allow your calendar to breathe. In other words don't have a event from 9 to 9 to 10 10 10 30 10 30 11. Allow your time to breathe. Why? Well that call is going to run over. You're in and that's going to go out. Things are going to happen and I think if you look at a bridge if you ever gone over a real big bridge it has these things that look like a zipper throughout the bridge and so it gets cold and it gets warm the bridge contracts and dilates. If it didn't have it the bridge would collapse and fall down. We need to take that same concept and put in our schedule. We need to allow our set self time to breathe. So let's say you have a task and you say you know what it's going to take me 75 minutes to do this task. Well then I would put 90 minutes on your schedule because now you get 15 minute breathing room. Do you agree with that? I would for people whose week is really calendar driven. So that's something that I totally agree they're people who weigh over plan and that also is demotivating. If you're constantly going to feel like you're behind and but I also see people who they could be very creative when the motivation strikes but a lot of the time they're dealing with procrastination. So that's not necessarily their problem. So I think that is absolutely true for you know I'll get people that are sort of like executive you know like joining my courses and they've got a thousand things going on. They're the ones with the most tasks and their task manager and the most project set up and stuff right. For those people it's like yeah just exactly what you're saying. Down, add space, ask yourself why is this on my calendar? It does need to be on my calendar. So great solution. Although I wouldn't want you know every single person to think about it that way because it's again it's like a solution to a unique problem. That's fair. I I I grew that. I thought that popped into my head when you were talking there is Bill Gates has his day scheduled and seven minute increments. This would drive me utterly crazy. I cannot imagine switching tasks every seven minutes. Does that does the thought of that cause you overwhelm because it certainly does me. So I would not be able to deal with that at all. I'm actually not a super calendar driven person. I like to work on where my energy is at the moment. That works most of the time. It doesn't work always. For example right now I'm running a live program for some people and you've got deliverables. You've got to show up at the right time. So there are calendar events that are things that need to happen. But as much as possible I like to think if I'm feeling super tired right now maybe I did sleep well and whatever. Maybe it's not a hard thinking day. Maybe it's a day for like running through a bunch of little errands or something like that and then I'll make sure that I get a better night sleep tonight and then I wake up tomorrow on fresh and first thing I do is start working on a really hard task. Yeah and one of the people that I'm currently working with is actually a former professional football player and it's very interesting because he said that when he was playing in the National Football League he had that same thing where his day was scheduled down to the minute for him. So someone else is like okay show up at 10 work out until 11 then from 11 to 11 15 you drink a shake and then after that you have like 10 minutes to shower and stuff and that actually helped him get a ton done. But now that he doesn't have that structure anymore because he's out of the league. He's having to do those things for himself. So someone like Bill Gates probably also has people making his schedule for him. So if you've got a whole team of people around you that can schedule your day down to that maybe that works but for mere mortals like you and me that is probably just going to be super stress inducing because you got to build gates is not doing a lot of admin tasks right he's got people to do those things for him. So it's just a very different situation. Exactly. One of the things I plan my whole week I take the page from Stephen Covey's 7th have the highlight of the people and my plan my entire week on Sundays. But here's the thing you said something very keen I want to make sure to listen doesn't miss it that if I get to a point where I'm like you know what I've got scuds right now like state content creation and I'm not feeling it. Well then I'm like okay well I'm going to change some things around now I won't change podcast and have used around I won't change coaching clients around but for most of the stuff on my calendar that's not does not require my immediate attention like the examples I just mentioned then I'll say okay I'm not feeling it I'm going to go for a walk right now and so I think you brought up a good point because I think you should plan your day because I think my biggest fear is a lot of people listening to this conversation if they see large chunks of whites based on their calendar they may go surf social media for a little bit and three hours goes by and so I'm like okay well if you want to read a lot then put reading on your schedule and the block comes up and you don't feel like reading well it's okay you can move it around or delete it but at least you go through the emotions of saying I'm going to set an intention of reading like I try to read for two one hour chunks during the day because I found out a lot of highly successful people read a lot and so I want to be highly successful so I read a lot but to your point if I'm not feeling it I don't sit there and go well it's on my schedule I'm going to read no matter what because that's kind of silly. Yeah I love what you're saying about the intentionality of it right so it's great to have that intention and it also what you're describing is essentially like making a complete calendar right you're planning your whole week or at least maybe a folks will plan only their working hours of the week it forces you to ask why like why is this on my calendar why am I reserving a time for this but so I think for many people asking that question also how am I feeling right now could really add a lot of value again they're going to be people for whom you know maybe they make excuses too often so this is a bit of self awareness that people need to have as well so I know for myself that I push myself hard enough so if I'm not feeling it I can definitely take an afternoon off that's fine I can go for a walk I like to do that as well so I'm glad you brought that up but you know maybe someone else has a different problem where they like for them it really helps to like totally plan their calendar ahead so I think asking the why and also having the self awareness to know am I procrastinating right now or do I truly need a break is really really keep because there's kind of a fine line between those things that makes all the difference you know that's a very good point is there's a lot of hidden procrastination we deal with let's say like I'm a big bullet journal or okay so let's say I'm teaching someone how to be a bullet journal or they go okay I'm going to go look on Amazon and I'm going to spend hours looking for a bullet journal I'm going to find the right pen that's procrastination because you can use any notebook you can use any pen but when you go look for the perfect journal or you want to find the perfect case for your phone or you want to find the perfect wallpaper that's procrastination I mean you have to do some research but you said it very well very fine line between doing the research and now you're procrastinating you agree with that yes so the way that shows up from my students my task management students is reorganizing their task manager that's the equivalent of picking the nice and so I this happens so often so now it's got to the point where my courses of telling people okay you're going to have most likely the urge to rearrange this 12 times don't do it don't do it just run with this for a while evaluated for a few weeks that is it's very destructive to constantly be working on those small things I remember working with a coach a few years ago and at the time I was doing what she referred to as wantrippinuring which is very fun that's when you want to be an entrepreneur but you're not doing anything about it so I was consuming a lot of content online about you know reading how to build the perfect sales page without having a product to sell right or optimizing the typography on my website which nobody was visiting not that I have anything I love typography this is sort of a side hobby of mine now you know but it makes more sense to work on those things now that I have actual things to sell to people right so my priorities are wrong but my coach was very good about saying okay are you maybe just procrastinating by consuming information and that's exactly what you were just thinking what you were just saying it reminded me of that because switching out the pens or finding the perfect bullet journal or whatever I mean if you've already been successfully bullet journaling for three years yeah sure find yourself a nicer one that's totally fine yeah and yeah that's just so common well taughty raven says that when you make a decision the first thing you should do is do something some action no matter how small this it could fortify the decision you had you go I'm gonna start bullet journaling I'm gonna start using this app but then you just go watch the football game or you go watch TV well then you haven't cemented that decision what I think is really interesting when you mention about the topography in the color I had one person oh about three years ago say you know what the color scheme on your website is kind of it's not it's not pleasing to the eye and I remember saying to them this is like three years ago again and I said but no one's coming to my website so it could be like the most boring colors in the world you know to your point if I could spend time making my website look well pretty or it could spend time putting content on it it's gonna draw traffic and then I can change the color of the website and the font and stuff like that but a lot of people use it as busy work well you can be productively busy but just because your busy doesn't mean you're productive and it took me a long time to understand that but I want to talk to you about apps because you sound like your cast manager your your your cast manager guy you like apps I've heard so many people they say that you know I'll confess mark here's my problem that I have all these things on my to-do list for today.
And it's really easy to go check check check check check check move to tomorrow and then move to next day and Move the next day and I just sit there could we do Google meet calls so I can see him like and the purpose of that is what and They go well. I want to clean in box But it's kind of like if you have a really bad inbox on your email and you hit select all the leaders select all an archive You haven't changed the behavior. You just like clean the inbox So you haven't changed the behavior so talk to us about those people who just think it's okay to keep moving these From day to day to day to day and they're not taking in the action. It obviously is a form of procrastination One of the benefits of being a subscriber to my email newsletter is you get access to free Weekly training from me to sign up for my email newsletter just go to mr. Productivity dot com. It is it is and It's a problem that I see frequently People like to say these are the 14 tasks that I'm going to work on today. They'll complete six and the other eight roll over to tomorrow But they already planned some tasks for tomorrow. So there's not like whatever I left eight or something tomorrow No, there's gonna be like 25 tomorrow, you know, and so this problem just keeps getting worse and worse And reality does not match expectations sometimes. That's totally fine. That's just a thing That's what you were saying with adding space breathing space in your calendar. It's the same thing If you notice yourself consistently Selecting more tasks to work on today right putting them on today in your task managing you don't get to it Then maybe you need to skill back a little bit This is why I really like task managers which let which have a dedicated view to seeing what is everything that makes sense to work on right now One view where you can be like these are all the things I could be doing right now So all I teach people is every morning or if you want to do the night before whatever if you want to plan weekly Whatever regularly look at your list of things you could work on select some things to work on schedule those for certain days And then work through the list at the end of the day if you haven't finished all your tasks Just remove them from the today list and start again tomorrow morning look at what are all the things that make sense to work on so I used to do this myself for like three months. I'd have one task coming up in today every and it's like at some point You got to be honest with yourself. I mean, there's a reason this is not happening What is this reason why my progress then it could be all sorts of things? Maybe it's not a well-defined task maybe it's just not your task It's something that someone else wants you to do, but you don't really want to be all kinds of reasons, but by re By completely clearing it out at the end of the day So not checking everything off with just clearing that list and doing the planning process from scratch forces you to be more Conscious about your plan. Yeah It's kind of like the person who has on their to-do list that I have to reply to an email and They move a Monday to Tuesday the Thursday to next Monday the next Wednesday Okay, at some point you don't it's pointless to reply to the email That's one of the reasons why I actually I still use things three a little bit But I kind of like put my task in the bullet journal because what I find for me never want to slows me down But number two am I gonna really write this same task over and over again for 40 50 60 70 days in a row? No, at some point I'm like am I ever gonna do this? I mean it may be important But it was in like three four days. I haven't done it. I do exec what you say I'm like am I really ever gonna do this how important is it? But I that's one of the benefits of like about the bullet journal with like things three you can just go tomorrow tomorrow tomorrow tomorrow tomorrow And you're not really constantly doing it because at some point it becomes autopilot you select all move to tomorrow And then of course 25 from today get out of the 25 tomorrow. I'm like you have 50 then you have 75 and it becomes overwhelming because then you're like I'm not gonna get any of this stuff because you're not doing what you say you're not prioritized You're not saying okay, what can I really get done today and everything else maybe put it in someday or another day But I think people are not being realistic when they built their to-do list or task list. They're just saying well Maybe I'll get to it and I want you to address that but I also want to talk about how I plan I tell people That let's say you're gonna work eight hours tomorrow Okay, and you already have four hours on your schedule so eight minus four will keep the math will simple for the show is four hours So you got to fill those four hours and that's where I go to my task list. Okay, what can I do that's on my Task list that's it priority that can fit in the four hours with a lot of people do is they don't Look at the calendar and a task list today or together. They just like well I guess I'll do these few things. I'll do these two minute things Well, are those the important things or is maybe working you know writing a thousand words for your book important? And that's why I think you need a system That is all together now you cannot if you're someone who's totally new to any form of task management You cannot build the system overnight. It's just not gonna work. So it takes time but Your task manager to be effective has to actually have a list of the tasks and projects that matter to you Has to have to be related to your goal. So that's why I start with people again. It's like the what and the why so You've got to know what you want why you want it You've got that have to that represented whether it's in your bullet journal and your task manager doesn't matter somewhere As actionable steps and then you've got to consciously plan those actionable steps like you're saying with your calendar in hand Because on some days like I know you know this afternoon I'm recording a podcast with you Okay, that means I'm not gonna get as much other work done this afternoon as I otherwise would so it's got to be realistic So it goes hand in hand that way task list and calendars But yeah, it all starts with having a List of things that accurately reflect what it actually is that you want to accomplish if that's not the case your whole system Is doesn't work will collapse Yeah, then you get what you're saying let me just randomly do some tasks just so that I felt productive I check five things off right Exactly you can't you can't do three hours with the work in a half an hour and I had a client a number of years ago and she did a lot of writing and And I'm like I finally got her to point a planning But then she goes it's not working. I'm like what's not working? She goes well, I don't have enough time And I'm like how long does it take you to write she goes all three hours? How long did you allocate for an hour? I think we found the problem you can't do three hours of writing an hour And so once she started allocating like three one hour blocks you're reek it worked But you gotta know how long something's gonna take you yet know your priority so spot on well Peter we talked a lot today before we wrap up the show I always like to do this thing called Mike swap where I allow you to be the host of the March to Chowsky podcast You do not have the same my last name So I want I want to relieve that stress from you right now. Thank you. You can say mark So you can ask you one or two questions that doesn't have to be about productivity Just don't ask me for my social security number credit card numbers So I hand the microphone to you sir Great mark. I have an interesting question for you in productivity We talk a lot about outcomes about objective things so people like did you achieve your goal? Yes or no how many of this thing did you did this year? How many tasks that you check off today? Um, so those are very objective and little hard numbers Um, but I want to ask you how productive do you feel? Everyday On average, okay Now if you would ask me this five months ago, I would say an escape one to ten about a four or five Because when you're not topreneur, especially a solopreneur work control freaks And my wife was furloughed she worked in travel industry so she was furloughed last March and Here's a here's a perfectly capable woman very intelligent college educated and I was doing everything with my podcasts Everything with my videos every I was doing everything and I was under a lot of stress and I was doing a lot of busy work I wasn't being productive So now I brought her on to my team about two three months ago and she does all the stuff on behind the scenes So I can focus in my zone of genius if you want to use that so now I would say I'm really productive because when I create my plan It's really like what needs to get done today. What do I need to be focused on and most importantly what can I do? Because my wife Michelle she'll do the podcast, you know processing what I'm done That's not what I should be doing what I should be doing is a great interview with you I should be creating other content. I should not be doing the stuff on the profile. So right now I say I'm pretty dog on productive every day I love that. Thank you more You have another question for me sir How many hours do you schedule per day because you said you're a big fan of scheduling things So would you say that you schedule a normal work week nine to five or do you say you know what if I can really do stuff for four hours a day That's enough Well on my calendar my work hours are nine to four Monday through Thursday and one to four on Fridays And I stick to that because I really believe you need to work hard But you also need to enjoy life you need to spend time with your wife and your kids and go do things like I'm on daily runner and stuff like that So you need to it's okay to watch television I know it's hard for people to hear a productivity guy to say that but it's okay to watch television as long as you did work there in today I mean if you just watch tv for 14 15 hours a day you got a problem and don't tell me you're watching documentaries on Netflix because You're learning stuff you got to take that knowledge and go learn it and so I I believe we still have office hours and so many of us because of COVID we're working from home and we don't have office hours The the family time blends and work time. I think you need to have work hours And you need to have family time and you need to have time for personal development where you go read a book or take a course or watch a webinar You need to do this stuff and so yeah, I do schedule certain hours like nine to four and I do take a full hour for lunch And I will take an hour for lunch and I will sometimes read sometimes I watch a video on YouTube I do if if if I if you tell me look
Listen, if you don't work 95, 100 dollars a week, you can't ever be a multi-multi-millionaire. I'm okay with that because you know what, Peter? I'm happy. I'm happy right now. - That's the most important thing. - Yeah, and a lot of people I know, I know personally, not just on social media, I know personally, are multi-millionaires and they're not happy 'cause they're working all the time. I'm like, they can't go to the ball game. They can't watch TV. They can't have fun with their family 'cause they're always working. I'm like, are you happy? No, I'm not happy. Well, you own the company, so you can do whatever you want, but I'm working on it slowly. So thank you for those two questions, very, very awesome questions. So the last question I have for you is where can we go to find out more about you and what you do? - Sure, super easy. PeterUkis.net is my website. That's my landing base. So we talked a bit about task management today. So if people are kind of curious what my philosophy on task management is, they can just go to PeterUkis.net, sign up to my email list. I send weekly emails or more importantly, I'll send them a few emails, just introducing my philosophy on task management, sending them some 10, 15 minute videos that they can watch, which I really try to keep those as short as possible to teach people the basics. (laughs) So that's a great end-of-the-point into my philosophy. - I love that. And I'm fascinated by the number of productivity people have on the show. And no one has ever come on the show and being exactly agree with me on everything I say. Which is cool because we all have our different ways of things and listen, you need to figure out what works for you. So Peter gave you his thoughts, I gave you my thoughts, and then you say I'll take a little Peter stuff, and I'll make my own thing because when you own it, you'll use it. So Peter, thank you so much for being on the show today. Awesome to have you on. - Thank you very much. (bell ringing) Hey, hey, hey, hey, hey, don't leave this episode yet. I have a very important announcement for you. I want you to go to MrProtectivity.com right now, and get the top five productivity tips for entrepreneurs. Absolutely for free. It's my gift to you. And while you're at MrProtectivity.com, I want you to click on the tab that talks about my digital productivity coaching program. I call it DPC. This program is incredible, and I'm super excited about it, because one, via dedicated app, you get daily, yes, daily coaching and accountability prompts from me, and the ability to ask me questions, short questions in the app. You get a live group coaching call, every single, well, month with me. Third, you get access to a DPC member's only community online, and it's not a Facebook group. And fourth, you get replaced of all the group coaching calls and my Saturday morning trainings. Now, my Saturday morning trainings are free, but there's no replay, but DPC members get access to the training, to the replays, part of their membership. Now, what's this cost to you? You may think thousands of dollars? No, it's $49 a month, that's less than $2 a day. So check out the digital productivity coaching program and grab the top five productivity tips for entrepreneurs at my website, MrProtectivity.com.
Podcast Summary
Key Points:
Peter Kees is a productivity teacher who burned out from consulting and now focuses on task management.
Many people capture tasks but fail to triage them, leading to overwhelming to-do lists and reactive behavior.
Effective task management involves three steps
Understanding the emotional "why" behind goals is crucial for motivation and avoiding procrastination.
Trial and error is key to finding productivity methods that work for individual needs, such as calendar breathing room or energy-based scheduling.
Hidden procrastination, like reorganizing tools excessively, can undermine progress; self-awareness helps distinguish between needed breaks and avoidance.
Summary:
In this podcast episode, host Mark Stuchesky interviews productivity expert Peter Kees, who shares his journey from burnout as a litigation consultant to becoming a task management teacher. They discuss the common problem of capturing tasks without processing them, which leads to ever-growing to-do lists and reactive work. Kees emphasizes a three-step approach: first, clarify what you want to achieve and why, focusing on the emotional drivers behind goals; second, break goals into actionable steps; third, prioritize and schedule those steps.
He notes that understanding the "why" is essential, as it fuels motivation and helps filter unnecessary tasks. The conversation also covers calendar management, with both agreeing on the need for breathing room in schedules to avoid overwhelm, though Kees cautions that this solution suits calendar-driven individuals, not those prone to procrastination. They highlight the value of trial and error in adopting productivity techniques and the danger of hidden procrastination, such as constantly reorganizing tools.
Ultimately, they stress self-awareness to distinguish between genuine need for breaks and avoidance behaviors, advocating for intentional planning aligned with personal energy and priorities.
FAQs
Peter Kees is a productivity teacher and task management expert. He started his career as a litigation consultant, burned out, and then began blogging about productivity, eventually creating online courses to teach people how to manage their tasks better.
A common problem is that people capture tasks and put them on a to-do list, but they never triage or act on them. The list keeps growing, which becomes discouraging, and they often abandon their system and become reactive instead of proactive.
The three steps are: 1) Determine what you want to do and why, 2) Figure out how you will do it, and 3) Decide when you will do it. This involves understanding your goals, breaking them into actionable steps, and prioritizing your time.
Understanding the 'why' is crucial because it provides motivation and emotional context. It helps you formulate precise goals and reminds you of the purpose behind your actions, which can prevent procrastination and keep you proactive.
You should try new productivity techniques with a trial-and-error mindset. Commit to trying a technique for at least two to three weeks to give it a fair shot, then evaluate if it works for your unique situation, such as your schedule and procrastination tendencies.
Allowing your calendar to breathe means scheduling buffer time between tasks, like adding 15 extra minutes to a 75-minute task. This prevents feeling behind when tasks run over and reduces stress, especially for those with calendar-driven weeks.
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