Why Most Productivity Advice Misses the Point
I've been building businesses for more than two decades — from founding RedBalloon with $25,000 in 2001 to co-founding Big Red Group in 2017. Along the way, I've tested every productivity system imaginable. Some changed how I work. Most were rubbish.
The truth is, productivity isn't about doing more. It's about doing what matters. After years of trial and error — running companies, sitting on boards, appearing on Shark Tank, raising a family — I've distilled the habits that genuinely move the needle into ten practical hacks.
These aren't abstract theories. They're practices I use every day. And they work whether you're leading a team of 200 or working solo from your kitchen table.
1. Start Every Morning with Your Top Three Priorities
Before you open your inbox, before you check LinkedIn, write down the three things that absolutely must get done today. Not five. Not ten. Three.
I've done this for years. Some mornings I write them the night before, so I wake up with clarity. When you commit your priorities to paper, they stop being vague intentions and become commitments. If it's not written down, it's just a wish.
2. Remember: More Than Three Priorities Means No Priorities
Jim Collins said it best — and after building businesses for over 25 years, I can tell you he's right. When everything is urgent, nothing is. The discipline isn't in adding tasks — it's in cutting them. Every time I've tried to chase five goals at once, I've achieved none of them properly.
As a leader, your job is to choose what matters most — and give yourself permission to let the rest wait.
3. Time-Block Your Day
Divide your day into blocks and assign one task to each. I schedule my deep thinking in the morning when my energy is highest. Meetings get clustered in the afternoon. Email gets a defined window — not an open tap.
This isn't about rigidity. It's about intentionality. When you assign a purpose to every hour, you stop reacting and start leading your day.
4. Apply the Two-Minute Rule
If a task takes less than two minutes, do it now. Reply to that email. Sign that document. Make that introduction. Small undone tasks accumulate like interest — they compound into stress and mental clutter.
I learned this the hard way at RedBalloon. The little things you postpone today become the bottleneck tomorrow.
5. Protect Your Deep Work Hours
Four hours of genuine, focused work produce more than eight hours of distracted effort. This isn't just a nice idea — it's something I've observed in every high-performing team I've led or invested in through Shark Tank.
Deep work requires boundaries. Close the browser tabs. Put your phone in another room. Tell your team you're unavailable for a set window. The world won't collapse. In fact, the quality of your decisions will improve dramatically.
6. If It's Not in Your Calendar, It Probably Won't Happen
This applies to everything — not just meetings. Thinking time. Exercise. A proper lunch break. If you value it, schedule it. I block time for strategic thinking the same way I block time for board meetings. Because if I don't, someone else's priorities will fill that space.
Your calendar is a reflection of your values. Take a look at yours this week and ask: does it reflect what actually matters to me?
7. Keep a Not-To-Do List
This is one of the most powerful habits I've adopted. We all know what we should be doing — but how often do we name the things we should stop doing?
My not-to-do list includes things like: checking email before 9 am, saying yes to every speaking request without checking my energy levels, and attempting to solve problems that belong to someone else on my team. Write yours. Pin it where you can see it. It's liberating.
8. If You Don't Plan Your Time, Someone Else Will
Your diary fills up fast when you're not intentional about it. I've seen too many founders and leaders spend their weeks in back-to-back meetings — busy, exhausted, and no closer to their goals.
Take ownership of your schedule. Block your priorities first. Then let the rest fill in around them. This is what intentional leadership looks like in practice.
9. Rest That Increases Your Output Is Productive
There's a persistent myth in business that rest is the opposite of work. It's not. Rest is what makes sustained, high-quality work possible.
I'm a great believer in taking walks, reading widely, and protecting my weekends. Not because I'm lazy — because I've learnt that the best ideas don't come when I'm running on empty. If stepping away from your desk leads to better thinking when you return, that rest was productive. Full stop.
10. Productivity Is About Making Time for What Matters Most
This is the one that ties everything together. I didn't build RedBalloon and Big Red Group just to be busy. I built them to create something meaningful — experiences that bring people joy, a team I'm proud of, a life I genuinely love.
"If it is to be, it is up to me." That's been my mantra for decades. But it doesn't mean doing everything. It means choosing wisely, acting deliberately, and making space for what truly matters.
That's the ultimate productivity hack.
Putting It into Practice
You don't need to adopt all ten at once. Pick two or three that resonate and commit to them for a fortnight. Track what changes. I'd suggest starting with your morning priorities list and your not-to-do list — those two alone can transform how your week feels.
Productivity isn't about perfection or relentless hustle. It's about clarity, intentionality, and the courage to say no to the things that don't serve your goals.
I'd love to hear which of these hacks works best for you. Drop me a comment — I read them all.
Frequently Asked Questions
What is the most effective productivity hack for busy entrepreneurs?
Start each morning by writing down your top three priorities. This simple habit creates focus and prevents your day from being hijacked by other people's agendas. It's the single most effective practice I use daily after over two decades of building businesses.
How can I stay focused during deep work sessions?
Block dedicated time in your calendar, close unnecessary browser tabs, silence your phone, and let your team know you're unavailable. Even two hours of uninterrupted deep work can produce more meaningful output than a full day of fragmented attention.
What is a Not-To-Do List and why does it matter?
A not-to-do list identifies your biggest productivity killers — habits, distractions, or commitments that drain your time without delivering results. By naming what you need to stop doing, you free up energy and attention for the work that actually moves you forward.
Is rest really part of being productive at work?
Absolutely. Rest restores cognitive function, sparks creativity, and prevents burnout. If stepping away from your desk for a walk leads to better ideas and higher output when you return, that rest was productive. Sustained performance requires recovery.
How many productivity hacks should I try to adopt at once?
Start with two or three. Trying to overhaul your entire routine at once rarely sticks. Pick the hacks that feel most relevant to your current challenges, practise them consistently for two weeks, and build from there.
