%20copy.png)
System Simplicity - Less Is More
In early 2023, I got up one day, looked at my phone… and realized I created a monster.
As I scrolled through my notifications, I had texts, email notifications, missed calls, Slack messages, a Google Hangouts invite, Zoom meeting reminders, Calendar alerts, messages on WhatsApp AND Telegram.
I remember thinking to myself, “WTF am I allowing to happen here?”
Everyone has felt this in some way… overwhelmed with communication channels, tools, apps, routines, diets… if you don’t intentionally structure it, it will get you.
40 years ago, people lived well and built great businesses with just calls on landlines, the mail, and getting together in person.
Somehow, we've convinced ourselves that more connectivity equals more productivity.
So I took a serious look at all the tools and routines I’d put, or allowed, into my life.
It hit me. I wasn't using tools; the tools were using me.
The digital clutter was stealing my productivity and focus from what actually mattered. Each new tool, app, system promised to solve a problem, but collectively, they had become the problem.
When people ask how I manage to run multiple businesses while staying healthy and being present for my family, they're often disappointed by my answer: I've ruthlessly eliminated almost everything I can.
The secret isn't adding more—it's subtracting until only the effective essentials remain.
This week, I'm giving you a behind-the-scenes look at exactly what made the cut and why.
These are the tools, systems, and schedules that survived my ruthless optimization process and now form the backbone of my productive life.
Let's dive in.
Work: Focus Through Simplicity
First and foremost… I turned off notifications on my phone.
It was hard to do. What if I miss something? But it was the “cut the cord” moment that made everything else possible.
I’ve since added back only real-time notifications for calls and texts from my contacts, and scheduled notifications for a select group of apps.
My most productive days aren't the result of superhuman discipline. They're the product of thoughtful structures that eliminate decision fatigue and channel my energy where it matters most.
Here's the framework I've developed:
The Core Toolkit
- Communication: I call and text. Other primary channels (email, slack etc) get checked twice a day. All the other comms (Telegram, WhatsApp, LinkedIn, Instagram etc) get checked 2-3 times a week. This has trained people that if they want to reach me it's calls or text, and dramatically cut down the volume on the other channels.
- Apple Notes: My digital thinking space. I use it for simple task lists, meeting notes, and ideas (I heavily utilize folders). Why it works: It syncs across all devices and is super simple. (Eliminated: Notion, Evernote, Asana)
- Physical Notebook/Planner (I like the planner from productivitystore.co): I was digital only for years, but I’ve found it incredibly powerful to physically write out brainstorming, project breakdowns, day planning, and must-do tasks. Sometimes it’s too easy to create extensive task lists digitally, and I’ve found a physical planner helps me keep a much more realistic and focused structure.
- Claude & ChatGPT: My AI companions with distinct roles. Claude helps with creative and brand writing, while ChatGPT has replaced Google for most of my search needs, research, and brainstorming. I forced myself for 2 weeks to use ChatGPT instead of Google every time I needed to look something up, and I’ll never go back. Once you understand prompting, it’s like unlocking a superhuman 2nd brain.
- GSuite: For collaborative work and data analysis. GSuite handles the heavy lifting of teamwork and metrics tracking without complicated setups. It took me a long time, but I’ve gotten rid of Microsoft Office (with the exception of Excel).
Day-Theming
The biggest game-changer in my work life wasn't a fancy app—it was restructuring how I approach each week. Each day now has a theme:
- Monday: Creative Work, Growth & Marketing
- Tuesday: Strategy & Planning
- Wednesday: Operations & Product
- Thursday: Learn / Exploration
- Friday: Team Syncs, Reviews
This has eliminated constant context-switching that hindered productivity.
When Monday is always for creative work, my brain knows exactly what mode to be in. I'm not wasting energy deciding what to focus on.
Thursdays are reserved as a “free day.”
No meetings or must-do tasks on the schedule. I use the day to deep-dive on a topic or concept.
I’ve found that this open learning day has led to the best breakthroughs and made me more effective on the other days.
Key insight: The real power came from creating a system where my tools and schedule work together. These used to be separate things. Tools would send hundreds of notifications a day, while my schedule got booked up with context-switching meetings. Today, they work in alignment.
Health: Consistency Through Planning
Health has always been important to me. Taking care of your body is just as crucial as developing your mind—a way of life I'm passionate about instilling in my kids.
But sometimes that’s easier said than done.
What’s most important is to find health habits that bring you ENERGY.
For me, that’s strength training, boxing, eating and sleeping well.
The Foundation
- Factor Meals: Pre-made, high-protein meals delivered weekly. This eliminated the daily "what's for lunch?" decision that often led to eating or ordering food that took my energy away. Food is fuel for your body and brain, and I use food for energy (instead of Redbull, 5-hour energy shots etc).
- Zenfit with Coach Michael Roach: I subscribe to a coach who designs my weekly workout program and holds me accountable. It’s been transformative. I never used a personal trainer before, but Coach Michael’s routines have built more strength while simplifying workouts. (Each workout is 40 min, and I get far greater results than when I did 90-minute gym sessions).
- Transparent Labs Supplements: A simple, science-backed supplement stack without unnecessary additives. I take the same few supplements daily without overthinking it. I’ve tried tons over the years, these are my favorite.
- Reframe App: For mindful drinking habits and better sleep quality. I love wine and tequila, but this simple mindset app helped me become more conscious about alcohol consumption without an all-or-nothing approach.
- Eight Sleep: I used to be a night owl… until we had our third kid, and I realized just how bad my sleep deprivation was. Getting an Eight Sleep helped make me more conscious about sleep, and I’ve since developed a great sleep habit. I thought it was a ridiculous purchase, but I absolutely love it. Also, I can only sleep when it's cold… and my wife is the opposite. Eight Sleep solves that.
Putting Health on the Calendar
My workout priority is morning (5:30-6:30 AM), but I have a non-negotiable backup: if morning doesn't happen, I train after the family goes to bed. No exceptions.
This "primary/backup" approach removes the possibility of failure. There's always a plan B, which means consistency becomes automatic.
Key insight: Health systems work best when they’re scheduled and easy to say yes to. Outsource the planning and decision-making wherever possible so you can just focus on the output.
Personal Life: Presence Through Boundaries
The most meaningful area of life is often the most neglected. I completely changed my personal life by implementing strict boundaries and simple routines.
The Core Components
- Sleep Schedule (9:30 PM - 5:00 AM): Non-negotiable. This consistent pattern has improved my energy, mood, and cognitive performance more than any productivity hack ever could.
- Family Block (5:00 PM - 8:00 PM): This sacred time is protected for family only—play, homework, dinner, family reading, and bedtime routines. Phones stay in another room during this block.
- Weekends & Sunday Evening: Weekends are for family time, except Sunday night after the kids go down I take an hour to map out the week ahead, reprioritize tasks, and reflect on the past week.
The Relationship Strategy
Quality time isn't about duration; it's about presence. By creating clear boundaries around work and family time, I'm able to be fully present in both domains rather than partially present in either.
This means when I'm with my family, I'm truly with them—not mentally rehearsing tomorrow's presentation or checking email.
Key insight: Personal systems aren't about optimization as much as protection. They're guardrails ensuring that what matters most doesn't get consumed by other things.
Putting It All Together: An Integrated Life
These systems don't operate in isolation. They form an integrated approach to living with intention rather than by default.
Here's how they work together:
- Morning routine (5:00 AM - 6:30 AM): Exercise, planning, and high-value work before the world wakes up
- Family morning (6:30 AM - 8:00 AM): Making breakfast (for 6), getting kids ready, school dropoff.
- Deep work blocks (8:30 AM - 12:30 PM): Themed by day to maintain deep focus
- Calls & meetings (1:00 PM - 3:00 PM): Combination of team & scheduled
- Open work (3:00 PM - 4:45 PM): Open work block to finish tasks
- Family time (5:00 PM - 8:00 PM): Play with kids, homework, dinner, family reading, kids bedtime
- Evening wind-down (8:00 PM - 9:30 PM): Relax, reading, preparation for tomorrow
- Sleep (9:30 PM - 5:00 AM): The foundation that makes everything else possible
What used to be an endless list of tools, apps, systems, notifications and a cluttered schedule… is now 5 work tools, 5 health tools and it all works TOGETHER.
This Week's Challenge:
Ready to optimize your own life? Start with this simple audit:
- Tool Inventory: List every app, service, and system you currently use or that interrupts you. Be honest—include everything.
- Value Assessment: For each tool, ask: “If this was deleted, would I be fine? Does this give me energy, yes or no?”
- Gap Analysis: In which life area (work, health, personal) do you feel the most friction? This is where to focus your initial audit.
The goal isn't perfection—it's living better. You don't need more tools; you need the right tools, working harmoniously with your life.
Final Thought
The most powerful systems aren't the most complex—they're the most consistent. They work because you actually use them, day after day.
Start small. Choose one area to optimize this week. Remember that systems should serve you, not the other way around.
Subscribe to
Get one powerful growth playbook, every Saturday morning.
Related Articles
One powerful growth playbook, delivered every Saturday morning
