Productivity and time management are difficult at the best of times. But when your job directly affects people’s lives, it can be tricky to make time to get organised, so that we have control over our days, and our inbox isn’t overflowing.

What we need is to manage our attention and make space for what matters. In this episode, Rachel is joined by productivity expert Graham Allcott. Graham shares ways we can prioritise and delegate tasks, make dedicated time for deep work, and get on top of our todo list rather than feel crushed by it.

Cluttered inboxes and disorganised days can lead to more stress, which can impact your work as well as your coworkers’. So listen to this episode for actionable strategies that will help you start each day with more focus, and less overwhelm.

Listen to this episode to

• Improve your productivity without striving for perfection.
• Manage your attention and prioritise tasks, especially in high-stress jobs.
• Learn how to implement a weekly review to stay organised and in control.

Episode highlights

• [00:04:38] How to Stop Messing About on Your Phone
• [00:06:52] Managing attention for people in high-stress jobs
• [00:08:12] Introducing the second brain
• [00:08:54] Structuring your day
• [00:11:25] Making space for what matters
• [00:13:42] Weekly review
• [00:15:32] The second brain in more detail
• [00:18:20] What app should I download?
• [00:19:40] Inbox Zero
• [00:23:53] Good messaging hygiene for teams
• [00:26:02] How psychological safety can help when your team is stuck
• [00:27:59] Team dynamics around timings and deadlines
• [00:29:31] More email etiquette
• [00:31:44] CORD model
• [00:35:35] The end of your todo list
• [00:38:29] Graham's three tips

About the guest

Graham is the author of the best-selling book How to Be a Productivity Ninja, and the founder of Think Productive, a company that helps teams and individuals get a better handle on their time. Graham also hosts the Beyond Busy podcast and writes a newsletter to help busy people rev up for the week ahead.

LinkedIn | Website

Resources

• THRIVE Weekly Planner
• Think Differently About Your To-Do List – Episode 153
• How Safe Do You Feel at Work? – Episode 70 with Scott Chambers
• How to be a Productivity Ninja – Graham’s first book
• Inbox Zero – the original method by Merlin Mann
• The CORD productivity model
• Graham’s Rev Up for the Week email newsletter
• Beyond Busy – Graham’s podcast
• Download the episode’s workbook and CPD form. You can use them for reflection and to submit for your appraisal.

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Connect with Rachel

Have any questions? Contact Rachel through these platforms:

• LinkedIn: @Dr-Rachel-Morris
• Twitter: @DrRachelMorris
• Email: [email protected]

Find out more about our training

Mentioned in this episode:

FrogFest Virtual 2025

Join Rachel along with Graham Allcott and Dr Sarah Coope, on 7th May, 2025.

Work Well Live

Prevent burnout, boost retention and protect your own time and energy. Join us in London on the 21st May.