Productivity Gladiator

Digital Organization Mistakes That Kill Productivity - With Judith Guertin

What happens when two organizing experts get real about wrangling life’s digital chaos?

In this episode, Brian sits down with digital-organization veteran Judith Guertin, and the conversation quickly gets refreshingly honest. They share their recent experiences—Brian’s panic over scattered note-taking apps and Judith’s frustration with app clutter and forgotten downloads. Expect laughter, self-confessions, and real-world examples that hit home: Brian reveals he’s guilty of never clearing his downloads folder, while Judith confesses she’s hopped between platforms chasing the “next best thing.”

They dive into actionable strategies you can start using today—like sticking with one note-taking system, voice-dictating your thoughts, naming files with consistent conventions, and relying on proven backup methods (like the 3–2–1 strategy). You’ll also discover how AI tools like Gemini, Magi.ai, and Microsoft Loop are reshaping the way we organize digital lives—balancing excitement with critical thinking.

Whether you're weary of tool fatigue, lost in folders, or curious how AI can support (not sabotage) your productivity, this episode delivers clarity—and a few laughs along the way.

Want to go deeper? Check out the show notes and reference links below!

References In This Episode

Judith Guertin - Judith’s professional Linkedin Profile

Beyond the Estate Plan Guide – Judith’s book to organize vital personal and digital information.

All Ways Organized – Judith’s professional organizing & digital consulting firm.

AppSumo – referenced during discussion on "bright shiny object" syndrome and tool overload.

Mem.ai – example of an AI note-taking platform and risks of using emerging tools.

Google Gemini in Drive – Brian’s preferred tool for querying notes within Google Docs.

Microsoft Loop – discussed as a live, collaborative component across Microsoft apps.

Magai.co – Judith’s centralized AI tool for managing multiple chat systems.

Communication Protocol Episode – Brian’s prior episode on team communication strategies.

Brian’s TEDx Talk – “Reimagining the Actual Value of Your Time.”

Addiction To Social Media & Free Hacks To Fix It – tips aligned with our episode’s app overload and habit-reset themes.

Calculate The Specific '$/Hr' Value Of Your Time – linked to our discussion on tool cost vs. value of time.

How Many Hours Do You Spend On Social Media? – adds context to Brian’s point about time spent.

Subscribe to Brian’s email list

Chapters

00:00 Introduction to Digital Organization

02:12 Understanding Your Digital Life

05:01 Strategies for Effective Digital Organization

08:10 The Role of AI in Digital Organization

10:53 Common Mistakes in Digital Organization

13:56 Overcoming Bright Shiny Object Syndrome

16:28 The Importance of Writing Things Down

19:34 Navigating Fear of Missing Out

21:30 Choosing the Right Tools for Organization

24:31 Conclusion and Final Thoughts

28:20 The Importance of Integrated Tools

28:40 Avoiding App Overload and Subscription Mistakes

30:23 Evaluating the Value of Paid Tools

32:37 Mastering Content Management

34:46 Tackling Digital Clutter

35:44 AI's Impact on Productivity

43:17 Creating an Effective Digital Organization Plan

46:45 Establishing a Naming Convention

48:32 Documenting Important Information for the Future

Today’s Guest

Judith Guertin

Professional Organizer, Digital Estate Specialist, Productivity Consultant

Judith Guertin is a certified professional organizer, author, and speaker with over 25 years of experience helping individuals, families, and organizations bring order to their digital and physical worlds. Known for her calm, clear approach, Judith specializes in decluttering overwhelmed systems—whether that’s your inbox, cloud drives, or the vital documents your family may one day need.

Her book, Beyond the Estate Plan Guide, equips readers to capture and share essential information so nothing gets lost in life transitions. As the founder of All Ways Organized, Judith guides clients in creating sustainable strategies that keep their digital lives accessible, secure, and easy to maintain.

Judith blends deep expertise in productivity tools and estate preparedness with a practical, down-to-earth mindset. She believes that organized systems aren’t just about efficiency—they’re about peace of mind and leaving a legacy of clarity.

Connect with Judith:

LinkedIn: linkedin.com/in/judithguertin

Website: allwaysorganizedmass.com

What happens when a productivity expert and a focus coach talk honestly about the role social media plays in our lives?

In this episode, Brian sits down with Penny Zenker to have a real conversation about how platforms like Instagram, LinkedIn, and Facebook affect our attention, stress levels, and time. They don’t hold back. Penny admits she’s been thinking about walking away from it altogether. Brian shares his frustration with AI-generated content and the constant noise in his feed.

They explore how social media can be both helpful and harmful, and what it means to use it with intention. Penny shares her Reset Mindset framework and talks about how to refocus when life and technology pull you in every direction. They also get into the difference between attention and focus—and why that distinction really matters.

You’ll hear laughter, honest disagreement, and some ideas that might just change how you interact with your phone.

Want to go deeper? Check out the show notes and resources linked in the episode!

References In This Episode

Penny Zenker – pennyskeynote.com
(Main website for Penny’s keynotes, workshops, Reset Mindset framework, and booking info)

The Reset Mindset Book – Learn More
Penny’s award-winning book that shares practical strategies to help people reset, realign, and refocus in high-stress, high-distraction environments.

Penny Zenker’s Linkedin Profile: https://www.linkedin.com/in/pennyzenker

Brian’s TEDx Talk – “The Value of Your Time” – Watch on YouTube
Brian talks about time as our most precious resource, and why being intentional matters more than being busy.

Taja.ai – taja.ai
The AI tool that sparked this episode’s debate. It repurposes YouTube videos into social media content—helpful for productivity, but also raises questions about authenticity and noise.

Duolingo – duolingo.com
Mentioned as a smarter way to spend a few minutes on your phone compared to endless scrolling. A reminder that learning something new can be a great way to reset your habits.

Screen Time Tools –

Apple iOS Screen Time

Digital Wellbeing on Android
Check how much time you’re spending on social apps—and decide if that aligns with what matters to you.

Productivity Gladiator Blog Post - How Many Hours Do You Spend On Social Media?

Productivity Gladiator Blog Post - Addiction To Social Media: Fix It With Apps and Tech Hacks

Productivity Gladiator Blog Post - Addiction to Social Media & Free Hacks To Fix It

Subscribe to Brian’s email list

Chapters

00:00 Introduction to the Debate on Social Media

04:45 The Impact of Social Media on Productivity

07:31 AI's Influence on Social Media Perspectives

14:17 Personal Use of Social Media: Should You Quit?

25:17 Professional Use of Social Media: The Business Perspective

29:40 The Power of Focused Efforts

31:34 Building Meaningful Connections

36:29 Referrals and Customer Relationships

41:08 Assessing Social Media's Value

45:17 Recognizing Productivity Killers

47:22 Taking Action for Change

54:48 The Reset Mindset and Future Directions

Today’s Guest

Penny Zenker

Keynote Speaker, Focus Expert, Productivity Strategist

Penny Zenker is an international keynote speaker, bestselling author, and the creator of the Reset Mindset—a practical framework that helps people regain control of their time, energy, and attention. Known as The Focusologist, Penny teaches leaders and teams how to eliminate distractions, reduce stress, and stay aligned with what matters most.

With a background as a successful tech entrepreneur and strategic business coach, Penny blends big-picture thinking with tactical insight. Her talks and trainings challenge conventional ideas about productivity and help people shift from busy to intentional. Her TEDx talk, featured by Success Magazine, highlights the power of choice in driving performance.

Penny has been featured on major media outlets including NBC News, Forbes, and Inc. She works with global brands, fast-moving teams, and purpose-driven individuals who want to create more focus and less friction in their work and life.

Connect with Penny:LinkedIn: linkedin.com/in/pennyzenker

Website: pennyskeynote.com

In this eye-opening episode, Brian Nelson-Palmer sits down with Rachel Druckenmiller—keynote speaker, singer-songwriter, and founder of Unmuted—to expose a hidden productivity killer: the quiet, limiting beliefs that shape how we work.

Drawing on her own experience with burnout and recovery, Rachel shares how phrases like “I’m not the kind of person who…” silently sabotage high performers—and how reframing identity-based self-talk can shift everything.

Listeners will walk away with powerful mindset tools, including Rachel’s go-to reframe question—“What kind of person do I want to be?”—and a deeper understanding of how imposter syndrome, perfectionism, and internal narratives impact productivity.

Want to go deeper? Check out the show notes and resources linked in the episode!

References In This Episode

Rachel Druckenmiller – racheldruckenmiller.com
(Main website for speaking, coaching, music, and blog content)

Rachel’s Music on Spotify – Spotify Artist Profile
(Listen to original songs like Somebody and her upcoming jazz cover of “Somewhere Over the Rainbow”)

Brian’s 1st Album with his band Fellowcraft
The first song, The West Texas Blues, is his favorite.

Brian’s 2nd Album with Fellowcraft
The first song, Hold The Line, won the Wammie award for best rock song in 2018.
The fifth song, Bartenders & Bourbon, is an epic collaboration if you’re a blues fan!

Rachel Druckenmiller on LinkedIn – LinkedIn Profile

Rachel’s Social Media

Instagram: @UnmutedLife

Facebook: Unmuted with Rachel Druckenmiller

YouTube: Rachel Druckenmiller – Official Channel

Books and Concepts Referenced:

Atomic Habits by James Clear
(Referenced for how identity drives habits)

Immunity to Change by Lisa Lahey & Robert Kegan

(The coaching framework that helped Rachel rewire self-sabotaging beliefs)

Dunning-Kruger Effect
(Discussed in the episode as it relates to confidence and competence)

Subscribe to Brian’s email list

Chapters

00:00 Introduction to Hidden Beliefs and Self-Talk

02:33 Understanding Hidden Beliefs and Their Impact

04:48 The Power of Identity Statements

07:15 Self-Sabotage and Productivity

09:36 Fear and Its Role in Productivity

11:53 The Importance of Saying No

14:26 Recognizing Mindset vs. Skills Issues

16:37 Procrastination as a Mindset Indicator

18:57 Rewiring Unhelpful Beliefs

21:44 Conclusion and Personal Reflections

22:36 The Power of Questions Over Statements

24:01 Rediscovering Childhood Wonder and Capability

24:48 The Dunning-Kruger Effect and Self-Perception

26:15 Embracing New Identities Through Action

28:32 The Journey to Becoming a Singer-Songwriter

33:10 Claiming Your Identity and Overcoming Limiting Beliefs

37:59 Transforming Self-Talk and Identity Questions

42:45 Future Aspirations: Music and Authorship

Today’s Guest

Rachel Druckenmiller

Keynote Speaker, TEDx Speaker, Leadership Trainer, Singer-SongwriterFounder of Unmuted

Rachel Druckenmiller is a keynote speaker, TEDx presenter, and the founder of Unmuted, a leadership and learning consultancy that helps people tap into greater clarity, confidence, and courage. With nearly two decades of experience, Rachel works with organizations, associations, and teams to amplify purpose, strengths, and impact—starting from the inside out.

She’s been recognized by Forbes as a Next1000 honoree, named a “40 Under 40 Game Changer” by Workforce Magazine, and selected by Smart Meetings as a “Best of the Stage” speaker. Whether she’s leading a training or delivering a keynote, Rachel brings a refreshing blend of vulnerability, energy, and practical insight that helps people rethink burnout, rebuild self-belief, and re-engage with work in meaningful ways.

Outside of speaking, Rachel is a singer-songwriter with original music streaming on all major platforms and a debut book launching in Fall 2026. She's also a fan of fresh air, unfiltered conversations, and singing Disney songs with full confidence—even in the cereal aisle.

Connect with her at: LinkedIn: https://www.linkedin.com/in/racheldruckenmiller Website: racheldruckenmiller.com

In this lively episode, Brian Nelson-Palmer sits down with Jess Pettitt—speaker, author, and founder of Good Enough Now—to uncover the hidden productivity killer most teams overlook: the conversations they’re avoiding.

Drawing on years of experience with organizations nationwide, Jess explains how curiosity, vulnerability, and a willingness to get uncomfortable can unlock real productivity and stronger teams.

Listeners will walk away with practical tools—like Jess’s three-part conversation framework—and fresh perspective on handling feedback, workplace disagreements, and team communication.

Want to go deeper? Check out the show notes and resources linked in the episode!

——

Links & References In This Episode

Good Enough Now – goodenoughnow.com (Jess’s main website and resource hub)

JessPettitt.com (Personal/professional speaking and author site)

Jess Pettitt’s LinkedIn Profile – LinkedIn Profile

Jess’s Social Media

Twitter/X: @JessPettitt

Instagram: @goodenoughnow

Facebook: Good Enough Now

Books and Concepts Referenced:

Almost Doing Good by Jess Pettitt (on how organizations can prepare for disruption and uncertainty)

Good Enough Now by Jess Pettitt (practical guide to authenticity and real conversations)

Jess’s Three-Part Framework (Prepare, Recognize, Respond) – overview and speaking resources

——

Chapters

00:00 Introduction to Conversations That Matter

02:08 The Importance of Humor in Difficult Conversations

04:42 Perfectionism and Productivity

07:09 Curiosity Over Judgment

09:24 The Role of Questions in Communication

11:49 Navigating Differences in Opinions

16:00 Real-Life Impact of Difficult Conversations

23:07 Framework for Taking Responsibility in Conversations

26:47 Understanding Patterns in Human Behavior

29:18 Navigating Difficult Conversations

32:17 The Complexity of Language and Identity

34:15 The Art of Giving Feedback

41:14 Embracing Imperfection in Communication

42:25 The Current Landscape of DEI Work

——

Today’s Guest: Jess Pettitt

Jess Pettitt is a sought-after speaker, author, and the founder of Good Enough Now, a consultancy dedicated to helping teams and organizations spark authentic conversations that drive real results. With a unique blend of humor and insight, Jess draws from years of experience as a standup comic and diversity educator, making even the toughest topics accessible and actionable for audiences nationwide.

Over the past two decades, Jess has delivered keynotes, workshops, and leadership training for organizations in higher education, business, government, and non-profit sectors. Known for her “safe different” approach, she equips teams with the tools to move past perfectionism, embrace curiosity, and have the conversations that truly matter—boosting both productivity and workplace connection.

Beyond her professional work, Jess is a proud dog mom, cheese enthusiast, and a self-described nerd who loves everything from codebreaking biographies to local Nerd Nite meetups. Whether she’s on stage or sharing stories over queso, Jess is passionate about helping people do the best they can with what they’ve got—some of the time.

Connect with her at:

LinkedIn: linkedin.com/in/jesspettitt

Website: goodenoughnow.com

In this engaging episode, Brian Nelson-Palmer interviews Theresa Ward, founder of Fiery Feather, who reveals how communication protocols can transform team productivity and effectiveness.

As a team effectiveness coach with experience across multiple industries, Theresa shares how structured systems combined with emotional intelligence create thriving workplaces.

The conversation explores practical steps for crafting a situational communication guide, addressing common workplace frustrations like unclear expectations, delayed responses, and unnecessary meetings—making this episode a must-listen for anyone looking to streamline communication and boost team efficiency.

For more information, or a template to copy, visit the blog post on this topic!

References In This Episode

Fiery Feather Website – fieryfeather.com (Theresa Ward’s consultancy on team effectiveness)

Theresa Ward’s LinkedIn Profile – LinkedIn Profile

Calendly (For scheduling without back-and-forth emails)

Books and Concepts Referenced:

The One-Minute Manager by Ken Blanchard and Spencer Johnson (on leadership and productivity)

The Waterline Concept, from the book 15 Commitments of Conscious Leadership by Jim Dethmer (on decision-making in organizations)

Patrick Lencioni’s Work (on leadership and team communication)

Dr. Elisabeth Kübler-Ross And The Five Stages of Grief®

David Allen's work (Getting Things Done methodology)

Related Podcast Episode:

Breaking Your Team’s Success Barrier with Maura Thomas

Full Episode Digest - Read it on the episode’s page at www.ProductivityGladiator.com/the-show

Chapters

03:45 Understanding Communication Protocols

07:45 The Importance of Communication Protocols

11:45 Asynchronous vs Synchronous Communication

15:51 Establishing Personal Communication Protocols

19:27 Emergency Communication Protocols

25:38 Empowering Communication in Crisis

26:25 Understanding the Waterline Concept

28:41 Communication Protocols with External Partners

29:28 Organizing Communication Protocols

30:14 Managing Non-Compliance with Protocols

32:57 The Importance of Praise and Criticism

36:32 Personal Communication Pet Peeves

40:51 The Purpose Behind Communication Protocols

Today’s Guest

Theresa m. WarD

Team Effectiveness Coach & Founder of Fiery Feather

Theresa M. Ward is the founder of Fiery Feather, a consultancy focused on helping teams improve communication, collaboration, and overall effectiveness. With a background spanning multiple industries—including fintech, media, healthcare, and government—Theresa brings a unique, cross-industry perspective to solving workplace challenges.

Her expertise lies in combining structured systems (like standard operating procedures and project management frameworks) with interpersonal skills (like emotional intelligence and team dynamics). She has worked with organizations to develop onboarding processes, communication protocols, and operational strategies that enhance both efficiency and team cohesion.

A passionate advocate for experiential learning and adult education, Theresa draws from psychology, leadership training, and real-world experience to help teams thrive. She has been a trusted consultant for businesses looking to improve productivity through clearer communication, better collaboration, and smarter systems.

Connect with her at:
LinkedIn: https://www.linkedin.com/in/theresa-m-ward/
Website: fieryfeather.com

Why Subscribe To The Email List: Brian shares separate hacks, tips, and actionable learning exclusively for his email subscribers. Sign up so you don’t miss out!

About The Creator/Host: I’m Brian. At age 4, I was diagnosed with insulin dependent (type 1) diabetes and told that my life was going to be 10-20 years shorter than everyone else. As a kid I took time for granted, but now as an adult, time is the most precious thing that I have. After spending a career hands-on in the trenches as a leader at all levels, I now train Productivity Gladiators to level up their careers. Graduates wield superpowers in time management, practical leadership, communication, & productivity. If what you’ve seen here intrigues you, reach out, let’s chat!

“Time is the currency of your life, spend it wisely.”

In this engaging episode, Brian Nelson-Palmer interviews Skye Waterson, founder of Unconventional Organisation, who challenges common myths about ADHD while sharing research-backed strategies for productivity. As a former academic turned entrepreneur who has ADHD herself, Skye offers unique insights about how ADHD can actually be an entrepreneurial advantage when properly managed. The conversation explores practical tools for focusing, including Skye's innovative "dopamine dial" approach, and reveals the surprising fact that many successful CEOs and business leaders have ADHD, making this episode valuable for both people with ADHD and those who work with them.

References In This Episode

Article Brian mentioned on Focus Music

Brian’s article on Tech Hacks to avoid the neverending social media rabbit hole.

Skye’s LinkedIn profile

Unconventional Organisation’s Instagram

The ADHD Skill’s Lab Podcast by Unconventional Organisation

Visit the webpage for the full write-up, links, photos, and more!

https://www.productivitygladiator.com/episodes/adhd-inspired-productivity-mythbusting-what-you-can-learn-from-this-condition-with-skye-waterson

Chapters

00:00 Understanding ADHD: A Personal Journey

03:18 The Practical Implications of ADHD

06:00 Recognizing ADHD: When to Seek Help

07:45 Executive Functioning and Support Strategies

09:16 Myths and Misconceptions about ADHD

18:40 Medication vs. Alternative Strategies for ADHD

21:12 Toolbox for Managing ADHD

27:43 Myth Busting ADHD Management

32:14 Detail Orientation and ADHD

33:32 Leadership Roles and ADHD

38:40 Hyperfocus: A Double-Edged Sword

42:04 Recommendations for Productivity

46:30 Personal Journey and Vision for Change

Today’s Guest

Skye Waterson

Academic turned ADHD Coach & Founder of Unconventional Organisation

Skye Waterson founded Unconventional Organisation, an international ADHD support service, after receiving her own ADHD diagnosis during her PhD studies. She transformed her personal experience into research-based strategies, authoring over 50 articles reaching 250,000+ readers. Her expertise has attracted clients ranging from healthcare professionals to Fortune 500 directors, including consulting work with the New Zealand Security Intelligence Service.

As host of the ADHD Skills Lab podcast (100k+ downloads), she features prominent ADHD experts and leaders. Through her coaching program, writing, and speaking engagements, she helps adults with ADHD develop practical strategies for creating focused, balanced lives. Her work has been featured on multiple podcasts and she regularly speaks to professional networks about ADHD management.

Connect with her at:
linkedin.com/in/skye-waterson
UnconventionalOrganisation.com

Why Subscribe To The Email List: Brian shares separate hacks, tips, and actionable learning exclusively for his email subscribers. Sign up so you don’t miss out!

About The Creator/Host: I’m Brian. At age 4, I was diagnosed with insulin dependent (type 1) diabetes and told that my life was going to be 10-20 years shorter than everyone else. As a kid I took time for granted, but now as an adult, time is the most precious thing that I have. After spending a career hands-on in the trenches as a leader at all levels, I now help others to level-up through my Productivity Gladiator training. Graduates wield time management & life balance superpowers, activate a laser-guided ability to focus & prioritize, and implement a sniper-precise approach to task & email management. If what you’ve seen here intrigues you, reach out, let’s chat!

“Time is the currency of your life, spend it wisely.”

In this engaging episode, project management expert Bonnie Biafore shares invaluable insights about the human skills and techniques that software and AI simply can't replace. She reveals her top "non-tech hacks" for successful project management, including smart approaches to estimating, cost management, and running effective meetings. Whether you're a seasoned project manager or just starting out, you'll learn practical strategies for leading teams, negotiating outcomes, and organizing information that will make you more effective in any project role.

References In This Episode

The Eisenhower Matrix video (mentioned when discussing time management and prioritization)

Book by the FBI hostage negotiator - "Never Split the Difference" by Chris Voss

Ways to connect with Bonnie Biafore:

LinkedIn profile

Newsletter

bonniebiafore.com

The Project Management Institute (PMI) Rocky Mountain Chapter

Information about Toastmasters

Episode Digest

In a world dominated by project management tools and AI, it’s easy to forget that the true magic of project management lies in human skills.

In an era where AI and project management software dominate conversations about productivity, it's crucial to remember that successful project management still hinges on human skills and expertise that technology cannot replicate. Here's a comprehensive look at the essential human elements that make project managers effective, regardless of the tools they use.

"The value of project management isn't in the tools—it’s in the people managing the projects."

The Limitations of Project Management Software

Even the most sophisticated project management tools and AI have significant limitations. Three key areas where software falls short:

Estimating Complexity

While AI can provide estimates based on historical data, it can't account for the unique challenges of each project, team dynamics, and contextual factors that experienced project managers understand intuitively. The human ability to consider multiple variables and draw from past experiences remains invaluable.

Cost Management Nuances

Software excels at tracking time and materials but struggles with complex cost factors like delays, market impact, or reputation costs. Project management tools typically can't handle varied cost types like fixed-price contracts, training, travel, or timing-dependent expenses.

Resource Allocation Reality

Tools struggle to account for the real-world complexity of resource management - from vacation schedules to part-time availability and competing project priorities. Even advanced software like Microsoft Project can't fully optimize resource allocation across these various constraints.

Essential Human Skills for Project Managers

Here are the critical skills that set successful project managers apart:

1. Communication Mastery

Adapt communication style for different audiences

Learn individual preferences for communication

Practice active listening

Understand when and how to share information effectively

"Communication isn't just you puking up information into your audiences. It's about listening and learning how to listen well."

2. Time Management

Differentiate between urgency and importance

Block time for strategic thinking

Master prioritization

Learn to manage competing demands

3. Negotiation Skills

Key Insight: Negotiation isn't always about compromise. Sometimes you need to:

Find what's important to others that doesn't matter to you

Look for win-win scenarios

Know when to stand firm on non-negotiable items

Build relationships through strategic give-and-take

4. Information Organization

Develop systematic approaches to managing large amounts of data

Create logical naming conventions for files and folders

Structure information for easy retrieval

Balance both art and science in organization methods

"Even on a small project, you will end up having a lot of information. And then if you get on a really big project, it's ridiculous how much information there is."

5. Meeting Management

Critical Practice: Run efficient meetings by:

Inviting only essential participants

Managing costs by limiting unnecessary attendance

Using a "parking lot" for off-topic discussions

Capturing and assigning action items

Taking detailed discussions "offline"

6. Leadership and Problem-Solving

Develop creative thinking for unique solutions

Build trust with team members

Learn to delegate effectively

Practice public speaking skills

Practical Project Management Hacks

Smart Estimation Technique: Instead of asking for single estimates, request three numbers:

Optimistic scenario

Pessimistic scenario

Most likely scenario This provides a more realistic range and helps account for uncertainty.

Buffer Management: Rather than allowing individual padding of estimates, create shared buffers at the end of task sequences. This encourages more accurate individual estimates while still protecting the project timeline.

"If you run a meeting well, people will love you and you will be able to get a lot more done in your projects."

Task Ownership: Assign every task to a specific person, not a team or group. Use a responsibility matrix (RACI) to clarify:

Who is Responsible

Who is Accountable

Who needs to be Consulted

Who needs to be Informed

Getting Started or Improving Your Skills

For those looking to develop project management skills:

Assess Your Skills: Review each skill mentioned above and honestly evaluate your proficiency. If it's not a "hell yes," it's an area for improvement.

Gain Experience: Volunteer with nonprofits to practice project management skills. This provides:

Real-world experience

Opportunity to make and learn from mistakes

Practice in delegation (since you'll likely be balancing with other commitments)

Concrete examples for your portfolio

Continuous Learning: Take advantage of:

Professional organizations like PMI

LinkedIn Learning courses

Toastmasters for public speaking

Industry conferences and symposiums

The most successful project managers combine technical knowledge with these essential human skills. While software and AI can handle many tactical aspects of project management, the strategic thinking, relationship building, and complex problem-solving abilities of human project managers remain irreplaceable.

Remember: Project management isn't just about tracking tasks and timelines - it's about leading people, solving problems creatively, and delivering results through effective team collaboration. Focus on developing these human skills alongside technical proficiency for maximum impact in your project management role.

Chapters

00:00 Introduction to Project Management Hacks

02:28 The Unique Perspective of Bonnie Biafore

04:33 Limitations of Software and AI in Project Management

06:53 Estimating and Cost Management Challenges

08:57 Scheduling and Resource Allocation Issues

11:44 The Importance of People Skills in Project Management

13:48 Non-Tech Hacks for Effective Project Management

15:15 Training New Project Managers: Essential Human Skills

25:32 Mastering Time Management

27:01 The Art of Negotiation

30:25 Organizing Information Effectively

31:44 Running Effective Meetings

35:05 Leadership and Problem Solving

38:09 The Importance of Delegation

39:44 Passion for Project Management

Today’s Guest

Bonnie biafore

LinkedIn Learning rock star, project management consultant, and Microsoft Project guru

Bonnie Biafore is a seasoned project management expert, consultant, and LinkedIn Learning instructor with a passion for making complex concepts relatable. With over 35 years of experience, she has authored more than 35 technical books, including bestsellers on project management and financial software. Bonnie has helped businesses large and small streamline processes, improve team dynamics, and achieve project success. Her engaging teaching style and real-world insights make her a sought-after speaker and educator in the field.

Connect with her at:
linkedin.com/in/bonniebiafore
bonniebiafore.com

Why Subscribe To The Email List: Brian shares separate hacks, tips, and actionable learning exclusively for his email subscribers. Sign up so you don’t miss out!

About The Creator/Host: I’m Brian. At age 4, I was diagnosed with insulin dependent (type 1) diabetes and told that my life was going to be 10-20 years shorter than everyone else. As a kid I took time for granted, but now as an adult, time is the most precious thing that I have. After spending a career hands-on in the trenches as a leader at all levels, I now help others to level-up through my Productivity Gladiator training. Graduates wield time management & life balance superpowers, activate a laser-guided ability to focus & prioritize, and implement a sniper-precise approach to task & email management. If what you’ve seen here intrigues you, reach out, let’s chat!

Time is the currency of your life, spend it wisely.

Ready to win back hours of your life? In this episode, productivity experts Brian Nelson-Palmer and Marcey Rader reveal 18 tasks they've successfully outsourced - from hiring a culinary grad to chop vegetables to finding affordable ways to never do laundry again. They break down exactly how to decide what to outsource (including a simple calculator to determine if it's worth it), share hilarious stories like the infamous "single Brussels sprout" delivery, and offer practical tips and examples for both your personal & professional life. Whether you're just starting to explore outsourcing or you’re experienced and looking to level up, this episode packed with actionable strategies shows how you can reclaim your time without breaking the bank.

See the full details and links on the episode's page: https://www.productivitygladiator.com/episodes/18-tasks-i-outsourced-that-changed-my-life-and-how-you-can-too-with-marcey-rader

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References In This Episode

Brian's Value of Your Time Calculator

Referenced in relation to his TED talk

Marcey’s TEDx Talk - “Relentless pursuit of more”

Meal Services:

Factor 75

Blue Apron

Hungry Root

Gobble

Virtual Assistant Services:

Fancy Hands (fancyhands.com) - mentioned $18-30/month

Fiverr (fiverr.com)

FreeUp (freeup.net)

Upwork.com

Home Services:

TaskRabbit

Thumbtack

Chore Relief (now called All Better)

Poplin (laundry service)

Contact Information for Marcey:

LinkedIn (mentioned she's only on LinkedIn)

helloraderco.com

Her new book: "Reclaim Your Workday, Sustainable Productivity Strategies for the New World of Work"

Photo of Single Brussel Sprout on episode page

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Chapters

00:00 Introduction to Outsourcing and Productivity

06:03 Defining Outsourcing: What It Means

12:07 Personal Experiences with Outsourcing

18:07 Outsourcing Food Preparation and Cooking

23:59 Outsourcing Errands and Grocery Shopping

29:35 Leveraging AI for Travel Planning

36:03 Outsourcing Home Repairs and Services

41:10 Professional Outsourcing: Enhancing Productivity

52:50 Starting Your Outsourcing Journey

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Episode Digest

Time is our most precious resource, yet many of us spend countless hours on tasks that could be delegated or outsourced.

In a revealing discussion between productivity experts, a powerful truth emerged: outsourcing isn't just for business owners or the wealthy—it's a strategy anyone can use to reclaim their time and focus on what truly matters.

"There is no prize at the end because YOU did it. The prize is…I got to my outcome, whatever that was, in a way that was smarter."

The Complete List: 18 Game-Changing Tasks to Outsource

Personal Life Tasks

Gift wrapping (use Amazon’s wrapping service, or hire local students for holiday perfection)

Food prep and vegetable chopping (professional food prep services)

House cleaning (regular cleaning service)

Laundry (wash-and-fold services with pickup/delivery)

Grocery shopping and errands (delivery services)

Travel itinerary planning (local experts via Fiverr or AI tools)

Screen repairs (specialized handyman services)

Home repairs and maintenance (TaskRabbit or similar)

TV mounting (skilled technicians)

Furniture assembly (service providers via apps)

Cooking/meal prep (meal delivery services)

Professional Tasks

PowerPoint presentations (design services)

Bookkeeping (professional accountants)

LinkedIn/market research (specialized researchers)

Graphic design (professional designers)

Software/tool setup (technical specialists)

Podcast production tasks (virtual assistants)

General virtual assistant tasks (various administrative support)

How to Decide What to Outsource

The decision to outsource shouldn't be complicated. Here's a practical framework:

Calculate your time's value (use a time-value calculator)

Compare outsourcing costs against your time's value

Consider these key factors:

Is it a repetitive task?

Does it require specialized skills?

Could it be dangerous if done incorrectly?

Do you consistently procrastinate on it?

Is it a one-time task where learning the process isn't worth the investment?

"Every day that you procrastinate and you move that task forward, ‘I'll clean the gutters tomorrow, I'll clean the gutters tomorrow, I'll clean the gutters tomorrow.’ Every day that just makes you feel like I failed today, I failed again, I failed again, just outsource it."

Three Models of Virtual Assistant Service

Pool Services (like Fancy Hands):

—A pool of people available, like Uber, but for tasks

—Membership-based ($18-30/month)

—Best for occasional and a variety of simple tasks

—Perfect for beginners

Fixed-Price Contracts (like Fiverr):

—Clear scope and cost upfront

—No risk of unexpected charges

—Ideal for specific, defined projects

Hourly Assistants:

—More traditional virtual employer/employee relationship

—Ongoing support for regular tasks

—Best for consistent, recurring needs

Practical Tips for Getting Started

Start with Free or Low-Cost Options

—Try grocery delivery services (often just $5-10)

—Use meal prep services instead of takeout

—Test basic task services before committing to bigger ones

Begin with Repetitive Tasks

—Think about how often you do certain tasks.

—Think about time spent vs cost to outsource.

Address Safety and Quality Concerns

—Use platforms with reviews and background checks

—Start with low-risk tasks

—Take safety precautions when someone is coming into your home.

"Think of it as an investment and you will get it back with your time, with your energy. Maybe you will get promoted faster."

Common Objections Addressed

—"But they won't do it as well as I do"

Solution: Be prepared for that, you’re still getting some of your time back even if it isn’t perfect it still may be worth it. Remember that perfection isn't always necessary for every task.
Example: For tasks like grocery shopping, order an extra item if there’s a chance they’ll pick one that doesn’t work (like produce) or pick your substitute and have a backup plan in case something is out of stock or they bring the wrong quantity. For the 1 in 10 times they don’t do it right, you’ll be ready.

—"My company should pay for this"

Reality Check: Don't limit yourself by waiting for company approval. Consider personal investment in professional development as a path to advancement.

—"It's too expensive"

Perspective Shift: Consider the cost of your time, including stress and lost opportunities. Often, the investment pays for itself in reclaimed time and energy.

Real-World Success Strategies

—For grocery delivery: Order 4 items when you need 3 to ensure quality selection

—For house services: Use platforms with reviews rather than random classified ads

—For professional tasks: Start with one-time projects before committing to ongoing services

—For virtual assistants: Audition them first. Begin with a small project to test compatibility

The key to successful outsourcing is to start small and gradually expand as you become more comfortable with the process.

Remember: The goal isn't to outsource everything, but to strategically free up your time for what matters most, whether that's personal joy, family time, career advancement, or personal development.

Every task you successfully outsource is an investment in your most valuable resource: your time.

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Today’s Guest

Marcey Rader

Speaker, Coach, & Author on Productivity

Marcey Rader is a speaker, coach, and author who champions health-powered productivity™. Founder of RaderCo, she works with Fortune 500 companies and startups, inspiring global audiences. A multi-award-winning speaker, TEDx presenter, and one of 900 Certified Speaking Professionals®, Marcey’s authored four books and created the Powered Path Program™. Her mission is to help individuals and companies reclaim their workdays and build sustainable habits to work well and play more!

Connect with her at:

marceyrader.com

helloraderco.com

linkedin.com/in/marceyrader

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Why Subscribe To The Email List: Brian shares separate hacks, tips, and actionable learning exclusively for his email subscribers. Sign up so you don’t miss out!

About The Creator/Host: I’m Brian. At age 4, I was diagnosed with insulin dependent (type 1) diabetes and told that my life was going to be 10-20 years shorter than everyone else. As a kid I took time for granted, but now as an adult, time is the most precious thing that I have. After spending a career hands-on in the trenches as a senior project manager, I now help others to level-up through my Productivity Gladiator training. These Gladiators wield email management superpowers, a laser-guided ability to focus, samurai-grade prioritization skills, a sniper-precise task tracking approach, Jedi time management skills, and a secret sauce for maximizing their personal life balance. If what you’ve seen here intrigues you, reach out, let’s chat!

Time is the currency of your life, spend it wisely.

Productivity expert Maura Thomas joins Brian to tackle this #truthbomb:
Your team's biggest productivity barrier might be you.

Through engaging stories and practical examples, Maura reveals how leaders unknowingly create chaos through their communication habits and "always available" mentality.

Learn simple yet powerful changes you can make as a leader to transform your team's effectiveness, including why "I trust your judgment" might be the most important phrase in your leadership vocabulary, and why being too available to your team can be just as damaging as being unavailable.

See the full details and links on the episode's page: https://www.productivitygladiator.com/episodes/breaking-your-teams-biggest-success-barrier-7-simple-changes-with-maura-thomas

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References In This Episode

Maura Forbes Article on defining Open Door Policy - 10 Things Leaders Need to Get Right For Happy & Productive Employees

Harvard Business Review Article, The Downside of Flex Time, the Communication Guidelines chart Maura mentioned in the interview is down at the bottom of the page.

Maura’s Forbes article: What Does Work-Life Balance Even Mean?

MauraThomas.com

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Episode Digest

Breaking Your Team's Biggest Success Barrier: 7 Simple Changes

While many organizations still frame productivity challenges in terms of time management, the real barrier isn't time – it's attention. Maura Thomas said it best:

"We've all had days where we said to ourselves, 'My gosh, that was such a good day. I got so much done.' And we've all had days where we said, 'My gosh, I was busy all day and somehow I got nothing done.' and in those two instances, same 24 hours."

You can't solve a distraction problem with a time solution. The real challenge lies in how organizational culture, particularly leadership behavior, shapes productivity.

Here are seven specific changes leaders can implement to transform their team's productivity:

1. Be Specific About "Responsiveness" Expectations On The Different Communication Types.

When leaders tell their teams to "be responsive," what they're really saying is "be fast." This creates a culture where employees feel compelled to monitor every communication channel constantly, making it impossible to prioritize effectively. Instead, clearly define what responsiveness means in different contexts and establish realistic response-time expectations. State these somewhere so staff can point to them and reference them.

2. Create Clear Communication Channel Guidelines - What Type Of Communication Goes Where & When.

Organizations often introduce new communication tools without providing guidance on how to use them effectively. This results in redundant messaging (like sending a chat to say "I just sent you an email") and information overload. Establish clear guidelines for which communication channels should be used in specific situations. Examples:

—Your “bat signal” - Which method is your “stop everything, I need you right now, it’s an emergency” channel?
—What’s worth a phone call?
—What’s a Teams/Slack Message for? Or an email? What’s the difference?
—Do we text message for work? If so, for what, when, and why?

"If you communicate urgent or time-sensitive issues the same way you communicate every other issue, then that creates a real problem in your organization."

3. Have a system for how work flows to/through your team.

Rather than having team members field requests from all directions, establish clear processes for how work flows into and through your department. This doesn't mean all requests must go through the manager, but rather that there should be organized systems for handling different types of requests. This helps prevent the constant "emergency" mode many teams operate in.

4. Use These Responses To Remove Yourself as the bottleneck to your team’s productivity. Empower them instead.

Instead of always wanting work to flow through you, and always being available to answer questions, use empowering phrases that build confidence and autonomy. Rather than saying "Don't come to me with problems, come to me with solutions" (which still implies the need for you to approve), try:

- "I trust your judgment"

- "I will support your decision"

5. Set Clear After-Hours Boundaries On work communication. Do Not Break them.

Despite what leaders might say about not expecting responses after hours, their behavior sets the real expectation. If you're sending emails at night or on weekends, your team will feel compelled to check and respond. You can still choose to jump on after hours if you want, however all communications you send during this time should use the “schedule-send” feature so it will arrive during the next work day. This capability is available for all major platforms so if you don’t know how to do it, google it and find it. Follow your established clear protocols from #2 above for genuine emergencies which require communication after hours.

6. Define Terms Explicitly

Common phrases like "open door policy" often mean different things to different people. Some interpret it as "interrupt anyone at any time for any reason," while others see it as "be available for important discussions." Explicitly define these terms and their practical implications for your team. Examples include:
—Work Week: What days and hours is this?
—Vacation Time: Does that mean you ARE or AREN’T available?
—Communication Hours: Is this the same as Work Hours? What times are messages to be received and processed?
—Emergency: What constitutes an emergency? A financial penalty above $#,###? Bleeding? Legal remifications? Something’s going to be on the front page of the newspaper?
—Open door policy: If you have one, what does that mean? Doors can’t be closed?

7. Model Work-Life Balance

Perhaps the most powerful quote from the discussion puts it simply:

> "You can't get a fresh perspective on something you never step away from."

Research shows that working between 38-45 hours per week is optimal for productivity, happiness, and health outcomes. Leaders need to model this balance, recognizing that scrolling through work emails while watching TV still counts as work.

The Impact of These Changes

These changes might seem simple, but their impact can be profound. When leaders recognize how their behavior shapes team culture and make conscious adjustments, they can transform their department from a reactive, always-on environment to one where people can do their best work.

Key challenges many teams face today include:

- Constant interruptions disguised as collaboration

- Difficulty prioritizing when everything feels urgent

- Burnout from always being connected

- Inefficient communication across multiple channels

- Disempowered team members who feel they need approval for everything

By implementing these seven changes, leaders can create an environment where their teams can feel satisfied at the end of each workday, knowing they've accomplished meaningful work rather than just staying busy.

Recognize that being too available to your team can be just as problematic as being unavailable. True leadership means creating an environment where team members can grow, make decisions, and manage their attention effectively – not just responding quickly to every request that comes their way.

Most importantly, remember that creating change doesn't require a complete organizational overhaul. Start with one area, such as communication protocols or workflow management, and build from there. The goal isn't perfect execution but rather conscious improvement in how work gets done.

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Today’s Guest

Maura Thomas

Speaker, Trainer, & Author on Productivity

Maura Nevel Thomas is an award-winning international speaker and trainer on individual and corporate productivity and work-life balance, and the most widely-cited authority on attention management. Her proprietary Empowered Productivity™ System has been embraced by the likes of the NASA, Comcast, and Google. She’s ranked in the Top 10 Time Management Professionals in the World, and was named a Top Leadership Speaker by Inc. Magazine. She’s also a TEDx Speaker and the author of six best-selling books. Maura is frequently featured in major business outlets including Business Insider, Fast Company, and the Washington Post, and she’s also a regular contributor to both Forbes and the Harvard Business Review, with articles there viewed over a million times. 

maurathomas.com

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Why Subscribe To The Email List: Brian shares separate hacks, tips, and actionable learning exclusively for his email subscribers. Sign up so you don’t miss out!

About The Creator/Host: I’m Brian. At age 4, I was diagnosed with insulin dependent (type 1) diabetes and told that my life was going to be 10-20 years shorter than everyone else. As a kid I took time for granted, but now as an adult, time is the most precious thing that I have. After spending a career hands-on in the trenches as a senior project manager, I now help others to level-up through my Productivity Gladiator training. These Gladiators wield email management superpowers, a laser-guided ability to focus, samurai-grade prioritization skills, a sniper-precise task tracking approach, Jedi time management skills, and a secret sauce for maximizing their personal life balance. If what you’ve seen here intrigues you, reach out, let’s chat!

Time is the currency of your life, spend it wisely.

Stan Phelps joins Brian and explores the deep connection between purpose and productivity. They dig into the importance of aligning personal and organizational goals with a clear purpose.

They also dive into helpful tangents including:

The 4 versions of the workplace and how productivity is tied to the current version 4.0

the significance of warmth in relationships,

Generational shifts in workplace values.

The 8 purpose archetypes

Practical advice for individuals seeking to find their purpose.

See the full details and links on the episode's page: https://www.productivitygladiator.com/episodes/how-your-purpose-will-multiply-your-productivity-with-stan-phelps

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References In This Episode

Purple Goldfish (the first/original book) by Stan Phelps

Red Goldfish (about purpose-driven business) by Stan Phelps

The full Goldfish series of books

Article about U2, Bono, and the “Red Campaign”

Mark Twain's reference to "lagniappe" in his autobiography - What’s a Lagniappe?

Mike McCallowitz (regarding BANG - Big Audacious Noble Goal vs BHAG - Big Hairy Audacious Goal)

Simon Sinek (mentioned regarding the importance of "why")

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Episode Digest

Purpose and Productivity: Finding Your North Star

The relationship between purpose and productivity is more profound than many realize. When individuals and organizations align their actions with a clear sense of purpose, productivity naturally follows. But what exactly is purpose, and how does it differ from a simple mission statement?

"People don't buy what you do. They buy how you do it. And maybe more importantly, why you do it."

Understanding Purpose vs. Mission

A purpose is your guiding North Star - something that drives you and provides directional guidance. While you may never fully reach that North Star, it serves as a constant guide. This differs significantly from a mission statement in several key ways:

- Purpose is the "why" while mission is the "what"

- Purpose is the calling while mission is the job

- Purpose comes from the heart while mission comes from the head

- Purpose is ambitious while mission is pragmatic

- Purpose focuses on goals while mission outlines the plan

The Evolution of Business Purpose

Business has evolved through four distinct phases over the past century:

1.0 (Pre-1970s): Focus solely on shareholder value

2.0 (1970s): Recognition that customer focus drives shareholder returns

3.0 (1990s): Understanding that engaged employees create happy customers

4.0 (Present): Purpose-first approach driving employee engagement, customer satisfaction, and shareholder value

Actionable Insights for Finding Your Purpose

Use the "Hell Yes or No" Test

When evaluating your purpose, there are only two possible answers - "Hell Yes" or "No." If you're unsure or thinking "maybe," that's effectively a no. Your true purpose should evoke an immediate, enthusiastic response.

Identify Your Purpose Archetype

Organizations and individuals typically fall into one of eight purpose archetypes:

- **Protector**: Environmental/social protection (e.g., Patagonia)

- **Liberator**: Promoting freedom and new ways (e.g., Harley Davidson)

- **Designer**: Creating innovative solutions (e.g., Apple)

- **Guide**: Helping others navigate (e.g., Google)

- **Advocate**: Standing up for causes/groups (e.g., AARP)

- **Challenger**: Questioning status quo

- **Unifier**: Bringing people together (e.g., Whole Foods)

- **Master**: Revolutionizing industries (e.g., Warby Parker)

Understand the Warmth-Competence Dynamic

"People value warmth more than competence. They're both important, but warmth trumps competence every day of the week and twice on Sunday."

People make quick judgments based on two factors:

1. Intent (Warmth): Understanding why someone does something

2. Ability (Competence): Can they deliver on that intent

While both matter, warmth - understanding someone's purpose and intentions - typically matters more in building trust and relationships.

Making the Transition to Purpose-Driven Work

For those looking to align their work more closely with their purpose, here are practical steps:

1. **Start Where You Are**: You don't have to quit your job to pursue purpose. Look for ways to bring purpose into your current role or organization.

2. **Consider Adjacent Moves**: Instead of completely starting over, look for roles in related fields where your experience remains valuable but aligns better with your purpose.

3. **Test Through Volunteering**: Before making major changes, volunteer with organizations that align with your potential purpose to test the fit.

"We used to live in the tyranny of 'or' where you either had to pursue something that truly gave you purpose and meaning but live the life of a struggling artist, or do something lucrative but feel empty. Now we're in the power of 'and' - we can have both."

Bottom Line

Purpose isn't just about feeling good - it's a practical driver of productivity and success. When people understand and connect with why they do what they do, engagement increases, resilience grows, and productivity naturally follows. The key is finding that "Hell Yes" moment and building your path forward from there, whether through dramatic changes or incremental shifts toward your North Star.

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Today’s Guest

Stan Phelps

Certified Speaking Professional|
Global Speaking Fellow
Author of the GoldFish Series of Books

A show and tell speaker, Stan empowers audiences to take action that delivers bottom-line impact. He strives to change the paradigm of marketing by encouraging audiences to focus on experiences as the ultimate competitive differentiator. He believes purposeful DX wins the hearts of employees and customers, and differentiation ultimately boosts loyalty, retention, referrals, and results.

A masterful storyteller who quickly connects with audiences, Stan has delivered keynotes and workshops for Fortune 100 brands including IBM, Target, Exxon Mobil, Boeing, Caterpillar, Ford Motor, Kroger, Cardinal Health, Walt Disney, UnitedHealth, Rocket Companies, and more.

He works directly with you to customize content that matches your audience and your goals to create a memorable and meaningful experience every time. Count on Stan to show up early, arrive prepared, and disrupt the all-work-and- no-play methodology with his sharp wit and trademark showmanship. He makes it his mission to exceed expectations and inspire audiences in ways they just can’t help but talk about — and won’t soon forget.

stanphelps.com

linkedin.com/in/stanphelps

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Why Subscribe To The Email List: Brian shares separate hacks, tips, and actionable learning exclusively for his email subscribers. Sign up so you don’t miss out!

About The Creator/Host: I’m Brian. At age 4, I was diagnosed with insulin dependent (type 1) diabetes and told that my life was going to be 10-20 years shorter than everyone else. As a kid I took time for granted, but now as an adult, time is the most precious thing that I have. After spending a career hands-on in the trenches as a senior project manager, I now help others to level-up through my Productivity Gladiator training. These Gladiators wield email management superpowers, a laser-guided ability to focus, samurai-grade prioritization skills, a sniper-precise task tracking approach, Jedi time management skills, and a secret sauce for maximizing their personal life balance. If what you’ve seen here intrigues you, reach out, let’s chat!

Time is the currency of your life, spend it wisely.