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- Issue No. 196: Why ‘Just 5 Minutes’ Always Turns Into 20 (And What to Do Instead)
Issue No. 196: Why ‘Just 5 Minutes’ Always Turns Into 20 (And What to Do Instead)
5 Secrets to Self-Control (That Actually Work)
Productivity Express
Issue No. 196
The Best in Evidence-Based Productivity
for Small Business Owners, Freelancers & Founders
Helping You Work Smarter and Live More
The Rundown
5 Secrets to Self-Control
Google's AI Search Journeys Are Reshaping SEO With Cindy Krum
Why ‘Just 5 Minutes’ Always Turns Into 20 (And What to Do Instead) — The Time Trap
How I use Google Keep as a second brain
The four-day workweek gets a new booster: AI
Add this book to your reading list
👉Did you miss an issue? Check out previous Productivity Express issues anytime here
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🔥Quote/Prompt
Act as if what you do makes a difference. It does.
Use the quote as a writing or thinking prompt to finish your week strong.
A bit from mine:
(posted in our Doer Entrepreneurs Free Community — off social media)
Have you ever said to yourself, I will...take the leap, do the thing, take the risk, summon my strength...
Unpopular opinion incoming...
Business owners often come to me when they're frustrated or unhappy with some piece of their business. They also often think that being able to optimize their productivity is the answer. And they aren't necessarily wrong.
BUT one thing is really important first -- to determine if […]
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📈 Performance
White-knuckling your way through tasks with pure willpower works about as well as most January gym memberships. This article is a great review of why we all eventually crack. I see it often with my coaching clients: they burn through way more willpower than they realize, then act surprised when they can't force themselves to do one more thing. This is a huge area we work on in my program and this article is a great read for anyone who ever feels like they’re experiencing “Groundhog Day” when it comes to building and then rebuilding the same habits.
Real self-control isn't about forcing ourselves to do something we don't want to do. It's about choosing to act in ways that fit our values and setting things up so we're more likely to follow through, no gritted teeth required.
Key Insights:
Environmental design beats willpower every time—setting up your workspace or removing temptations works because you're outsmarting your future tired self instead of hoping it'll somehow be more motivated than you are right now.
Replacement strategies work better than restriction. Instead of just telling yourself "stop doing that," give yourself something specific to do instead—like applying hand lotion when you want to bite nails. Apparently our brains need actual instructions, not vague demands.
Progress tracking beats perfectionism—those impossible standards you set? They're exactly why you give up by Wednesday. Start with baby steps that feel almost too easy, then build from there.
Read the full article for specific self-talk strategies that don't involve mental self-flagellation, ways to rope others into keeping you accountable, and why you don't get bonus points for doing life the "stupid, hard, alone way."
⚙️ Optimization
Is search dead? Kind of, but not in the way most people think. Just like computers changed literally everything about how we do business, AI is reshaping search into something barely recognizable. Instead of panicking and trying to AI-proof your website (spoiler: you can't), Cindy Krum breaks down how to actually work with this new reality. Here's the kicker—if you're fighting against what Google wants instead of aligning with it, you've already lost. And before you say "I don't care about search or SEO," remember that if you want anyone to actually find your business online, then yes, you absolutely do care.
To be able to influence the narrative in any kind of AI search result, you have to be actively influencing all those things. SEOs for years have been so focused on their website to the detriment of every other branding opportunity out there.
Key Insights:
Google isn't just changing its algorithm—it's fundamentally shifting from answering queries to understanding search journeys. This means optimizing for the entire customer decision process, not just individual keywords.
Discovery is migrating to platforms like TikTok and Reddit while Google becomes the final purchase decision platform. Smart businesses need presence across all touchpoints, not just a well-optimized website.
The real monetization strategy isn't charging for AI features—it's building comprehensive user profiles for hyper-targeted ads. Google wants to show ads only to users likely to convert, making everyone happier (theoretically).
Read the full article for Cindy's specific strategies on mapping search journeys, why she'd invest in TikTok if starting today, and how Google's international consolidation is secretly turbocharging its AI capabilities.
⏲️ Time Management
When people come to me, they're usually drowning in overwhelm and hoping for the magic productivity system that'll fix everything. And while my system is pretty awesome (not to brag), here's the truth bomb: no system on earth can save you if you have no clue where your time actually goes or how long anything really takes. The kicker? According to this article, almost none of us know this stuff intuitively. So if you constantly underestimate how long tasks take, congrats, you're totally normal. Now let's figure out what to actually do about it (without the guilt trip).
Most people tend to systematically underestimate the time, costs, and risks of future actions while overestimating their benefits. This is the 'planning fallacy,' first described by psychologists Daniel Kahneman and Amos Tversky.
Key Insights:
Your brain zooms in on the task itself while completely ignoring interruptions, complications, and those three urgent emails that'll pop up while you're working. This is why your "quick email" takes 20 minutes instead of 5.
Percentage buffers beat fixed time additions—instead of adding "10 more minutes," add 25% to your estimate. Still running late? Try 50% or even 150%. We're genuinely that bad at this.
Implementation intentions work better than vague goals. Instead of "I'll work on the proposal tomorrow," try "If it's 9 AM Tuesday, then I'll spend 30 minutes outlining the proposal." Simple but surprisingly effective.
Read the full article for specific strategies on breaking down complex projects, why the Sydney Opera House was 10 years late and $95 million over budget, and how to use the "outside view" to make realistic estimates.
💻 Tools & Technology
Real talk…I wouldn't recommend going full tilt on Google Keep as your entire productivity system because it can turn into a digital junk drawer fast. BUT (and this is a big but), it's absolutely brilliant for brain dumps as long as you actually organize those dumps later. The author nails something important here: we can get so obsessed with our beautiful, complex productivity apps that there's no room left for messy thinking. And messy is usually where the magic happens.
Google Keep works as my second brain because it doesn't try to do too much. There are no graph views or canvas views. It doesn't overload you with tools or require complex setups... Whether that's a single line, a voice note, a checklist, or a brainstorm, that's up to you.
Key Insights:
The power is in the speed—open app, tap, and you're capturing thoughts without navigating through seventeen menus. Voice memos while walking, screenshots to review later, or running lists all work without friction.
Smart organization without overwhelm uses color-coding for visual sorting and labels for filtering by theme. The archive feature lets you clear your main view without deleting anything, functioning like a simple but effective to-do system.
Location-based reminders are the sleeper feature here. Set a reminder to trigger when you arrive at a specific store or office—perfect for those "I'll remember when I get there" moments that you absolutely won't remember.
Read the full article for specific organizational strategies, how to seamlessly export longer notes to Google Docs, and why the author ditched complex systems like Obsidian for this simpler approach.
🤖 AI
These two articles [Article 1, Article 2] paint an optimistic picture of where we're headed with AI—not the doomsday scenario everyone's freaking out about. Think about it: most companies want to grow without hiring more people (because, you know, money). So when you combine AI's ability to boost productivity [Article 1] with the possibility of working less [Article 2], we get something actually exciting. Whether you're running a team or flying solo as a freelancer, instead of panicking about AI replacing us, let's think about how we can use it to augment our business. For solopreneurs, this could mean finally achieving that elusive work-life balance without sacrificing income.In the 18 months after ChatGPT was released, speakers used words like "meticulous," "delve," "realm," and "adept" up to 51 percent more frequently than in the three years prior, according to researchers at the Max Planck Institute for Human Development, who analyzed close to 280,000 YouTube videos from academic channels. The speakers don't realize their language is changing. That's exactly the point.
Key Insights:
Google reports AI has resulted in a 10% increase in engineering velocity, with over 30% of their code now AI-generated (up 5% in just six months). [Article 1] For freelancers, this means you could potentially handle more clients or projects in less time—or keep your current workload and actually take Fridays off.
The sweet spot isn't AI replacing humans—it's AI handling the grunt work while humans focus on creativity, problem-solving, and deep thinking. One CEO noted: "None of those things correlate with hours." [Article 2] Solo business owners can leverage this by automating repetitive tasks and focusing on high-value work that clients actually pay premium rates for.
Companies are creating formal guidance for employees to leverage AI effectively [Article 1], but as a solopreneur, you get to write your own playbook. Test what works, ditch what doesn't, and build your own AI-powered four-day workweek without asking anyone's permission.
Read the full articles for Google's specific AI coding guidelines [Article 1], how 245 organizations are piloting shorter workweeks [Article 2], and why freelancers might be best positioned to benefit from AI productivity gains.
👀 Read, Watch, Listen
This week’s awesome books, YouTube videos, newsletters, etc. to add to your list!
Atomic Habits by James Clear provides a science-based system for building good habits and breaking bad ones through tiny, incremental changes. Clear argues that lasting improvement comes not from setting goals, but from creating better systems—you fall to the level of your systems, not rise to your goals. The book offers practical strategies for making good habits automatic and bad habits impossible, including designing your environment for success, overcoming motivation issues, and recovering from setbacks. Drawing from psychology, biology, and neuroscience, Clear demonstrates how small 1% improvements compound into remarkable results over time, making this an essential guide for personal transformation.
🎉 Celebration Corner
Every week Doers Inner Circle members do a weekly review & get help when they need it — check out the progress they made this week!
I got business things done.
Didn't miss any deadlines.
Wrote texts for [business] webpage.
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I hope you found this valuable!
Wishing you much productivity!
- Jenae :)
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