Daily Efficiencies, Practices, Planning, and Systems ｜ ASK ME ANYTHING
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Summary
In this episode of the podcast, Ryan talks about the importance of systems, structures, organization, productivity, and daily planning in order to be a better man. He also talks about how to manage your time and maximize productivity.
Transcript
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One of the first things that this book says, as a quote, is it says, that which is measured
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So if you said to me, Ryan, I want to eat 2,500 calories per day, good, good tactic,
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Do you have a scale that you can measure your protein with or measure out the rice or the
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I mean, we need to get down to the nitty gritty and start measuring this stuff because it's
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very easy to deceive ourselves and to say, yeah, yeah, yeah, I'm doing it.
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You live life to the fullest, embrace your fears, and boldly chart your own path.
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When life knocks you down, you get back up one more time, every time.
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You are not easily deterred or defeated, rugged, resilient, strong.
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This is who you will become at the end of the day.
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And after all is said and done, you can call yourself a man.
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Gentlemen, welcome to the Order of Man podcast.
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I'm your host and the founder of this movement to reclaim and restore masculinity.
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Usually I have my good friend and fellow co-host, Mr. Kip Sorensen, on the podcast.
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He sent me a message a little bit ago, said he's not feeling well.
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If I had to guess right now, he's probably eating some chicken noodle soup and having
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some saltines and maybe watching The Price is Right for the rest of the day.
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I don't know if the kids are still doing that these days, but he's down and out.
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So you're going to hear from me for better or worse today.
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And specifically on today's podcast, we're going to talk about systems, structures, organization,
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efficiency, daily planning, et cetera, because this is so crucial.
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So many men leave so much on the table because they lack the systems and they're inefficient.
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And even when they are busy, it seems like they're just pumping their pedals, but they're
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I want to know for me personally, that if I'm going to put forth effort, that it's actually
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So I'm going to jump right into questions today.
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Speaking of efficiencies and productivity, obviously with it being Labor Day weekend, I got thrown
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off a little bit because I took the day off, a rare day off I took.
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And by the way, thank you to all of you who are serving your communities, you're working
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hard, you're serving your families, you're building this country, you're building your
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We are standing on the shoulders of those men who came before us, who put forth the blood
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and the sweat and the tears to make this the most prosperous country that has ever existed
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And sure, we've got a lot more work to do, but it's those of you who are out there doing
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the work, putting in the work day in and day out, sacrificing so that you can provide for
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Again, we're talking about efficiencies for planning.
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The first one comes from a member of the Iron Council.
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I just talked with Aaron just the other day, and him and I are supposed to have a call later
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But Aaron Polito, he says, how and when is it appropriate to build in flexibility or how
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best to balance structure and flexibility for those with dynamic work situations that
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force reactivity during working hours, best practices on how to protect time or how to
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effectively schedule deep and focused work, best practices for instilling daily checkpoints
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to identify when the day is off track, and those three would be the most helpful specifically.
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Well, here's what I do, Aaron, first and foremost, and I do this, and I don't have the
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same sort of reactivity that you may have in your work schedule based on what you're
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I plan out my day to the T using our 12-week battle planner.
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If you go to the store, store.orderofman.com, you can pick these up, and you can just pick
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up the inserts, which are really inexpensive, unless you wanted the leather binder like I
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So I plan out my day, but the best thing that I've ever been able to do regarding my
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And a lot of the times, people think when you build in a buffer for appointments that
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it's going to make you less effective, and I've found the exact opposite to be true.
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So for example, if I have an hour-long meeting, I always schedule a 90-minute block.
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So if my meeting starts at noon, in my calendar, I put on there that I will be done with that
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That way, if something goes over a little bit, it's fine.
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If it goes to the exact right time, to noon, for example, that's good too, because now
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I have a half an hour to catch up on any emails, put out any little fires, make a phone call,
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reprioritize this calendar, this schedule based on whatever might come up.
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So that 30-minute block, people think, well, you lose that time.
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In fact, the shorter the time, you're able to actually cram and fit a lot in there because
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I can't remember what it is right offhand, but work expands to the time allotted.
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But if that's true, then I think it's safe to assume that work contracts to the time allotted
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So we can get a lot done in a short amount of period of time.
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If we are crunched for time and we know that, for example, in my previous scenario, I've
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got a meeting at 1.30, that means I've got a half an hour to bust it and get a bunch of
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Deep and focused work, I think, comes with, number one, creating an environment where you
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If your doors are always open or you share an office with somebody else or you have your
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phone by you and your email is pulled up when you're trying to do deep work, it's going to
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be less likely that you're going to be deep and focused on what needs to be done.
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You're going to be distracted by other conversations.
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For whatever reason, people think if I'm on the computer in a public place or with friends
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or family and I'm on the computer and I'm typing away, people just naturally assume that
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they can come talk to me because there I am in their proximity.
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But if I'm in my office, it's organized, it's structured, it's free of clutter, it's
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free of chaos, the door is closed, then it's going to be less likely that people come in
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and I was going to say bother me, but that's not really it.
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Just distract me while I'm trying to do deep and focused work.
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You know, as a man who works at home, when my kids were here at the house all day, I told
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them, if my door is open, you're welcome to come in.
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If I answer and say, come in, you're welcome to come in.
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If I don't answer, don't keep knocking and don't start yelling.
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I might just be doing deep and focused work like you're talking about.
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But the more that you can set that up with individuals and then once you set it up, uphold
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the boundaries because they are going to try to cross them.
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If you say, hey, from noon to two, I'm unavailable because I'm doing X, Y, and Z, somebody is
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going to come in at 1205 and say, hey, you know, Aaron, I could really use your help on
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You actually have to be able to uphold the boundaries so people get it.
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And so you might say to that individual, hey, Joe, I appreciate that you have this issue.
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Uh, I told you I'm unavailable between noon and two, which means I can't address that
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Uh, so if it's not an emergency, go talk with so-and-so or sit on it for a couple hours or
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But the more that you can uphold that boundary, the more people start to realize that you're
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Because if you're not willing to protect your time, I guarantee other people will not protect
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Um, and then the best practices for daily checkpoints is again, the buffer.
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When I was doing financial planning, I would do the same thing, 90 minute meetings for an
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And what I would do at the end of that meeting is I would just take some notes based on the
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client meeting, write down what we talked about, what we discussed, what recommendations
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Not only was I legally bound to do that because I was a fiduciary for my clients, it was just a
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And you can do that if you have a buffer, you can go through and say, okay, was that
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meeting productive or was that project what I needed to get done?
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Or what do I need to tweak and change in the rest of my daily pilot plan to ensure that
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A similar vein on this next question is this one comes from Chris Chivers.
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He says, there are many men who work some variation of a beyond Monday to Friday, eight to
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For example, alternating shift work, multi-day short-term shifts, longer weekday shifts,
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With the ever-changing daily weekly routines and structures, what systems or suggestions
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do you have to help ensure consistency executing multiple daily and non-negotiable tactics?
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Additionally, find time to focus and tackle larger, more goal-oriented tasks.
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So very rarely is somebody completely unaware of how their day is going to go in advance.
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Now, I realize depending on your work, you might have emergencies come up or you might
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But that, for the most part, is going to be the exception, not the rule.
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So even with alternating shift work, there's still a schedule with that.
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Even with multi-day short-term shifts, still a schedule.
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And so you might be an individual who has different types of days.
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So one day, you might be in from 7 a.m. to 5 p.m., let's just say, hypothetically.
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And then every Wednesday, you take a noon to 7 shift.
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And then Friday, you have maybe it's a graveyard or a midnight shift.
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And so you've got from 9 p.m. until 5 a.m. the next morning.
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But you know that those are three different types of days.
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And a C day is your evening or your graveyard shift, whatever it might be.
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Now that you've classified and categorized your day,
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you can say, on A days, I work out when I get done with work at 4 o'clock, whatever I said.
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On B days, I work out before work at 11 o'clock.
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And on C days, I work out when I get home, which is at 5 a.m.
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And you can toy around with it to figure out what's going to work best for you.
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But if you can create a schedule for those different types of days,
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I think you're going to have a lot more success.
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Because a lot of guys will say, well, I can't go work out at 6 a.m. every morning
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But maybe your schedule is that you're going to get up two hours before you work,
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And that'll help you get into the gym, do your workouts, and then get on with your day.
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Or maybe it's on a lunch break, on a B day, that's when you do your workout.
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And so you know I'm going to pack my lunch or I'm going to prepare my meal ahead of time
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so that I can go eat it real quick, do my workout for a half hour, and just get after it.
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Or maybe on those graveyards, it's really difficult for you because you have to get up late.
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Maybe you've been up all day and you don't want to do it after work
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because you're going to be beat and ready for bed.
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So maybe you do on a C day, a very short workout, and it's not going to the gym.
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It's just doing some body weight movement at the house.
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I think that's the problem a lot of men have is they believe that their day needs to be planned
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to the T and they need to do whatever it is they're going to do to the nth degree every single day.
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And look, if that doesn't work, it doesn't work.
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So create a schedule, even though it might not be 100%,
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It would be better for you to go to the gym three, four, five days a week and lift heavy weights,
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So maybe you do three heavy lifting days and the other couple of days you do body weight workouts
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and that's just what you have to do because that is your schedule.
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Start categorize your days, A, B, and C days or however you want to do it and then start plugging
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If reading and journaling is a non-negotiable but you happen to get sidetracked or your day
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You've got a 30-minute buffer between meetings.
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I mean, how long does it take for you to eat if your meal is already prepared?
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If you have to go somewhere, get it, drive somewhere, yeah, it's going to take longer.
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But if your meal is already there, you have it in the fridge at the office, you throw it
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It's going to take you five minutes, 10 minutes tops to eat your food.
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Maybe that's even in your office, at your cubicle or in your office, and you're doing
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push-ups and air squats and sit-ups or jumping jacks.
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Or maybe use that time to read or to journal or to plan the rest of your day.
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But I think the buffers will also help with the variation of the schedule.
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But again, categorize your days, figure out what non-negotiables are, and put those in
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order for your A, B, and C days and have some flexibility because things will change.
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He says, what tactics do you think we can utilize in our daily planning for tasks and
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goals to ensure continual growth, progress, and make sure we don't step back into old
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Well, part of the beauty of the battle plan, again, that's this tool, if you're following
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I'd have to look, but about 350,000 people over on YouTube.
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So if you're not over at youtube.com slash order of man, do it.
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The beauty of this is that it's not just about execution because anybody can be busy.
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And 99 of them will say, oh man, I'm doing really good.
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So the beauty of this battle planner is that we have tools inside of this to make sure that
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And the first tool is what we call an after action review.
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And an after action review is analyzing your day.
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I look at what I did not get done and roll it over to tomorrow.
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Maybe I was positive and really effective and efficient.
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And then I look at the things that I did not do so well.
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Maybe I did get distracted with somebody else's problem.
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Maybe I took a few phone calls and something went wrong and I handled it incorrectly.
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And then the fifth question I ask is, what am I going to do tomorrow to ensure that it's
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If my goal is to lose 30 pounds this quarter, then the 30-day checkpoint should be I'm down
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The 60-day checkpoint should be that I'm down 20 pounds.
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And then that way in 90 days, if I stay on the same trajectory, then I'll be down my goal
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Now, you don't have to wait until 30, 60, and 90 days to do those checkpoints.
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We just had a guy in the Iron Council who, he goes by Frosty and he was talking about
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And I can't remember the totals, but he's like five pounds or something away from his
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And he's been losing weight rapidly with the eating, with the nutrition, with the working
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And so he's had to adjust his battle plan to make it harder because he's doing so well.
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So now he's implementing new things, new tactics into his daily planning.
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That's going to help him far surpass what he originally thought he'd be able to do.
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So that's why the goal, excuse me, the checkpoints are so powerful because they allow you to see
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And if you're far behind, you have to critically ask yourself during the after action review,
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am I really doing what I said I would do, right?
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Because if you say, hey, I'm going to, I'm going to live on a 2,500 calorie diet each
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Outside of very, very rare medical conditions, if you reduce your caloric intake, you're going
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It's just going to happen if you have a deficit, calorie deficit.
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So what's probably happening is not that you have some rare medical condition where you
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can't lose weight, but what's probably happening is that you're actually not consuming 2,500
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You're consuming 3,700 calories and you're letting little snacks and little too much portions in
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And you're not tracking it or acknowledging that you're not actually sticking to it.
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Now, one of the first things that this book says as a quote is it says that which is measured
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So if you said to me, Ryan, I want to eat 2,500 calories per day for the next 90 days, that's
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a, let's, let's say it's a 500 calorie deficit each day.
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Do you know how much calorie, how many calories are in what?
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Do you have a scale that you can measure your protein with or measure out the rice or the
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I mean, we need to get down to the nitty gritty and start measuring this stuff because
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it's very easy to deceive ourselves into saying, yeah, yeah, yeah, I'm doing it.
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Because you didn't have the diet Coke you normally have this morning.
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So you're not actually losing any calories if you just stop drinking diet Coke.
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I would argue that it could be better for your health, but it's not really what you're
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So you have to get crystal clear and you have to be able to measure it.
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And so those are some tactics that are built in.
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That's his nickname in the Iron Council Collins.
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He says, how do you, I'm going to open this up a little bit.
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He says, how do you handle, let's see, how do you handle in your normal weekly structure,
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the unexpected, uh, I found having routine before mornings or before end, uh, to be beneficial,
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but sometimes an unexpected event or occasion occurs.
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How do you make up for whatever it is you had to put aside for such an occasion?
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I feel like I answered this particular question a couple of times already.
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Again, just to recap, building in buffers is huge.
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Um, not stacking your day to the brim is going to be beneficial.
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Some days are just like that, but you don't have to have every day like that.
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Um, making sure that you recap at the end of the day, that fifth question, what am I
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going to do tomorrow to make sure it's effective?
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Hey, I had this emergency come up, so I have to evaluate, I have to adjust and have to
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And then you can do that at the end of the day.
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I would also suggest to you that what we often say are emergencies aren't really emergencies.
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Just because somebody else has a problem, it doesn't have to become your priority.
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Just because somebody else isn't doing what they're supposed to be doing doesn't mean
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you need to jump in all the time and save them.
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There might be moments and reasons why you should do that, but it doesn't necessarily
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And also, depending on what line of work you're in, if you're in law enforcement, for
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example, you know you're going to get called in on a case.
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You know that you're going to have to go do work.
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You know you're going to get a call or the fire department or a paramedic.
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And the better off that you can anticipate what type of emergencies might come up in your
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line of work, the more capable you are of dealing with it.
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And I would also say to you that if your job is one where emergencies and unexpected things
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come up, then you need to be hyper efficient with the way that you're doing your work when
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Because if you're allotted, for example, if you've allotted yourself an hour of time blocking
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to check emails, get it done in a half an hour.
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Because if you get it done in a half an hour, then you just recaptured 30 minutes of your time.
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And that 30 minutes doesn't mean now all of a sudden you can start scrolling on your
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It means that whatever was supposed to be doing, you're supposed to be doing next now
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rolls into that 30 minute slot so that you're hyper efficient.
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And I would suggest that we try to get away from as best you can.
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I realize if you're an employee, this is difficult.
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Like my day is done when I've put in eight hours.
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Instead, I would say my day is done when the work is done.
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So if it takes me six hours to do what takes other guys eight hours to do, then I'm that
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And I can still put in the eight hour day, but now I'm going to start taking other tasks
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and put them in top on top of what I've already done.
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I feel the same way about money, by the way, guys, like I can't tell you how often a man
00:22:55.160
will reach out to me and he'll say, you know, the transmission on the car went out or one
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of the kids broke their leg at school and we had to pay this deductible or we had a tree
00:23:10.260
fall on the garage and now we need to replace the garage or now we're left without a car
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Or another one I often hear is that they hate their work and their employer asked them to
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If you haven't handled your financial situation, then that's going to be a really difficult day
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But if all the while you've been paying off debt, you've been budgeting, you've been prudent
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with your financial decisions, you've been stashing money aside, you've been investing,
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you've been learning about how to handle your money.
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When you have to hit a $5,000 deductible on your vehicle because something happened,
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you know, it's going to be a bad day, but it's not going to wreck you financially because
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So the best thing that you can do to ensure that when emergencies, whether they're
00:24:00.140
natural disasters or financial emergencies or medical emergencies come up is to make sure
00:24:05.920
you're doing the work you need to be doing now, today, so that when they come up and they
00:24:10.600
will come up, you're not going to be completely side railed by whatever happens to be going
00:24:19.760
Be efficient now and you won't have to worry about it later.
00:24:23.120
Dennis Abrams, he's our executive officer over on Team Navarro.
00:24:26.780
He says, what's the best way to become an early riser?
00:24:34.060
Well, I think number one, it's a decision and that's really easy to say.
00:24:38.940
It is that, but let me give you some other tactics here.
00:24:42.860
So number one, go to bed earlier and you might have to force yourself to go to bed earlier
00:24:50.680
So you might not be as tired at the end of the day, but go to bed earlier.
00:24:54.640
You're going to have to do it for a week or so before your brain and your body start to
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recognize that when you get in that bed, it's time for bed.
00:25:02.020
The other thing I would say is that the bed is only for two things, sleep and sex, nothing
00:25:08.180
You don't need to be playing video games in your bed.
00:25:17.960
In fact, I'll probably just take it out of my room because I don't want to watch it at
00:25:20.900
I don't want to condition my body to think that when I get in that bed, it's something
00:25:28.380
So I want to condition my body to believe that when I get in bed, it's time for bed or time
00:25:41.240
Everybody talks about quantity, but very few people talk about quality of sleep.
00:25:45.040
I've gone through in my room and I've taped up all the little LED blue lights and all
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the flashing little trinkets and lights and everything else.
00:25:52.040
I do have some podcast equipment that sometimes I forget to unplug, but I try to unplug it because
00:26:01.280
I've set the temperature where it needs to be set based on how I sleep best.
00:26:05.640
My bed is comfortable based on how I sleep and the way that I sleep.
00:26:12.360
And that seems to help me sleep better, which means that I actually wake up rejuvenated and
00:26:18.500
The last thing that I'll tell you, Dennis, is outside of what I've already shared, is
00:26:25.380
If you haven't thought about the night before, what you're going to do the next morning, you're
00:26:30.240
going to be way more likely to hit that snooze button because you're going to wake up when
00:26:34.000
that alarm goes off and you're going to say to yourself, oh man, I wanted to go to the
00:26:46.940
I don't really know what workout I'm going to do when I get there.
00:26:50.100
I'll do it today or tonight or I'll start tomorrow.
00:26:53.520
And that's what people do because they have no routine.
00:26:58.740
They have no ambition and they have no way of knowing what it is they're waking up for.
00:27:02.920
Why would you wake up if you have nothing to wake up for that excites you and makes you
00:27:13.840
I might have a very light breakfast, very light.
00:27:17.180
Sometimes I'll have some hard-boiled eggs or a couple of fried eggs, try to get some water
00:27:25.080
And then even before I get to working, I plan out my day.
00:27:34.800
Sometimes I'll listen to something instead of read if I'm crunched for time and just a
00:27:38.800
little reflection on what the day is going to look like.
00:27:45.400
So I know I need to start getting after it because if I don't, I won't be able to get
00:28:03.400
He says, how do you make daily planning become a ritual?
00:28:07.220
I've tried to set reminders on my phone, but it seems to have the opposite effect.
00:28:15.520
Most people would say, how do you make it a habit or a practice?
00:28:21.400
But I like that you use the word ritual because when you think of what a ritual in the traditional
00:28:29.940
There's some level of honor in what you're doing.
00:28:42.060
And you're actually diving deeper into making sure that it's an experience rather than just
00:28:49.300
And so to go back to what I was saying earlier is if you want it to become quote unquote ritualized
00:28:54.840
Zach, like you're talking about, the best thing that you can do is a couple of things.
00:29:03.220
Don't just do your daily planning at the kitchen table or in the living room sometimes, or if
00:29:07.800
your kids are bouncing off the walls and they're getting up and they want cereal and they want
00:29:11.220
to watch cartoons and you're trying to do your daily planning inside of the living room,
00:29:24.820
Maybe it's in your own bedroom and your wife knows that this is your daily planning.
00:29:28.620
Maybe you do it before the kids get up and you do it at the kitchen table, or maybe you
00:29:33.000
have a desk in a common living area where you can do it and you've got your computer
00:29:38.740
But wherever it is, make sure the environment is conducive to focus.
00:29:44.280
Also, make sure it's an environment that you like.
00:29:47.760
If it's an environment where you have a chair and it's uncomfortable and it's awkward and
00:29:53.640
it's stuffy and you don't like being in there or the room's too hot or it's too dark or too
00:30:00.860
Make it an environment that's actually somewhere you like going and like being.
00:30:06.800
If it's something you enjoy, then you're going to do it.
00:30:09.320
And that's why I would say, you know, find a good chair.
00:30:12.280
If a chair is important to you, find a good chair and use that chair and reserve that chair
00:30:21.440
You know, don't let your wife take it and use it as an extra chair at the kitchen table
00:30:28.260
And I know that sounds weird, but we're talking about ritualized practices here.
00:30:35.060
And then you can go buy her an extra chair that actually matches your kitchen set when
00:30:40.820
Don't let your kid take your office chair and go roll it around and do races in the living
00:30:46.140
Although that sounds fun and I would probably get down with that too.
00:30:51.760
Make it part of your practice and make it important and significant and mean something.
00:30:57.060
I would also say making sure that you have things set up the day before, like we've
00:31:01.460
talked about, so that you can be efficient in the morning.
00:31:06.260
I think just being efficient and not having this droned on long, monotonous, boring process
00:31:18.760
And that might be explaining to your wife that at 6 a.m. to 6.30 is my daily planning.
00:31:26.580
So I can get up before and I can put coffee on the pot or whatever.
00:31:32.940
But I can put coffee on or whatever, turn it on, whatever you do with coffee, pour it.
00:31:43.880
But from 6 to 6.30 is your time to do your planning.
00:31:48.420
The more committed you are to it, the more reverence, that's a good word, the more reverence
00:31:54.380
that it has, the more it becomes a ritual and it becomes something you enjoy rather than
00:32:01.340
And then the last thing would be to do that after action review at the end of the day,
00:32:04.100
because that's going to help you tie your daily planning to results.
00:32:07.820
So if at the end of the day, you're like, what did I do well?
00:32:21.460
And it was a hyper effective day because I planned it the day before.
00:32:24.300
And when you start marrying your actions with the results, you're going to be more tempted
00:32:34.080
So guys, on the topic of efficiencies, I've had to pivot and adjust today.
00:32:38.160
So this is going to be a shorter meeting than it normally is.
00:32:43.360
I've got a bunch of questions over on Facebook as well.
00:32:45.700
And when Kip is here, when he's recovered from his little man cold, we'll get him back
00:32:51.440
And I would love to get his take on some questions from Facebook.
00:32:57.360
Number one, I talked about this quite a bit on today's podcast, the 12 week battle planner.
00:33:02.300
You can get the leather cover that I have here, or you can pick up just the insert.
00:33:07.800
If you go to store.orderofman.com, you can check it out.
00:33:11.480
And if you want to know how to use this in the most effective way possible, or maybe you
00:33:16.400
have your own tool or want to create your own tool, there's a free program that we have
00:33:24.100
It's a series of emails that you'll get that walks you through the exact planning system
00:33:28.060
that I have developed over 10 years of doing this work that has produced maximum results.
00:33:32.740
And when I'm slacking in my life and I'm not as efficient and I've messed up and made
00:33:37.460
mistakes, I'll tell you, it's because I deviated from that system.
00:33:41.580
So if you go to orderofman.com slash battle ready, orderofman.com slash battle ready, you
00:33:48.400
can get signed up for the program and you'll get your first email immediately.
00:33:52.880
And you'll get 17 other emails that are going to walk you through in a course of 30 days,
00:33:56.860
how to use this and how to maximize and leverage your efficacy and efficiency in your life.
00:34:09.200
We're going to be implementing some new programs and some new features for our iron council members
00:34:17.060
They don't even know yet, but they're going to be cool.
00:34:19.660
So if you want to check that out, you can go to orderofman.com slash iron council.
00:34:25.600
Until then, go out there, take action, be efficient, and become the man you are meant to be.
00:34:35.440
Thank you for listening to the Order of Man podcast.
00:34:38.400
You're ready to take charge of your life and be more of the man you were meant to be.
00:34:42.440
We invite you to join the order at orderofman.com.