Posts Tagged → productivity

A Gentle Approach to Block Scheduling

In a few weeks, I’ll release the new 2025 edition of the Productivity Field Guide, where I blend ancient wisdom for life’s big questions with modern techniques for tactical execution. One key topic we explore is block scheduling, and something important I’ve learned from my students is that traditional block scheduling isn’t for everyone.

That’s perfectly fine. What I’ve discovered is that there’s a gentler approach that can work for almost anyone. Instead of overhauling your entire calendar, start with just one nagging task. You know, the substantial one that keeps slipping off your to-do list.

The approach is simple: Open your calendar app of choice and find a significant block of free time, perhaps next Tuesday afternoon. Make an appointment with yourself – not a quick 30-minute slot, but a substantial three or four hours where you can dive deep and make real progress. Label it clearly, and if you share calendars, mark yourself as unavailable. This time is sacred.

This simple practice works magic in two ways. First, you’ve transformed that vague, anxiety-inducing task into a concrete commitment with a specific time and date. You can release it from your mental burden until then. Second, you’ve carved out and protected that time; it’s now as important as any client meeting or medical appointment.

The key is showing up for yourself. When that scheduled time arrives, honor it as you would any other commitment. If something truly urgent arises, don’t just let the appointment vanish, reschedule it. The work either gets done in its allocated time or finds a new home on your calendar, but it never simply disappears.

I’ve shared this gentle approach with many people who were initially resistant to full-on block scheduling, and they’ve found it remarkably helpful. It works especially well for those daunting tasks that feel overwhelming. Something about placing them on the calendar diminishes their power. You’re no longer avoiding them; you’ve created a concrete plan to tackle them.

Remember, this isn’t about becoming a productivity machine. It’s about creating space for what truly matters. Sometimes, this minimal approach to scheduling is all you need to move forward.

As for the upcoming Productivity Field Guide, I’m excited to offer two versions: one including the videos, book, and course materials, and another that adds a 12-week webinar series. I’ll have a lot more news on this soon. I can’t wait to share these resources with you and hear your thoughts.

Sparky‘s Happiness Formula

Over the past several years, I’ve spent a lot of time reading classic Hellenistic philosophy. I find those thinkers’ willingness to take on the big questions interesting. Because when it comes to thinking about philosophy, I’m practical. I couldn’t care less whether or not I’m living in a simulation. I am very interested, however, in finding and sharing happiness. And the Greeks thought about that question a lot. Maybe Aristotle said it best:

Happiness is an activity of the soul in accordance with virtue.

From Nicomachean Ethics, Book I, Chapter 7

That’s really the aim of my Productivity Field Guide. To get people to figure out what roles are important and how to become their best version for those. Having lived this system and now taught it to many people, I’m increasingly convinced that the payoff is more significant than being your best self. I believe I’ve found a formula for happiness. Put simply:

Pursuing your best self (Arete) + Ethical Living = Happy Life

That makes a lot of sense! Many of the ancients argued that living ethically and in accordance with virtue is key to achieving eudaimonia, often translated as happiness or flourishing. Arete can easily substitute in for virtue. It is very similar. Fulfilling one’s potential and living in line with one’s true nature along with ethical living gets you there. Or, at least, it gets me there and several others I’ve talked to going through the Productivity Field Guide.

Does this mean this formula makes you immune from suffering and disease? Of course not. It does, however, give you a mechanism to cope. True happiness can come from living a life of virtue and striving for personal excellence. The more I pursue these goals, the more I see it in myself and others.

I’ll cover this more in-depth in a new edition of the Productivity Field Guide, which will be released later this month. Stay tuned.

The Upcoming Productivity Field Guide Update

I want to explain a project I’ve been working on all year: An update to the Productivity Field Guide, due for release in January 2025.

I have to admit that it makes me a little nervous. I’m in the process of releasing the new Shortcuts for iPhone & iPad Field Guide (later this month!), and I’ve never released a new edition of an existing guide in just one year. But in the case of the new Productivity Field Guide, I think it is merited.

Having taught the course materials to many people over the past year ranging in age from 15 to 90, I’ve learned much about where the system gets hard for people and where the friction points are. Moreover, I’ve spent a lot of time researching the underlying principles of the system, and I’ve got additional thoughts about it. Perhaps the most crucial reason for the update is the messages and emails I’ve received from people who’ve gone through the course explaining how the ideas in the course changed their lives.

I can tell you that I’m always happy to release a new Field Guide and teach people how to master some element of their technology. This Productivity Field Guide, however, is different. In this course, I’m teaching you how to master your life. And if I’m being honest, at the end of the day, this course is probably where I will make the most significant impact with my life. So I’ve put a lot of wood behind the arrow on this one with this upcoming update.

Again, we’ll be running an extended webinar series. (Last year, it ran for 12 weeks!) There’ll be a lot of new material. But I wanted to give you a heads-up that this is coming down the pipe. The price will go up to reflect all the work I’ve put into this, but there will be a healthy discount for returning customers.

I can tell you my own relationship with productivity-style literature has always been somewhat skeptical. I don’t believe there’s some magic cure that will make you double the amount of your output or suddenly make a million dollars. Indeed, the only reason this guide exists is that I had to answer some tough questions for myself. I do, however, believe that in the modern world, it’s harder than ever to figure out what’s important and find a way to focus on that. We’re all here for just a limited amount of time, and if we’re going to make a dent, we should at least put that dent exactly where we want it. That’s ultimately my goal with this course: to help you figure out those things for which you resoundingly say yes, so that saying no to the other nonsense becomes easy.

Lessons from An Ancient Craftsman

Here’s a recent post from the MacSparky Newsletter. If you haven’t already signed up, I’d appreciate it.

Earlier this year, I had a chance to spend time in London, and I made a point to return to the British Museum. Specifically I was interested in the Parthenon pieces. I’ve been in that room before, but I felt like I didn’t experience these artifacts properly.

So this time I spent three hours in the Parthenon room. I studied each piece, I reviewed each placard, I even spent some time reading additional resources concerning those ancient pieces. They have the pieces from the pediments at each end of the room. There are several marble statues that sit atop either side of the building as a sort of three-dimensional mural.

The statues are gorgeous and timeless. For example, Athena’s clothing has the subtlest wrinkles. I can’t imagine the effort it took to make them from marble. Interestingly, the British Museum displayed them in a manner that allowed you to walk around the back. I didn’t notice this at first because nobody was walking behind them. Eventually, I found myself meandering around to the back of the room, where you have an excellent view of the backs of these statues.

I wondered what I would see. Would there be the same degree of detail on the backs as there is on the front? As positioned on the building, it would be nearly impossible to see the backs of these statues from the ground. And yet, from afar, they were not blank marble but indeed a continuation. The artists did complete the backs of the statues.

However, upon closer inspection, it was clear that these statues were not finished with the same degree of detail in the back as in the front. The fabric folds are less delicate. The muscle definition is not as refined. In short, that master craftsman, some 2,400 years ago, cut a few corners on the backs of these statues.

Pediment piece 01
Pediment piece 02
Pediment piece 03

Upon discovering this, I felt an overwhelming sense of kinship with that craftsman. Here was somebody at the top of his field, creating art for a building that would still be standing today if not for the fact some knucklehead stored ammunition in the building in 1687. The artist made something for the ages, yet he did less work on the backs than on the fronts.

We all struggle with this. No matter what our art is, there are always those bits that everyone sees and those bits that are covered up. And we face the question of how much effort to put into these various parts. It’s easy enough if it’s a hobby and you have all the time in the world. But you need to ship if you’re making a living off your art.

Tomorrow, another contract and project will be waiting for your chisel and hammer. So, how do you draw those lines? For most artists, myself included, I would say “with difficulty.” We all struggle to determine where compromise must occur and where it absolutely cannot.

Going back to the British Museum, the moment I saw where that sculptor made his compromises, it reminded me that this is not a new problem and that we all struggle with it and, 2,400 years later, we all do the best we can.

The Productivity Summer Camp

Earlier this year, I released the Productivity Field Guide. It was successful and helped many people find some center in a world full of distractions. This summer, I’m pleased to announce the Productivity Summer Camp. I’ll be providing the Productivity Field Guide and a four-week webinar series in August for a select number of young applicants. This course is for students in high school and college.

Why is This Worth Your Time?

When I was in school, there were a lot fewer distractions than there are today. The Internet was in its infancy, and a “smartphone” had buttons instead of a rotary dial. And yet, it was hard to stay focused back then. Today, with the connected world and so many people working so hard to monetize your attention, it’s nearly impossible. Moreover, competition is fierce these days, and the stakes are higher than ever.

Focus will be the superpower of the next generation because so few people have it. But Focus is more than staying on target when you sit down to read the book. It’s about a foundational understanding of what is important to you and what you intend to do with your life.

I devised a system that answered those questions. I’ve shared this with many people who’ve found it helpful. This course could give you the superpowers you’ll need.

In this course, you’ll figure out your “why,” which opens up the world for you. With this scholarship, you’ll get 50 Video Tutorials, a PDF book, helpful worksheets, and a month-long webinar series.

So, are you willing to give up some of your summer to answer the big questions with your own big answers? Now’s the time.

How Much Does it Cost?

The course will not cost money, but it’s not free either; I want you to work at this. Specifically, if you want in, you need to commit to going through the material, doing the exercises, and attending the webinars. No slackers!

Why Am I Doing This?

I considered the big questions when I was your age, but I never really got to the bottom of them until decades later. For many years, I was adrift on my “why.” Once I figured things out, my life got much better (and easier!). One of my biggest regrets is not figuring these things out earlier. So, I’d like to help you learn from my mistake.

How Do You Apply?

Send me an email telling me who you are, your goals, and why you are interested in this program. I’m invested in this, but I only want to work with people willing to do the work. Are you willing to watch the videos, read the materials, attend the webinars, and make a serious effort? If so, send the email to scholarship@macsparky.com by July 29. Recipients will be awarded at the end of July, and the webinar series will run through August.

Your pal, David

P.S. If you are reading this and know a high school or college-aged human that may benefit from the program, please pass this email along. Thanks!

On Avoiding Email: Second, Consider the Tool

Last week, I addressed avoiding email with the fundamental question of motivation. Specifically, are you using the easy stuff to avoid doing the hard stuff?

Despite its widespread use, email is not an efficient tool for all types of communication. We’ve overlooked its limitations in our attempt to make it do everything. It’s time we acknowledge that email is often the wrong tool for the job.

Numerous approaches to team communication can free you from the constant need to check your email. While these methods require some initial investment of time and thought, they can ultimately save you hours that would otherwise be spent on lengthy email threads.

For example, I have a scheduled weekly call with my editor where we talk about existing projects for about an hour. During that hour, we get everything handled for the week. Throughout the rest of the week, we keep notes for each other on individual project pages in Notion. Any question that doesn’t fit with a specific project goes on a separate page called “Open Questions.” Then, about a half hour before our weekly call, I go through all open loops and open questions so we can get on the phone and move through them. That one hour every week saves us multiple hours of messages and emails. With a bigger team, that saved time grows exponentially. Additionally, the back-and-forth nature of a phone call often yields better results.

If you are working with a team on a project, a setup like this is way easier than constant email chains with multiple people on it. This gives you one source of truth and one place to go to. It’ll take a little convincing with your team, but once you establish it, they will see the wisdom of it.

Also, try to schedule an in-person meeting regularly to review any open loops. When I was an attorney, every day at 4 PM, my paralegal and secretary could come in and ask me any questions they had. But it was understood they would not pepper me with emails or questions throughout the day.

Finally, there is an ancient bit of technology called the telephone. I put effort into my relationships with coworkers to make them understand that if they have something urgent, they can call me, but it better be urgent. I also make sure they understand that if they email me with something urgent, they will not get a timely response; I’m not your email monkey.

Many other tools are therefore better suited to team communications than email threads. Use your creativity to find a few that can work with your team. Only then can you loosen the grip email can have on your focus.

Book Report: Slow Productivity

I recently read Cal Newport’s latest book, Slow Productivity. Cal Newport is one of the leading voices in productivity, particularly for knowledge workers. One of the things I like about him is that he covers a diverse array of topics, from planning your career in So Good They Can’t Ignore You to finding focus in Deep Work and now slowing down for the important stuff with Slow Productivity.

book cover from Cal Newport's book titled slow productivity. it shows a wooden cabin on a cliff in the background, with multiple pine trees in the foreground, with a winding path made of stone in the middle. Way in the background is snow-covered mountain.

There’s a movement afoot concerning productivity and slowing down, and it’s a good one. With the emergence of technology, we all came to the idea that we needed to do more faster, which led us into this current crisis where we’re all so busy doing the little things that we never have time to think about the big stuff. Even though this is normal to us, it is unusual in history.

In this book, Cal goes back through history and explains how, normally, people spend a lot of time thinking about important questions to come up with valuable and important answers. Sir Isaac Newton didn’t have to contend with an email inbox. In this book, Cal talks about ways to bring us back to those roots where we can focus on the big things and a lot less on the small things.

This has been an overall trend for me as well. So much so that one of the video lessons in the Productivity Field Guide is called You Have To Do Less. This is straightforward advice to give and hard advice to accept.

In this book, Cal gives some great examples of practical ways to turn slow productivity into a reality. The book is entirely digestible at 220 pages and full of good ideas for exploration. As a complete aside, I will note that of all of Cal’s books, this one has the best cover.

Vision Pro Notes: Productivity

Yesterday, I wrote my notes about the Vision Pro hardware and its interface. Here are my notes on productivity:

  • visionOS has roots in iPadOS, and it shows. You’ll be disappointed if you are looking for a Vision Pro to replace a Mac.
  • Instead, I’ve focused on ways Vision Pro is superior to the Mac for productivity, like my writing cabin.
  • Vision Pro is very good at keeping me isolated for focused work. I can already be productive with the device where that focus matters.
  • We don’t have enough environments to get the most out of that last point.
  • I found an attached Bluetooth keyboard a big help. I use a connected trackpad much less, but it also can come in handy.
  • That said, dictation is much better than it used to be, and don’t forget to use it with the Vision Pro.
  • Fantastical is a stand-out app. Putting up your calendar and make it the size of the wall is pretty damn cool. It works particularly well for the big picture of monthly, quarterly, and yearly use. I’ve got a massive version of my monthly calendar installed on my ceiling. As I think about next month, I can look at the ceiling to see what’s on deck.
  • MindNode Next is also an interesting early entry. It’s a mind-mapping app but also a brainstorming app where you can locate ideas in space.
  • Ideation development (like MindNode) is an excellent use case for Vision Pro. Apple’s Freeform could also serve in this capacity, but it’s not yet there. My experiments continue.
  • If you want to capture a lot of text, try Aiko, an AI-based transcription tool. You just hit the record button, which converts the recording to text with the Whisper AI engine. I checked with the developer, who reports all work is done on-device.
  • Mac display mode acts as an escape hatch, but I don’t see it replacing monitors for extended work sessions. It makes tons of sense to have a big display attached to a laptop in a hotel room or to give you the ability to move your desktop Mac display to a different room, though.
  • We are in early days for the productivity question on Vision Pro. There are still many workflows to be explored and apps to be released.

Announcing The Productivity Field Guide

I’m thrilled to announce the release of my Productivity Field Guide. You can get it now with a special launch discount (code below).

Here are the Quick Details:

​Productivity Field Guide Plus Edition (or Standard Edition)

Limited Time 10% Launch Discount Code: PFGLAUNCH

Productivity Has Become A Dirty Word

We often associate productivity with life hacks and quick tricks to speed through our emails, but this approach doesn’t truly address the core issue. The real solution isn’t about doing more; it’s about doing less while focusing on what truly matters.

However, identifying what truly matters can be a complex and personal journey. Moreover, you ultimately have to draw your own map. This isn’t easy, but you’re not the first person on this journey and there is help in the recent and ancient past.

I’ve Been on a Quest

I went on a deep dive through modern productivity literature and theory. At the same time, I went back to people like Plato, Aristotle, Epictetus, and Marcus Aurelius for advice.

I ended up with a productivity system that takes advantage of modern ideas, but is founded on ancient principles.

What I ended up with was a productivity system that let me ship my best work and enjoy life at the same time.

And I will share that with you in this Productivity Field Guide.

The Productivity Field Guide has a lot of pieces:

  • A five-hour video course including 50 instructional videos that will get you up and running.
  • There is also a 100+ page book in both ePub and PDF formats.

The videos and the book are there to get you going. I can’t draw the map for you. (Nobody can.) Instead, I give you the tools to draw the map for yourself.

Each tutorial includes closed captioning in multiple languages.
​

I’ve Been Busy

  • I’ve published 16 Field Guides (Now 17)
  • I’ve recorded some 1,500 hours of podcasts
  • I’ve written a blog since 2007
  • … and I practiced law for nearly 30 years.

Perhaps the most frequent question I’m asked is, “How do you do it all?”

This course answers that question.

​

The Productivity Field Guide Details:

  • 50 Video Tutorials
  • 5 Hours of Content
  • A 100-Page Book
  • An in-depth guide into a unique productivity system that combines the best parts of modern and ancient thoughts on the subject.
  • Captioning in English, Spanish, French, German, Portuguese, Italian, Chinese, Japanese, Korean, and Tagalog

Plus Edition Content

In addition to the video content and the book, with the Plus Edition, you get:

A Twelve-Part Webinar Series

  1. Getting Started
  2. Roles and Arete
  3. Quarterly and Monthly Planning
  4. Weekly and Daily Planning
  5. Projects and Habits
  6. Maker, Manager, and Consumer
  7. Hyper-Scheduling
  8. Doing the Work
  9. Shutting Down
  10. The Best Tools for Productivity
  11. Questions and Answers
  12. Productivity Spotlights (Currently booked: Shawn Blanc and Chris Bailey.

All webinars are recorded, edited, and later added to the course.

Access to the Productivity Field Guide Private Community Message Board

You can get The Productivity Field Guide now with a Launch Discount:

​Productivity Field Guide Plus Edition (or Standard Edition)

Limited Time 10% Launch Discount Code: PFGLAUNCH

This course is very special to me and I hope you enjoy it.

– – –

The early testimonials for the Productivity Field Guide have been amazing. Here are a few:

Watching the Field Guide is like sitting down with a good friend and talking about your priorities in life. Compared to other productivity resources, this guide is not about figuring out how to do more things in less time; this field guide is about figuring out how to give more time to the important things.

– Philipp
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MacSparky’s Productivity Field Guide is his best work ever! He teaches a productivity system that is unique to you: it grows out of your life roles and what is important to you. It’s comprehensive: it deals with all of your life, not just what you do at work. It’s practical: he gives you step-by-step instructions on how to set up your unique systems. And I can testify that after following his system for the past couple of years, it is transformative: it can change your life for the better and help you to become the best possible version of yourself. Amazing value for the price: buy it now!

– Jim E.

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The chapter on roles and arete blew my mind.

– Irene K.

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I’ve been playing with Productivity systems for nearly 20 years. I wouldn’t expect to have anything new to learn. Sparky proved me wrong. He just saved me from a painful annual review process and has me incorporating my varied roles into my process more.

– Mark L.