The Productivity Lie We’ve All Bought Into (and What to Do Instead)
By James Fleming, MD of The Power Within Training
Your phone’s buzzing. Again.
Slack’s pinging. Your team’s got “just a quick question.”
Your inbox is sitting at 83 unread, and that’s only because you glanced at it an hour ago.
You’ve got a 9:30am Teams call that should have been an email, and a 10:00am follow-up about the email that became the Teams call. And somehow, in between managing a crisis, fixing someone else’s mistake, and attempting to finish your cold coffee, you’re meant to lead. Inspire. Grow the business. Be “productive.”
Sound familiar?
Because here’s the thing: for years, we’ve been sold a lie. That productivity is about doing more. That if you tick enough boxes, respond fast enough, and keep your calendar full from 8am to 6pm, you’re winning.
But the truth is, you’re just surviving. Running in circles. Drowning in “busy work” while the stuff that actually matters gets buried at the bottom of your to-do list… again.
I’ve been there. And I’ll be honest, sometimes I still find myself slipping back into that trap. But I’ve learned (the hard way) that real productivity in leadership isn’t about squeezing in more. It’s about doing the right things, at the right time, for the right reasons.
The Real Measure of Productivity in Leadership
At The Power Within Training, we talk a lot about High-Payoff Activities (HPAs). These are the tasks that actually grow your business, develop your team, and push your goals forward. Not the quick wins, not the admin, not the endless firefighting. Want to know the brutal truth? Most business owners and leaders spend less than an hour a day on HPAs. The rest is spent reacting.
We teach our clients how to change that. To carve out time for strategy, leadership, learning, and decision-making, the work that builds, not just maintains. That’s real productivity in leadership.
James’s Routine: Productivity That Actually Works
For me, what keeps me grounded is routine. Not this ‘hustle culture’ you see people promoting, not 14-hour days that are glamorised on social media. Structure. I start my day early. Not because I’m trying to win some 4am wake-up club trophy, but because the early morning is when my brain works best. There are no distractions. Just clarity.
I go to the gym at lunchtime, not after work. Because it resets me. If I don’t, I hit a wall mid-afternoon and my brain turns to soup. Find what works for your rhythm and protect it. Your calendar should reflect your priorities, not just your obligations.
Why Goal Setting is Everything (And How I Do It)
Here’s something I’ve learned that changed the game for me: productivity isn’t about being busy today. It’s about staying aligned with where you want to be tomorrow.
That’s why I consistently set goals. Annual goals broken into quarterly and monthly goals. Every Friday, I review them and plan out the week ahead, including my HPAs. Every day, I ask: what are the 5 things I must do that directly link back to my big picture?
That’s where real progress lives. Not in your inbox. Not in back-to-back Zoom calls. But in intentionally chosen, consistently executed actions that move the needle.
So What Should You Do Instead?
First: audit your time. Seriously. Track where your hours go for a few days. Most people are shocked by what they find.
Then ask yourself: Are these tasks moving me closer to my business goals? Is this a HPA or just something that feels urgent? Can I delegate, delay or delete this?
Next, block out time for your HPAs. Put them in your calendar like you would a meeting with your most important client. Because that’s exactly what they are.
And finally, get help if you need it. You don’t have to do this alone.
This Is What We Do at The Power Within Training
We’re not here to give you another time management template or PowerPoint about SMART goals. We’re here to help you build a mindset that makes things happen. Our leadership development training is built around Motivational Intelligence (MQ), the science of what drives people to take ownership, push through obstacles, and stop making excuses.
We help leaders and business owners identify what matters most, build routines and habits that support that, and create a team culture where productivity is about outcomes, not optics.
Whether you’re part of a big organisation or running your own business in the trades, the construction sector, or anywhere else, we’ve been there. We’ve helped thousands of clients get off the hamster wheel and start building the business (and life) they actually want.
Final Word
Real productivity in leadership isn’t a longer to-do list. It’s clarity, discipline, and courage. Clarity to know what matters. Discipline to prioritise it. And courage to let go of the noise. You don’t need to hustle harder. You need to choose better.
So, if you’re stuck in reactive mode, constantly spinning plates and wondering why you’re not getting anywhere, maybe it’s time for a different approach.
James Fleming
The Power Within Training
The Motivational Intelligence Company
james@tpwtd.com
