Carl Pullein recently shared some powerful insights on productivity and time management that resonated deeply with me. As someone who has fallen into the trap of app-hopping and system-tweaking more times than I’d like to admit, his candid answers to common productivity questions offered a refreshing perspective.
The biggest mistake most of us make? Obsessing over tools rather than focusing on results. I’ve wasted countless hours searching for the “perfect app” when, as Carl points out, it simply doesn’t exist. What matters isn’t whether you’re using the trendy new task manager everyone’s raving about, but whether your system shows you what needs to happen today.
Simplicity Beats Complexity Every Time
What struck me most was Carl’s advocacy for simplicity. You don’t need complex tools – sometimes just a notebook with a line down the middle (tasks on one side, appointments on the other) is enough. Digital tools have their place for recurring tasks and appointments, but their primary purpose remains straightforward: to show you what needs to be done today.
This simplicity extends to how we manage our email as well. Carl’s approach to clearing overwhelming backlogs is practical and guilt-free:
- Start with the oldest emails first (they’re often the easiest to delete)
- Determine your “embarrassment threshold” for late replies
- Remember that truly important matters will resurface if ignored
This approach removes the anxiety that comes from perpetually growing backlogs while acknowledging our human limitations.
Protecting Your Time in a Meeting-Heavy World
One question that hit close to home was about finding time when your calendar is packed with meetings. Carl’s suggestions were refreshingly assertive:
- Renegotiate meeting times – most people are more flexible than we assume
- Question whether you need to attend every meeting
- Request shorter meetings (30 minutes instead of the default hour)
- Cap your weekly meeting hours (e.g., 25 hours maximum)
I’ve started implementing the cap on meeting hours, and while it felt uncomfortable at first, it’s been transformative for my productivity. By setting boundaries, I’m protecting time for the actual work I’m paid to do.
The Power of Pen and Paper
Perhaps the most surprising insight was Carl’s “obsession” with pen and paper. It’s not about nostalgia – it’s backed by science. When we type, we activate the part of our brain responsible for editing. When we write by hand, we tap into our creative side. This is why planning on paper consistently produces better results than digital planning.
I’ve tested this myself with project planning, and the difference is remarkable. My digital plans tend to be linear and predictable, while my hand-drawn plans explore more possibilities and creative solutions.
Consistency Through Morning Routines
How do you stay consistent with productivity systems? Carl emphasizes the power of morning routines and daily planning sessions. By starting each day by evaluating your available time (and then reducing it by about half to account for interruptions), you create realistic expectations.
The other key is protecting focused work time. Carl blocks 9:30-11:30 AM daily for his most important work – even his dog knows not to disturb him during this time! This protected time becomes sacred and helps maintain consistency even when other parts of your system might slip.
What I found most valuable about Carl’s approach is its humanity. He acknowledges we can’t estimate task durations accurately because we’re human beings affected by mood, energy, and life circumstances. Instead of fighting this reality, he embraces it by focusing on time blocking rather than task estimation.
As AI increasingly enters the productivity space, this human-centered approach becomes even more critical. Do we really want algorithms dictating our priorities and schedules? Carl’s concern about losing agency to AI tools resonated strongly with me. Productivity systems should enhance our humanity, not replace it.
The next time you find yourself hunting for a new productivity app or feeling overwhelmed by backlogs, remember that the most effective approach might be the simplest one. Focus on what matters today, protect your time fiercely, and keep your humanity at the center of your productivity system.
Howie Jones
My name is Howie and I'm a Customer Success Manager at Calendar. I like to ensure our customers get the best experience using our product. If you have questions email me howie at calendar.com