Superhuman is for Weak Leaders

As a naturally disorganized guy who used to scribble homework assignments on the back of my hand in high school, I know firsthand the chaos that can ensue when you lack a system for managing your commitments.

It's a habit that can follow you into adulthood, and if you're not careful, it can sabotage your effectiveness as a leader.

One of the most common traps that disorganized leaders fall into is using their email inbox as a de facto to-do list.

It seems harmless enough at first—after all, your inbox is always right there, constantly demanding your attention with its endless stream of messages.

But relying on your email to keep track of your tasks is a recipe for disaster, or best case - massive inefficiency.

Don’t Just Answer Emails Faster

In recent years, there's been a proliferation of software programs like Superhuman that promise to help you answer email faster and more efficiently.

Superhuman helps you do things like keyboard shortcuts to respond faster.

While these tools can be seductive, they often miss the point entirely.

The real question isn't how to do more email more quickly, but whether you should be getting that email in the first place.

(Clarification: This is if you are a leader… not performing other functions in your organization in addition to being the leader)

When you're constantly reacting to incoming messages, it's easy to lose sight of your own priorities and goals.

You end up spending your days in a state of perpetual responsiveness, never quite sure if you're working on the right things.

Instead of looking for ways to optimize your “email speed”, it's worth taking a step back and asking some fundamental questions:

• Is this conversation truly necessary, or could it be resolved through other means?

• Do I want this info pushed to me, or do I want it on a schedule?

• Am I the right person to be dealing with this issue, or should I delegate it to someone else?

• Why am I being CCed on this message?

By challenging the assumptions behind your email habits, you can start to reclaim control of your time and attention.

I don’t work for you

When you use your email as a to-do list, you're essentially surrendering control of your priorities to whoever happens to be sending you messages at any given moment.

You're allowing the urgency of other people's requests to dictate how you spend your time and energy, rather than proactively deciding what's most important for you and your team.

This reactive approach to task management creates a constant sense of being behind, always scrambling to put out the latest fire instead of focusing on the real things.

Leaders end up spending their days in a state of perpetual triage, never quite sure if they are working on the right things or just spinning their wheels.

Dread & Malaise

Using your email as a to-do list forces you into a state of constant, partial clarification.

Every glance at your inbox presents a barrage of new tasks and requests, each demanding a piece of your attention. You might skim subject lines and messages, trying to determine what requires action, but without fully processing each item, you're left with numerous open loops—partially acknowledged tasks lacking clear definition or organization.

The constant glancing and skimming required to manage an email-based to-do list takes a cognitive toll, causing you to lose momentum and focus with each attentional shift.

Firefightin’

As a leader, the consequences of being disorganized extend far beyond your own personal productivity.

When you're constantly putting out fires and reacting to the latest crisis, you're sending a message to your team that it's okay to operate in a state of perpetual chaos.

You're modeling a lack of discipline and focus that can quickly spread throughout the organization.

Disorganization also erodes trust and credibility with your team, your peers, and your customers.

If you're consistently dropping the ball on important tasks or failing to follow through on your commitments, people will start to question your ability to lead effectively.

David is my Guru

So what's the solution?

How can you break free from the tyranny of the inbox and start leading with clarity and purpose?

The answer lies in adopting a systematic approach (duh!).

The most effective framework I've found is David Allen's "Getting Things Done" (GTD) methodology.

I’m obsessed with this system - and it has been my bible for almost twenty years!

GTD is a system for capturing, organizing, and executing on all the tasks and projects that demand your attention.

It's based on the principle that your mind is for having ideas, not holding them—in other words, you need a trusted external system for keeping track of everything on your plate.

At its core, GTD involves five key steps:

1. Capture: Write down every task, idea, or commitment that crosses your mind, no matter how big or small. Use a notebook, a digital app, or whatever tool works best for you. I use apple notes

2. Clarify: Process each item you've captured, deciding what it means and what (if anything) you need to do about it. Is it actionable? If so, what's the next step? If not, trash it or file it away for later reference.

3. Organize: Put each actionable item into an appropriate category based on how and when you'll tackle it. This might include lists for specific projects, a calendar for time-sensitive tasks, or a "someday/maybe" list for things you might want to do in the future.

4. Reflect: Review your lists and categories regularly to stay on top of what needs to be done and adjust your priorities as needed. This is also a good time to celebrate your accomplishments and learn from your challenges.

5. Engage: With your tasks and projects organized and your priorities clear, you're ready to take action with confidence and focus. You can choose what to work on based on your context, energy level, and available time, rather than constantly reacting to the latest email or interruption.

Implementing GTD can feel overwhelming at first, especially if you're starting from a place of chronic disorganization.

But the payoff is immense.

When you have a trusted system for managing your tasks and priorities, you free up cognitive bandwidth to focus on the shit that matters.

Clarity

Making the shift from reactive, email-driven task management to a proactive, systematic approach is a game-changer for any leader.

It allows you to take control of your time and attention, to focus on what matters most, and to lead with confidence and credibility.

If you're a naturally disorganized person, it may take some time and effort to build new habits and routines.

But the benefits are well worth it.

By investing in a system like GTD, you'll not only become a more effective leader, but you'll also model the kind of discipline and focus that can transform your entire organization.

So if you find yourself constantly battling an overflowing inbox and a never-ending to-do list, take heart.

Yallah Habibi,

Jon

Passage of the Week - Calvin Coolidge

“Nothing in this world can take the place of persistence.

Talent will not; nothing is more common than unsuccessful men with talent.

Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts.

Persistence and determination alone are omnipotent.

The slogan 'Press On!' has solved and always will solve the problems of the human race.”