Mentoring

Build Systems for Your Worst Days, Not Your Best

/ lbhuston / Leave a comment

I’ve had those days. You know the ones: back-to-back meetings, your inbox growing like a fungal bloom in the dark, and just a single, precious hour to get anything meaningful done. Those are the days when your tools, workflows, and systems either rise to meet the challenge—or collapse like a Jenga tower on a fault line.

And that’s exactly why I build systems for my worst days, not my best ones.

Thinking

When You’re Running on Fumes, Systems Matter Most

It’s easy to fall into the trap of designing productivity systems around our ideal selves—the focused, energized version of us who starts the day with a triple espresso and a clear mind. But that version shows up maybe one or two days a week. The other days? We’re juggling distractions, fighting fatigue, and getting peppered with unexpected tasks.

Those are the days that test whether your systems are real or just aspirational scaffolding.

My Systems for the Storm

To survive—and sometimes even thrive—on my worst days, I rely on a suite of systems I’ve built and refined over time:

  • Custom planners for project, task, and resource tracking. These keep my attention on the highest-leverage work, even when my mind wants to wander.

  • Pre-created GPTs and automations that handle repetitive tasks, from research to analysis. On a rough day, this means things still get done while I conserve cognitive bandwidth.

  • Browser scripts that speed up form fills, document parsing, and other friction-heavy tasks.

  • The EDSAM mental model helps me triage and prioritize quickly without falling into reactive mode. (EDSAM = Eliminate, Delegate, Simplify, Automate, Maintain)

  • A weekly review process that previews the chaos ahead and lets me make strategic decisions before I’m in the thick of it.

These aren’t just optimizations—they’re insulation against chaos.

The Real ROI: More Than Just Productivity

The return on these systems goes well beyond output. It’s about stress management, reduced rumination, and the ability to make clear-headed decisions when everything else is fuzzy. I walk into tough weeks with more confidence, not because I expect them to be easy—but because I know my systems will hold.

And here’s something unexpected: these systems have also amplified my impact as a mentor. By teaching others how I think about task design, tooling, and automation, I’m not just giving them tips—I’m offering frameworks they can build around their own worst days.

Shifting the Culture of “Reactive Work”

When I work with teams, I often see systems built for the ideal: smooth days, few interruptions, time to think. But real-world conditions rarely comply. That’s why I try to model and teach the philosophy of resilient systems—ones that don’t break when someone’s sick, a deadline moves up, or a crisis hits.

Through mentoring and content, I help others see that systems aren’t about rigidity—they’re about readiness.

The Guiding Principle

Here’s the rule I live by:

“The systems have to make bad days better, and the worst days minimally productive—otherwise, they need to be optimized or replaced.”

That sentence lives in the back of my mind as I build, test, and adapt everything from automations to mental models. Because I don’t just want to do great work on my best days—I want to still do meaningful work on my worst ones.

And over time, those dividends compound in ways you can’t measure in a daily planner.

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Support the creation of high-impact content and research. Sponsorship opportunities are available for specific topics, whitepapers, tools, or advisory insights. Learn more or contribute here: Buy Me A Coffee

 

* AI tools were used as a research assistant for this content, but human moderation and writing are also included. The included images are AI-generated.

Seizing Career Leverage by Building a Body of Public Work

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On the surface, it may seem easier to pursue another certificate, add another line to your resume, or polish a few more LinkedIn keywords. That’s the default advice. But I’ve found that the true differentiator—the thing that has consistently opened the most doors in my career and in the lives of those I mentor—is something less talked about: building a public body of work.

ThinkingPlanning

For me, it didn’t start with a strategic master plan. It was organic. A blog here. A talk there. Over time, though, the pattern became clear. The more consistently I created public work—writings, talks, podcasts, code, experiments—the more serendipity showed up. People would reach out. Ideas would flow. And opportunities would emerge.

Creating in public does something powerful: it makes you discoverable. It turns your ideas into tiny relationship builders scattered across the internet. They work quietly on your behalf—sharing, connecting, and engaging. They let people find you not just for who you say you are, but for what you actually do and think and build. In essence, your work becomes your calling card.

Kevin Kelly wrote about the concept of 100 True Fans, and I think that framework applies here, too. When you create with consistency and intention, your work resonates. People engage. They share. They connect. You become a node in a larger network. Not geographically constrained. Not bound to a title. But influential because of contribution.

Of course, this isn’t easy. If it were, everyone would be doing it.

The resistance is deep and evolutionary. When you make something public—your ideas, your interests, your perspective—you draw attention to yourself. You leave the crowd. And for most of human history, that was dangerous. Our lizard brains still think it is.

But here’s the truth: life happens at the edges. It happens when you step away from the herd and choose to teach, lead, explore, or question. That’s where the value is—not just in terms of career growth, but in living a more interesting life.

The tools to get started are easier than ever. A blog costs nothing but time and focus. A podcast is within reach with a decent mic and an internet connection. A video or short-form tutorial can find thousands of eyes in hours. The barrier isn’t access. It’s courage. And then—discipline.

There won’t be a singular moment where you “make it.” Instead, you’ll find momentum. The blog post you wrote last year still gets read. The talk you gave finds its way to someone’s inbox. The experiment you published helps someone else start their own.

But here’s the trick: create to help. Self-serving content evaporates quickly. But service-oriented content—something that teaches, guides, explores—can live on. Sometimes for years. Sometimes forever.

And perhaps most important: you get to choose what you create. That’s a kind of creative sovereignty many professionals never tap into. It’s a superpower. And like any superpower, it comes with responsibility.

So here’s what I tell my mentees:

Actions speak louder than words. A portfolio is more potent than a certificate on your resume.

Teach courage. Encourage contribution. Show them that real growth—personal, professional, even spiritual—happens at the edges. Not in the safe middle.

Put your work into the world. Let it work for you. And help others as you do. That’s how you build a life and career that’s not just successful, but truly extraordinary.

Support My Work

Support the creation of high-impact content and research. Sponsorship opportunities are available for specific topics, whitepapers, tools, or advisory insights. Learn more or contribute here: Buy Me A Coffee

 

* AI tools were used as a research assistant for this content, but human moderation and writing are also included. The included images are AI-generated.

How to Use Mental Models to Save Cognitive Energy and Attention in Day-to-Day Life

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In the hustle and bustle of modern existence, our minds are constantly inundated with a deluge of data. From sunrise to sunset, we’re faced with a barrage of choices, both monumental and minuscule, that sap our mental stamina. But fear not, for there is a solution: mental models. These nifty cognitive tools help streamline our thought processes, enabling us to tackle life’s daily obstacles with greater ease and efficiency. By harnessing the might of mental models, we can conserve our precious brainpower for the things that truly matter.

MentalModels

Unveiling the Enigma: What Exactly Are Mental Models?

Picture mental models as the scaffolding that supports our understanding and interpretation of the world around us. They take complex concepts and boil them down into a structured approach for tackling problems and making decisions. In essence, they’re like cognitive shortcuts that lighten the mental load required to process information. Mental models span a wide range of fields, from economics and psychology to physics and philosophy. When wielded effectively, they can dramatically enhance our decision-making and problem-solving prowess[1][2].

 Unleashing the Potential: Mental Models in Action

 1. The Pareto Principle: Doing More with Less

The Pareto Principle, also known as the 80/20 rule, suggests that 80% of results stem from a mere 20% of efforts. This principle can be a real game-changer when it comes to prioritizing tasks and zeroing in on what truly matters.

Real-World Application: Picture yourself as a project manager with a daunting to-do list of 20 tasks. Rather than trying to juggle everything at once, zero in on the top four tasks that will have the most profound impact on the project’s success. By focusing your energy on these critical tasks, you can achieve more substantial results with less effort[1].

 2. Inversion: Flipping the Script

Inversion involves approaching problems from the opposite angle to pinpoint potential pitfalls and solutions. By considering what you want to avoid, you can unearth strategies to achieve your goals more effectively.

Real-World Application: Let’s say you’re orchestrating a major event. Instead of solely focusing on what needs to go right, ponder what could go wrong. By identifying potential snags, such as equipment malfunctions or scheduling snafus, you can take proactive steps to mitigate these risks and ensure a smoother event[1].

 3. First Principles Thinking: Breaking It Down

First principles thinking, a favorite of Elon Musk, involves deconstructing complex problems into their most basic elements. By grasping the core components, you can devise innovative solutions that aren’t shackled by conventional thinking.

Real-World Application: Imagine you’re trying to optimize your daily commute. Instead of accepting the usual traffic and route options, break down the problem: What’s the fundamental goal? To reduce travel time and stress. From there, you might explore alternative transportation methods, such as biking or carpooling, or even rearranging your work schedule to avoid peak traffic times[1].

 4. The Eisenhower Matrix: Mastering Time Management

The Eisenhower Matrix is a time management tool that categorizes tasks based on their urgency and importance. By sorting tasks into four quadrants—urgent and important, important but not urgent, urgent but not important, and neither urgent nor important—you can prioritize more effectively.

Real-World Application: Your email inbox is overflowing, and you’re drowning in messages. Use the Eisenhower Matrix to sort through your emails. Tackle urgent and important emails first, such as those from your boss or key clients. Important but not urgent emails can be scheduled for later, while urgent but not important ones (like promotional offers) can be quickly handled or delegated. Lastly, delete or archive those that are neither urgent nor important[1].

 5. Confirmation Bias: Challenging Your Assumptions

Awareness of confirmation bias—the tendency to favor information that confirms our preexisting beliefs—can help us make more objective decisions. By actively seeking out diverse perspectives and challenging our assumptions, we can avoid narrow-minded thinking.

Real-World Application: You’re researching a new investment opportunity and already have a positive opinion about it. To counter confirmation bias, deliberately seek out critical reviews and analyses. By evaluating both positive and negative viewpoints, you can make a more informed decision and reduce the risk of overlooking potential downsides[1].

 Putting Mental Models into Practice: Tips and Tricks

 1. Create a Mental Models Toolbox

Assemble a personal collection of mental models that resonate with you. This could be a digital document, a notebook, or even a series of flashcards. Regularly review and update your toolbox to keep these models fresh in your mind[1].

 2. Start Small and Build Momentum

Begin by applying mental models to everyday decisions. For instance, use the Pareto Principle to prioritize your daily tasks or the Eisenhower Matrix to manage your time. With practice, these models will become second nature[1].

 3. Reflect, Refine, Repeat

After applying a mental model, take a moment to reflect on its effectiveness. Did it help simplify the decision-making process? What could you improve next time? Iterative reflection will help you fine-tune your use of mental models and amplify their impact[1].

 4. Learn from the Best

Study how successful individuals and organizations use mental models. Books like “Poor Charlie’s Almanack” by Charlie Munger and “Thinking, Fast and Slow” by Daniel Kahneman offer valuable insights into the practical application of mental models[1][2].

 5. Never Stop Exploring

Keep exploring new mental models and expanding your cognitive toolkit. The more models you have at your disposal, the better equipped you’ll be to handle a wide range of situations[1][2].

 The Bottom Line

Mental models are indispensable allies in our quest to conserve brainpower and navigate the complexities of daily life. By integrating these cognitive tools into our routines, we can make more informed decisions, solve problems more efficiently, and ultimately free up mental space for what truly matters. Whether you’re prioritizing tasks, managing time, or challenging your assumptions, mental models can help you streamline your thinking and unleash your full potential[1][2]. So, start building your mental models toolbox today and watch as your cognitive load lightens and your decision-making sharpens.

Remember, the goal isn’t to eliminate all cognitive effort but to use it more strategically. By leveraging mental models, you can focus your brainpower where it counts, leading to a more productive, balanced, and fulfilling life[1][2].

Citations:
[1] https://fronterabrands.com/mental-model-examples-and-their-explanations/
[2] https://nesslabs.com/mental-models
[3] https://commoncog.com/putting-mental-models-to-practice-part-5-skill-extraction/
[4] https://durmonski.com/self-improvement/how-to-use-mental-models/
[5] https://jamesclear.com/mental-models
[6] https://blog.hubspot.com/marketing/mental-models
[7] https://fs.blog/mental-models/
[8] https://jamesclear.com/feynman-mental-models
[9] http://cogsci.uwaterloo.ca/Articles/Thagard.brains-models.2010.pdf
[10] https://betterhumans.pub/4-lesser-known-mental-models-that-save-me-30-hours-every-week-efc60f88ec7a?gi=e3c8dbd3d48c
[11] https://www.julian.com/blog/mental-model-examples
[12] https://www.youtube.com/watch?v=hkL7S9cQLQM
[13] https://www.coleschafer.com/blog/ernest-hemingway-writing-style
[14] https://www.okayokapi.com/blog-post/why-your-writing-style-isnt-wrong-or-bad
[15] https://www.turnerstories.com/blog/2019/3/10/how-to-find-your-writing-style
[16] https://carnivas.com/writing-style-culture-7740ad03d7a6?gi=e15f15841156
[17] https://www.reddit.com/r/coolguides/comments/1bgdmp9/a_cool_guide_cheatsheet_to_mental_models_with/
[18] https://writersblockpartyblog.com/2018/04/05/finding-your-writing-style/
[19] https://www.slideshare.net/slideshow/reflection-sample-essay-reflection-essay-samples-template-business/266204999
[20] https://www.slideshare.net/slideshow/example-of-critique-paper-introduction-how-to-write/265714891

 

* AI tools were used as a research assistant for this content.