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storytelling with data podcast: #84 mastering time

·34 min·2 clips

The list will always be bigger than the amount of time there is.

1. Storytelling with data podcast: #84 mastering time centers on how Cole and Randy manage work, family, and the "mess of 3D exploding pie charts" around them. 2. Cole and Randy are the hosts, and their daily routines matter because they run Storytelling with Data, write books, and juggle three kids. 3. The episode asks what actually helps them get things done when the list never ends. 4. Cole says her current priorities are a book written with Mike and Alex, podcast revamp work, and Daphne school visits. 5. Randy describes his "one sheet" with "today" and "week" at the top and separate buckets for Storytelling with Data, Cole, and advisory work. 6. Cole explains that Post-it notes, calendar entries, and emails are her quick capture tools when she cannot stop to finish a task. 7. Randy says he rewrites the one sheet every day, ideally the night before, and uses the act of crossing things out to see what still needs attention. 8. The two compare daily tactical tasks with strategic ongoing projects, especially book editing deadlines and school outreach. 9. Randy says his calendar approach includes blocking advisory meetings on one day and stacking one-on-ones back to back. 10. Cole says she blocks time mainly to reserve the hours she needs, such as time to record videos. 11. Randy says automation matters at scale, pointing to Google Calendar, Zapier, CRM systems, and repeatable templates. 12. Cole says ChatGPT helps her draft emails and marketing language when she knows what she wants to say but cannot phrase it quickly. 13. Randy gives a concrete example of uploading a 13-page swim meet heat-sheet PDF and asking GPT to organize the schedule. 14. Cole says GPT also failed when it invented podcast title names, which led her to "trust, but verify." 15. Randy says he is using a health GPT to keep family medical notes in one place instead of a file drawer. 16. Cole says her shift toward starting with "no" was a survival mechanism that intensified when she had kids and started the first book. 17. The episode also covers family logistics, including kids at the same school, swim schedules, orthodontist appointments, and the use of Google Calendar overlays. 18. The tone stays practical and conversational, with both hosts debating routines, efficiency, and the value of in-person work versus remote work. 19. Listeners who manage projects, families, or teams will recognize the tradeoffs. 20. Listeners looking for a formal productivity system lecture may skip it. 21. Randy says the team still needs face-to-face time for strategic conversations in London and elsewhere because screen-based meetings do not create the same candor. 22. Cole argues that tracking summer goals, sleep, screen time, or dog walks can change behavior as soon as a box is placed on paper. 23. Randy says the biggest lesson is to accept that not everything will get done and to prioritize fiercely instead of chasing completion.

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