self-improvement – Arabela Navarro

Why Productivity Advice Doesn’t Always Apply to People in Consulting (And That’s Okay)

Every time I watch a productivity video on YouTube, I notice a pattern: most creators showcase beautifully minimalist calendars with one or two meetings per day. They have spacious blocks for deep work, creative thinking, gym sessions, or even long walks to “reset the mind.”

I admire their discipline. But I also can’t help but think, What world are they living in?

Because in mine—the world of IT consulting—it’s not uncommon to have 5, 7, or even 10 meetings in a single day.

So… am I doing something wrong?

The Consulting Reality

In consulting, especially in tech, the environment moves fast. We work across multiple teams, clients, time zones, and technologies. Communication is part of the product we deliver.

Many of us work in complex implementations. That alone involves developers, architects, QA, UX designers, clients, and internal stakeholders—each with their own expectations and timelines.

And so, the calendar fills up. Quickly.

The Myth of “One-Meeting-a-Day” Productivity

A lot of productivity advice is based on individual contributor roles or solopreneur lifestyles. These creators often have full control over their schedules. They can say “no” freely. They can disappear for hours to do deep work.

That’s not always the case in consulting. We work in environments where alignment and collaboration are essential—and that often translates into meetings.

But Does That Mean We’re Doomed?

Not at all. But it does mean we have to define productivity differently.

For us, being productive might look like:

Facilitating clarity across stakeholders
Making a key decision during a call that unblocks an entire team
Managing to create 30 minutes of quiet focus amidst the chaos
Ending the day knowing your clients, teams, and timelines are aligned

And yes, some days will still feel overwhelming. But that doesn’t mean you failed—it just means the nature of your role requires flexibility and resilience.

What Helps Me

I try to limit myself to three meaningful meetings per day. I don’t always succeed, but this goal helps me stay aware of my energy.
I time-block focus time the night before—just like I would a client call.
I promote async updates when possible. Not everything needs a meeting.

Final Thought

If you’re in consulting and feel guilty for not living up to the productivity standards you see online—please stop. You’re not doing it wrong. You’re just playing a different game.

The key is to find your own definition of productivity, based on the realities of your work, your energy, and your goals.

Because in the end, productivity isn’t about copying someone else’s routine—

it’s about creating a rhythm that works in your world.

How to Make Better Decisions: Practical Strategies and Tools That Help

Decisions shape our lives — from the tiny ones (like what to eat for dinner) to the ones that change our paths entirely (like moving to a new city, changing jobs, or starting a PhD… 😉). We all want to make better decisions, but how do we actually do it? Especially when things feel uncertain, fast-paced, or emotionally charged?

Over time, I’ve found that the key is intentionality. Making space to think clearly, aligning with what truly matters, and using simple tools can turn a decision from overwhelming to manageable. Here’s what has helped me — a mix of mindset shifts and practical frameworks.

Mindset Shifts for Better Decision-Making

1. Start With Clarity: What Really Matters to You?

Before diving into any decision, pause and ask:

What do I value most in this context?

Is it freedom, stability, learning, connection, growth, impact, health?

When you get clear on your values, decisions become easier — not because they’re less complex, but because your compass is working. You’re not choosing randomly. You’re aligning.

2. Think Beyond “Either/Or”

Sometimes we fall into binary thinking — should I stay or go? Say yes or no?

Instead, ask:

What other options am I not seeing?

Could I propose a middle ground? Delay the decision? Test it with a small experiment?

Creative solutions often emerge once we escape the trap of “A vs B.”

3. Give It Time (If You Can)

Your brain is processing even when you’re not thinking consciously. Sleeping on a decision — or simply stepping away for a walk — can reveal what really feels right. I’ve found that if something still feels off after 24–48 hours, there’s probably a reason.

Decision-Making Tools That Actually Help

Sometimes, a little structure goes a long way. These are the tools I turn to when my thoughts feel foggy or the stakes are high.

1. Pros and Cons List

Simple but powerful. Listing the positives and negatives of each option helps externalize your thought process.

Tip:

Make two lists per option — one for short-term pros/cons and one for long-term. This gives you a fuller picture and surfaces trade-offs that aren’t immediately obvious.

2. Decision Matrix (Pugh Matrix)

Ideal when you’re comparing three or more options across multiple criteria.

Steps:

List your options (A, B, C…)
Choose evaluation criteria (e.g., cost, time, alignment with goals, learning potential)
Score each option (e.g., 1–5)
Add up the scores

It brings clarity and structure — and can often highlight a clear frontrunner that wasn’t obvious at first.

3. Pre-Mortem Analysis

Before making a decision, imagine it failed. Ask:

“What could go wrong?”

This reversal exercise helps you anticipate potential risks and weaknesses ahead of time. It’s a great way to shift from blind optimism to thoughtful preparation — without falling into fear.

4. The Pareto Principle (80/20 Rule)

The Pareto Principle suggests that 80% of results often come from 20% of the effort. When facing a decision, ask:

What’s the 20% of this decision that will give me 80% of the value?

Which option simplifies things while still creating meaningful progress?

This is especially useful when you’re overthinking or trying to “optimize” too much.

5. SWOT Matrix (Strengths, Weaknesses, Opportunities, Threats)

Great for strategic decisions — especially when you need to weigh internal and external factors.

Strengths	Weaknesses
Higher salary	Far from family
More responsibilities	Unfamiliar culture

Opportunities	Threats
Expand your network	Risk of burnout
Learn something new	Cost of living

Once it’s visual, the decision becomes less abstract and more grounded.

6. Eisenhower Matrix (Urgent vs Important)

This tool helps you prioritize by distinguishing between urgency and importance.

	Urgent	Not Urgent
Important	Do First	Schedule It
Not Important	Delegate	Eliminate

Ask yourself:

Is this truly important, or just demanding attention?

Use this to cut through noise and focus on decisions that actually move the needle.

✨ Final Thoughts

Better decisions don’t come from knowing everything — they come from slowing down, tuning in, and having a few tools in your back pocket. Over time, decision-making becomes less about stress and more about trust — in your values, your thinking, and your ability to adapt.

What’s one decision you’ve made recently that taught you something?

I Plan My Days Like This — And It Keeps Me 10x More Focused (and Balanced)

When you’re balancing work, studies, leadership roles, and personal growth, managing your time well becomes essential. Over the years, I’ve tried different productivity tools, but one simple habit has made the biggest difference: using my calendar intentionally. Whether it’s for work or personal life, my calendar has become a key tool for designing days that are balanced, productive, and meaningful.

Why I Rely on My Calendar

There are many calendar apps available — and honestly, which one you use matters less than how you use it. What matters most is building a system where your calendar reflects your priorities, protects your focus, and helps you navigate the week with clarity.

For me, a good calendar setup is simple, accessible across all my devices, and flexible enough to adapt as my plans evolve. I don’t just use it for meetings — I use it as a framework for my entire day.

How I Organize My Calendar

One of the biggest changes I made was introducing a priority-based system. Instead of organizing by life areas like “work” or “personal,” I categorize events based on how important or time-sensitive they are.

Here’s a simple breakdown of how I use color-coding:

High Priority (critical meetings, deadlines, must-do activities, school classes, social time)
Low Priority (optional activities, flexible events, things that can be rescheduled if needed)
Tasks (work tasks, project steps, study assignments that I schedule time to complete)
Personal Well-Being (exercise, lunch, rest, self-care, planning)

Each evening, I take a few minutes to review my calendar for the next day. During this review, I timeblock dedicated spaces for productive focus time — those important windows where I can work on tasks without interruptions. This habit ensures that my most important work has protected space, rather than getting squeezed between meetings and distractions.

I also rely on recurring events to create structure: team meetings, classes, exercise sessions, and deep work blocks are already scheduled. This reduces decision fatigue and brings stability to my schedule.

Key Practices That Keep Me on Track

Time Blocking: I reserve specific blocks of time for meetings, deep work, learning, and personal activities — and adjust them each evening based on my priorities.
Buffer Time: I always leave small gaps between meetings and tasks to reset and prepare calmly for the next activity.
Three Meetings Rule: I try to limit myself to no more than three meetings a day to protect my focus and energy. Of course, this isn’t always possible — I’ve had seasons where I’ve sat through 35 meetings in a week. But I’ve learned that when I stick to just three, I end the day feeling more productive, balanced, and in control of my time.
Reminders and Alerts: I set up reminders not just for meetings, but for important work sessions too, helping me transition without feeling rushed.

Tips for Making Any Calendar Work for You

Update your calendar daily — treat it as a living document, not a static one.
Review your calendar the night before and timeblock focused work periods.
Schedule personal priorities alongside professional ones — both matter equally.
Leave open spaces — creativity and reflection need room too.
Stay flexible — plans change, and your calendar should be able to change with you.

Final Thoughts

Using my calendar intentionally has transformed the way I live and work. It’s not about filling every moment or working nonstop — it’s about giving the things that matter most the time and space they deserve.

Whatever calendar app you use, the real magic happens when you stop seeing it as a tool for appointments, and start using it as a tool for designing a better, more meaningful day.

The Habit That Changed Everything

A while ago, I realized something needed to change.

Life was full—overflowing, really—with work, leadership, study, and the constant hum of responsibilities. But underneath all the motion, I felt like something was off. I wasn’t showing up the way I wanted to—not for others, and not for myself. What I craved wasn’t more time or more energy (though those would’ve been nice). What I needed was consistency. I wanted to prove to myself that I was capable of adding new habits—or changing existing ones—and making them stick.

So I started small.

Very small.

I decided to take my vitamins every day. I knew I had to be consistent if I wanted to see results.

That was it. No elaborate morning routine, no massive overhaul of my schedule—just one simple, intentional action I could do daily. And honestly? That decision changed everything.

At first, it felt almost too simple. But showing up for that one habit—day after day—started to shift something inside me. I began to see myself as someone who follows through. Someone who takes care of her health, even in the middle of chaos. That tiny act became a quiet vote for the person I was becoming.

It didn’t happen overnight, but gradually, consistency started to spill into other areas of my life. I got more intentional with movement, hydration, boundaries. I started reconnecting with routines I had dropped. I felt clearer, calmer, and more grounded—even on the days that were still messy.

Taking vitamins didn’t just support my body—it strengthened my identity.

That’s the thing about habits. The small ones—the ones that seem almost too easy to skip—are often the ones that carry the most power. They remind us who we are. They build trust with ourselves. And they create momentum, one simple action at a time.

So if you’re feeling like you’re drowning in demands, or like your days are running you instead of the other way around, here’s my advice:

Don’t try to change everything at once.

Start small.

Start with one habit that feels doable.

Then show up for it like it matters—because it does.

Mine was a daily vitamin.

Yours might be a glass of water. A five-minute walk. A deep breath before opening your laptop.

Whatever it is, let it be your anchor. You never know what it might lead to.