Create a Personal Algorithm
Benjamin Franklin wasn’t just a printer, inventor, or statesman; he was a master of personal process. His daily schedule, outlined in his autobiography, was remarkably simple. He broke his day into six time blocks, each dedicated to essential activities: getting ready, working, reading, dining, resting, and sleeping. Every morning, he started by asking, “What good shall I do this day?” Every evening, he ended by asking, “What good have I done this day?” This simple, consistent structure shows us an important truth: great leaders build great routines.
Franklin’s planned approach to his day created a personal algorithm for life.
Define Your Personal Algorithm
We use the word algorithm often, but its plain English definition is simply a set of steps you follow to solve a problem or achieve a goal. Your personal algorithm is the collection of predictable, repeatable actions you execute each day to ensure your highest-priority items get done. You design this routine to maximize your limited resources: time, energy, and mental focus. It isn’t about rigid control; it’s about establishing a reliable system that works for you.
Prioritize Action, Not Planning
Adopting a personal algorithm delivers two major advantages: it ensures you take action on your most important goals, and it frees up your brain’s capacity for critical thinking.
Leaders juggle immense pressure and a constant flow of new information. Without a routine, every day demands fresh decisions about what to do and when to do it. This process exhausts you before you even start the actual work. A personal algorithm automates the basics: when you exercise, when you handle emails, and when you focus on deep thinking. Setting minor things on automatic makes it easier to follow through on big goals.
Free Your Thinking Capacity
The biggest benefit is preserving your finite working memory. When you don’t have a plan, you spend mental energy on trivial decisions: Should I work on that report now? Did I forget to send that email? What am I eating for lunch? Each of these small choices takes a toll.
Research supports this idea. A study by Hofmann, Bos, and Frie showed that people who planned when and where they would act on a goal were more likely to succeed because they reduced the effort of decision-making. They created a cognitive shortcut. This is your personal algorithm in action.
Likewise, Cognitive Load Theory, pioneered by educational psychologist John Sweller, explains that human working memory has a limited capacity. When we force our minds to process too many unrelated pieces of information (including non-essential content such as social media), we create extraneous cognitive load. Routine helps eliminate the noise of day-to-day coordination, reducing the extraneous load. This leaves more precious cognitive capacity for germane cognitive load, which involves the deeper processing needed for complex problem-solving, strategic thinking, and innovation. Having a routine improves your ability to think.
Build Your Life Management Algorithm
You don’t need an air-tight schedule like Franklin’s, but you do need a repeatable sequence of actions that reflects your own priorities. Use these tips to build your powerful personal algorithm:
1. Identify Your Non-Negotiables
List the three things you must do every week to feel successful in your work and your life, for example: completion of a strategic project, connecting with your family, or a specific frequency of exercise. Now, schedule those actions first. Block the time. Treat these appointments like mission-critical meetings you can’t cancel. Let your calendar make the decision for you on that day.
2. Batch Small Tasks
Small, administrative tasks interrupt your focus and fragment your time. Group them together. Batch all email replies, social media checks, and phone calls into two or three specific time blocks each day. Don’t let your inbox dictate your attention outside of those times. If you want to be an overachiever, try to address every item in your email inbox. It is either responded to during your small batch time, moved to a calendar slot when you will respond, deleted as non-essential information, or archived as a possible resource for a later email archive search. Staring at a lengthy list of emails in your inbox consumes cognitive load, reminding you of a commitment to act that has gone unaddressed, which in turn results in guilt and stress.
3. Apply the “Two-Minute Rule”
Organizational guru David Allen (Getting Things Done) advises that for any task that takes less than two minutes, do it now. If it takes longer, schedule it. This simple rule prevents a pile of tiny chores from building up and creating mental clutter. You handle the fast stuff quickly and plan for the big stuff deliberately.
4. Create a “Shutdown Ritual”
End your workday with a specific sequence of actions. Your ritual might involve clearing your desk, writing down the three biggest priorities for the next day, and then closing your laptop. This act tells your brain, “Work is over.” It puts a clear boundary between work and personal time, helping you rest and fully disconnect.
A personal algorithm isn’t a leash; it’s a lever. It’s the structure you create so your highest-value work gets done without relying on willpower. You design the algorithm, and the algorithm delivers your success. Use simple routines to maximize your creative output and lead with focus.
