TL;DR: Entrepreneurs often blame inefficient systems for their productivity struggles, but the real issue is sometimes a volume problem—trying to accomplish too much in too little time. While systems improve efficiency, they can’t overcome unrealistic expectations. The solution isn’t always better processes; it’s “human-sizing” your to-do list by crossing out tasks until your goals become achievable. Before investing in complex systems, ask yourself: is my list simply too long?
You know by this point that I love systems. They’re one of the most powerful tools in our arsenal as entrepreneurs.
But over the years, I’ve had to learn something the hard way.
Systems could make me more efficient. They could help me accomplish the things I set out to do. They could silence the “what am I missing” loop that used to run through the back of my mind.
But they couldn’t do what I most wanted them to do.
My systems wouldn’t turn me into a productivity superhero.
It was almost like buying a car and getting mad it wouldn’t help me teleport.
I ultimately realized that I didn’t have a systems problem…
I had a volume problem.
Why Better Systems Won’t Always Solve Your Productivity Problems
My list was just too long to be realistic, and making my systems more efficient would only take me so far.
I knew, of course, that no amount of systemization would allow me to write a high-quality 200-page book in one day. But I would consistently create very ambitious to-do lists every day and blame myself for failing to achieve them.
I hear this a lot from my clients too. They’ll come to me saying they need to get a better process, but when we dig in, we discover that while a better process will definitely help them, we’re going to need to do something else too…
Shrink their list.
How Do You Know If You Have a Volume Problem Instead of a Systems Problem?
I like to call this human-sizing our expectations.
You’re a tough entrepreneur, no doubt. But that doesn’t mean you need to carry a horse on your shoulders every day.
So next time you think you could totally ‘get it all done’ with a more efficient process, be sure to ask yourself: do I really have a systems problem? Or do I have a volume problem I should solve first?
What’s the Solution to Having Too Much on Your Plate?
The good news is that solving a volume problem doesn’t require any fancy skills. As painful as it may be, the secret is simple—writing out your list and then crossing out a lot of tasks. Once you do, you’re actually giving yourself a chance to win.
Frequently Asked Questions
Q: What’s the difference between a systems problem and a volume problem?
A: A systems problem means your processes are inefficient and need optimization. A volume problem means you’re trying to accomplish too many tasks in the time available, regardless of how efficient your systems are. Many entrepreneurs blame systems when volume is actually the issue.
Q: How can I tell if my to-do list is unrealistic?
A: If you consistently fail to complete your daily tasks despite having good systems in place, you likely have a volume problem. Ask yourself: would this list be achievable even with perfect efficiency? If the answer is no, you need to reduce the number of tasks rather than optimize your process.
Q: What does “human-sizing” your expectations mean?
A: Human-sizing means creating realistic expectations based on your actual human capacity, not superhuman productivity fantasies. It involves acknowledging your limits and adjusting your task list accordingly so you can actually succeed rather than constantly falling short.
Q: Won’t reducing my to-do list mean I accomplish less overall?
A: Actually, the opposite is true. When your list is unrealistically long, you spread yourself too thin, experience decision fatigue, and often accomplish less while feeling defeated. A shorter, realistic list allows you to focus, complete tasks with higher quality, and build momentum through consistent wins.
Q: How do I decide which tasks to cut from my list?
A: Start by writing out everything you think you need to do. Then apply the 80/20 rule: identify which 20% of tasks will create 80% of your desired results. Be ruthless about eliminating or delegating tasks that don’t directly move your most important goals forward. Remember, saying no to some things means saying yes to doing other things well.
