🚩 Why Great Project Leaders Rely on Systems, Not Willpower

I used to think I could carry every project by working harder.

I stayed late. I sent reminders. I followed up nonstop.

If things slipped, I pushed more.

But the truth?

You can’t fix a broken system with more effort.

One project nearly burned me out.

Tasks were unclear. Deadlines moved around.

We used email, Slack, and three tools that didn’t work together.

I was chasing updates instead of leading the work.

That’s when I realized: I didn’t need more effort. I needed better systems.

Here’s what helped the most.

1/ Use a Weekly Rhythm to Stay on Track

A good project needs a regular schedule.

We picked three days to check in:

→ Monday: What’s coming up
→ Wednesday: What’s stuck
→ Friday: What did we learn

Everyone stayed in sync. Fewer surprises. More progress.

Try this: Pick three days this week to check in. Keep it short and simple.

2/ Make Handoffs Clear

Most problems happen when work moves from one person to another.

We added handoff steps:

→ What’s done
→ What’s needed next
→ Who needs to know

This kept the project moving.

Try this: When you finish something, tag the next person. Tell them what’s ready and what you need.

3/ Stop Relying on Memory

I used to keep everything in my head.

That worked… until it didn’t.

Now we use one place for tasks, updates, and notes. Nothing gets lost.

Try this: Pick one tool and use it every time. Don’t mix five tools. Keep it clean.

4/ Fix the System, Not the People

When something went wrong, I used to blame the person.

Now I ask, what broke in the system?

Did they miss a deadline, or did we not set one?

Fix the process, not the person.

Try this: When there’s a problem, ask: what didn’t the system catch?

5/ Make the System Visible

If people can’t see the system, they can’t follow it.

We made the steps easy to find.

One doc. One board. One path.

Everyone knew where we were.

Try this: Create a simple project page. Add the steps, who owns them, and what’s next.

Here’s the bottom line

Strong systems make good teams great.

Weak systems turn smart teams into messy ones.

Don’t try to lead with willpower alone.

Build a system that supports the work.

Ask yourself:

Where are you working too hard to hold it all together?

What system could save you time this week?

What’s one thing you can automate or simplify right now?

Start there.

And let the system lead the way.

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Until next time,

Justin