--- description: We all have big decisions to make and deadlines to meet. And sometimes it can feel overwhelming. This got me wondering: How do the most... title: How the Most Powerful People Get Things Done: 4 Tips From a White House Staffer image: https://static.time.com/v3/assets/bltea6093859af6183b/bltbc5a48c6d3a60338/698782c955a8595cd5a8633e/white-house1.jpg?branch=production&width=3840&quality=75&auto=webp&crop=16:9 ---  * [Ideas](/section/ideas/) ## Ideas Update your preferences in [Account Settings](/account/preferences/) Close * [Psychology](/tag/psychology/) ## Psychology Update your preferences in [Account Settings](/account/preferences/) Close # How the Most Powerful People Get Things Done: 4 Tips From a White House Staffer by [Eric Barker](/author/eric-barker/) ## Eric Barker Update your preferences in [Account Settings](/account/preferences/) Close Mar 10, 2015 4:01 AM CUT  White house with flag on top of house White house with flag on top of houseGetty Images by [Eric Barker](/author/eric-barker/) ## Eric Barker Update your preferences in [Account Settings](/account/preferences/) Close Mar 10, 2015 4:01 AM CUT We all have big decisions to make and deadlines to meet. And sometimes it can feel overwhelming. This got me wondering: How do the most powerful people get things done? When lives are on the line, literally _trillions_ of dollars are at stake and the world is watching … how do people handle those situations? There have to be things we can learn from them. So I called my friend James Waters. James was deputy director of scheduling at the White House and served in government for 10 years. (I’ve interviewed him before about [his experiences as a Navy SEAL platoon commander](http://www.bakadesuyo.com/2015/01/grit/ "undefined").) James had some tremendous insights about how they do things at the White House that line up with a lot of what the formal research is telling us. Now if you’re looking for Republicans-this, Democrats-that, you’ve come to the wrong place. I’m not interested in partisan debate; this is about how people making very high-stakes decisions in a fast-paced environment get things accomplished, and what we can learn from them. Let’s get to it. ## Be Responsive It ain’t like an episode of _The West Wing_. Watching that show, you might think that five people get everything done. In reality, between the (actual) West Wing, the East Wing, the Cabinet and the Executive Office of the President, _thousands_ of people work at the White House. How do you make insanely big decisions with such a huge number of people involved? Everyone has to be responsive and engaged so that input can be given, approvals made and action accomplished. We all know people who have 1,000 unread emails in their inbox or don’t pick up their phone. This doesn’t fly at the White House. Here’s James: --- > “” --- Maybe you’re saying, “I can’t respond to everything that fast!” Since you’re not at the White House, that’s O.K. But you do need to ask yourself what’s _important and urgent_? That’s what matters, and that gets your attention ASAP. Via [_The Decision Book: 50 Models for Strategic Thinking_](http://www.amazon.com/gp/product/B00C57C392/?tag=barking-20 "undefined")_:_ As technology visionary [Clay Shirky](http://www.amazon.com/Clay-Shirky/e/B001JPCHYC/?%5Fencoding=UTF8&camp=1789&creative=390957&linkCode=ur2&qid=1408887968&sr=1-2-ent&tag=spacforrent-20&linkId=LN7MI3DXHGL5U75Y "undefined") says, “It’s not information overload; it’s filter failure.” Your attention is limited and valuable. You need good filters. A good first step is to set up an email filter so priority emails (from your boss or key stakeholders) get attention immediately. Via [_The Organized Mind: Thinking Straight in the Age of Information Overload_](http://www.amazon.com/gp/product/052595418X/ref=as%5Fli%5Ftl?ie=UTF8&camp=1789&creative=390957&creativeASIN=052595418X&linkCode=as2&tag=spacforrent-20&linkId=6FOS5IKGFBXIKLEW "undefined")_:_ --- > “” --- (For more on what the most organized people do every day, click [here](http://www.bakadesuyo.com/2014/08/most-organized-people/ "undefined").) So you know what’s important, and you’re making sure that gets to you immediately. But how can you get these vital things done right and get them done quickly? ### 5 Horrible Habits You Need to Stop Right Now  Do Not Email First Thing in the Morning or Last Thing at Night “The former scrambles your priorities and all your plans for the day and the latter just gives you insomnia,” says Ferriss, who insists “email can wait until 10am” or after you check off at least one substantive to-do list item. Chris Pecoraro—Getty Images  Do Not Agree to Meetings or Calls With No Clear Agenda or End Time “If the desired outcome is defined clearly… and there’s an agenda listing topics–questions to cover–no meeting or call should last more than 30 minutes,” claims Ferriss, so “request them in advance so you can ‘best prepare and make good use of our time together.'” Sam Edwards—Getty Images/Caiaimage  Do Not Check Email Constantly Batch it and check it only periodically at set times (Ferriss goes for twice a day). Your inbox is analogous to a cocaine pellet dispenser, says Ferriss. Don’t be an addict. Tools like strategic use of the auto responder and Boomerang can help. Jetta Productions—Getty Images  Do Not Carry a Digital Leash 24/7 At least one day a week leave you smartphone somewhere where you can’t get easy access to it. If you’re gasping, you’re probably the type of person that most needs to do kick this particular habit. by nacoki ( MEDIA ARC )—Getty Images/Flickr RF  Do Not Let People Ramble Sounds harsh, but it’s necessary, Ferriss believes. “Small talk takes up big time,” he says, so when people start to tell you about their weekends, cut them off politely with something like “I’m in the middle of something, but what’s up?” But be aware, not everyone agrees with this one (and certainly not in every situation), and you may want to pay particularly close attention to norms around chit chat when traveling internationally. Reza Estakhrian—Getty Images ## Don’t Overanalyze. Make a Decision. The modern world provides us with tons of information. All that data often makes simple decisions easy. But it can also make complex decisions feel impossible. How can we wade through all this info? It’s paralyzing. At the White House, decisions need to be made quickly because lives could be on the line. Paralysis isn’t an option. Here’s James: --- > “” --- And the research backs James up. When I spoke to Swarthmore professor [Barry Schwartz](http://www.bakadesuyo.com/2015/02/how-to-find-happiness/ "undefined") here’s what he had to say: --- > “” --- So what should we do when we need to decide quickly? In [my interview with Duke professor Dan Ariely](http://www.bakadesuyo.com/2013/03/interview-nyt-bestselling-author-dan-ariely-talks/ "undefined") (author of [_Predictably Irrational: The Hidden Forces That Shape Our Decisions_](http://www.amazon.com/gp/product/0061353248/ref=as%5Fli%5Fss%5Ftl?ie=UTF8&camp=1789&creative=390957&creativeASIN=0061353248&linkCode=as2&tag=spacforrent-20 "undefined")) he advised that you’re more likely to do the right thing if you take the “outside perspective” — in other words, if you ask yourself, “_What advice would I give to someone else in this situation?”_: --- > “” --- (For more on what astronauts, samurai and Navy SEALs can teach you about critical decisionmaking, click [here](http://www.bakadesuyo.com/2014/05/decision-making/ "undefined").) So you have a shortcut for when decisions need to be made quickly. But not every decision is going to work out. Even with tons of data, we all make mistakes sometimes. How differently do you think your workplace would handle challenges if every single decision they made were featured prominently on CNN and your bosses knew for a fact that if things weren’t going well, they would be fired in four years? That level of accountability changes how you work. So how do you cope with that? You have to keep getting better. ## Always Be Learning At the White House and in your own life, making the same mistake more than once can be disastrous. You need a system that isn’t merely focused on getting things done but also on improving. Here’s James: --- > “” --- How do they do that? One way is through a strong belief in informal mentorship. If the old pros don’t teach the young bucks, the same mistakes are going to get made over and over with every new hire. Here’s James: --- > “” --- And when best-selling author [Shane Snow](http://www.amazon.com/gp/product/B00IHZUTGA/ref=as%5Fli%5Ftl?ie=UTF8&camp=1789&creative=390957&creativeASIN=B00IHZUTGA&linkCode=as2&tag=spacforrent-20&linkId=5YLETZV4PRBJ5JKZ "undefined") dug through the research, he saw the same thing James did. Turns out _formal_ mentors [don’t help](http://www.bakadesuyo.com/2014/02/mentor/ "undefined"). Why? Mentors need to care about you. [Here’s Shane](http://www.bakadesuyo.com/2014/11/how-to-be-successful/ "undefined"): --- > “” --- (More on how to find the best mentor for you [here](http://www.bakadesuyo.com/2014/02/mentor/ "undefined").) How else did A-players at the White House create a culture of improvement? The top people James worked with were always reading. They knew their areas inside and out, but they also knew about the other priorities of the Administration and anything related to work they’d be involved in. Nobody showed up unprepared. Here’s James: --- > “” --- And what do you have to do to make sure you’re continuously improving? Best-selling author [Dan Coyle](http://www.amazon.com/gp/product/B0026OR1UK/ref=as%5Fli%5Fss%5Ftl?ie=UTF8&camp=1789&creative=390957&creativeASIN=B0026OR1UK&linkCode=as2&tag=spacforrent-20 "undefined") told me that experts commit to the long term. Asking someone “How long are you going to be doing this?” was the best predictor of how skilled that person would end up being. [Here’s Dan](http://www.bakadesuyo.com/2014/02/most-successful-people/ "undefined"): --- > “” --- Commit to the long haul. It even works for [mice](http://thetalentcode.com/2013/11/01/meet-resilient-mouse-your-new-superhero/ "undefined"): (For more on how to get better at getting better, click [here](http://www.bakadesuyo.com/2014/02/most-successful-people/ "undefined").) Be responsive all the time, make decisions and really strive to improve your processes? At this point you’re probably saying, “That’s a _lot_.” How do White House staffers find that level of [motivation](http://www.bakadesuyo.com/2015/01/how-to-be-motivated/ "undefined")? It ain’t about the money. ## Have Passion If you don’t care, you won’t make it in a place like the White House. The hours are too long, the stakes too high and for the caliber of talent there, the pay is too low. That’s why you need to believe in what you’re doing. Here’s James: --- > “” --- [Scott Barry Kaufman](http://www.bakadesuyo.com/2013/07/how-to-find-your-passion-in-life/ "undefined") looked at the research and saw that passion really does make a big difference. Via [_Ungifted: Intelligence Redefined_](http://www.amazon.com/gp/product/0465025544/ref=as%5Fli%5Fss%5Ftl?ie=UTF8&camp=1789&creative=390957&creativeASIN=0465025544&linkCode=as2&tag=spacforrent-20 "undefined")_:_ --- > “” --- Studies show the [top career regret](http://www.bakadesuyo.com/2012/12/top-career-regrets/ "undefined") is being too focused on money. Wharton professor Adam Grant’s research shows we’re more motivated when we see [how our work positively affects others](http://www.bakadesuyo.com/2014/02/love-what-you-do/ "undefined"). James agrees: --- > “” --- And when we do things because of passion, not money, the [quality is higher](http://www.bakadesuyo.com/2011/05/is-artwork-of-higher-quality-when-were-not-pa/ "undefined"). Via Daniel Pink’s [_Drive: The Surprising Truth About What Motivates Us_](http://www.amazon.com/gp/product/1594484805/ref=as%5Fli%5Fss%5Ftl?ie=UTF8&tag=spacforrent-20&linkCode=as2&camp=217145&creative=399349&creativeASIN=1594484805 "undefined")_._ --- > “” --- (For more on how to love your job, click [here](http://www.bakadesuyo.com/2014/02/love-what-you-do/ "undefined").) O.K., we’ve learned a lot. Let’s pull it all together into something you can use. ## Sum Up Here’s what James says you can learn from the White House: 1. **Be Responsive.** Know what’s important, and make sure you’re on top of it. 2. **Don’t Overanalyze. Make a Decision.** Information is great, but often we can’t wait for perfect answers. “A good decision now is better than a perfect decision in two days.” 3. **Always Be Learning.** Find a mentor. Be a mentor. Keep reading and commit to the long term to become an expert. 4. **Have Passion.** Focusing too much on money is the No. 1 career regret. When we care, our work is better and we’re more satisfied. No, the fate of the world is not resting on your shoulders. But only you can be the Commander in Chief of your life. Time to act like it. **_This piece originally appeared on_** [**_Barking Up the Wrong Tree_**](http://www.bakadesuyo.com/2015/03/get-things-done/ "undefined")**_._** **Join over 175,000 readers. Get a free weekly update via email** [**here**](http://eepurl.com/o6uAD "undefined")**.** Related posts: [New Harvard Research Reveals A Fun Way To Be More Successful](http://www.bakadesuyo.com/2014/09/be-more-successful/ "undefined") [The 8 Things The Happiest People Do Every Day](http://www.bakadesuyo.com/2014/06/happiest-people/ "undefined") [How To Stop Being Lazy And Get More Done – 5 Expert Tips](http://www.bakadesuyo.com/2014/08/how-to-stop-being-lazy/ "undefined") _Read next:_ [_12 Bad Habits to Abandon for Increased Productivity_](http://time.com/3719374/bad-habits-increased-productivity/?xid=time%5Freadnext "undefined") [_Listen to the most important stories of the day._](http://time.com/newsletter/the-brief/?sl%5Fautoplay=true&xid=spl-fullbrief-article "undefined") ```json [{"@context":"https://schema.org","@type":"OpinionNewsArticle","@id":"https://time.com/3737636/get-things-done-tips-white-house-staffer/","mainEntityOfPage":{"@type":"WebPage","@id":"https://time.com/3737636/get-things-done-tips-white-house-staffer/"},"headline":"How the Most Powerful People Get Things Done: 4 Tips From a White House Staffer","datePublished":"2015-03-10T04:01:07.000Z","dateModified":"2026-05-11T04:49:42.309Z","description":"We all have big decisions to make and deadlines to meet. 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