All Episodes 144: Bill McLean | Habit Systems and Tech Hacks for Stress-Free Productivity
144: Bill McLean | Habit Systems and Tech Hacks for Stress-Free Productivity
On this episode of The Prestigious Initiative, I’m joined by Bill McLean — a creator and systems thinker who specializes in turning everyday tools into powerful productivity frameworks. Bill is known for breaking down simple apps like habit trackers and Apple Notes into workflow systems that help people focus, create, and thrive without burning out.
We dive into:
• How to build habit-forming systems that actually stick
• Practical tech habits that save time and reduce stress
• Workflow optimization strategies for high achievers
• Why small, consistent routines outperform massive overhauls
• How to blend technology and lifestyle design for balance
If you’ve ever struggled to stay consistent with your habits or felt overwhelmed by the chaos of digital tools, this episode will give you the clarity and systems you need to make productivity simple — and sustainable.
Simplifying Productivity with Bill McLean: Turning Everyday Tools into Stress-Free Systems
On this episode of The Prestigious Initiative, I had the chance to sit down with someone I’ve admired for a while—Bill McLean. Bill has a rare talent for taking everyday technology—like Apple Notes, Reminders, and Calendars—and turning them into full-blown systems that help people reduce stress, stay focused, and actually get things done.
As he put it early in our conversation:
“I try to get more done, but be less stressed. Productivity isn’t just about output—it’s about creating space to enjoy life.”
That balance—between productivity and peace of mind—is at the heart of this episode.
Redefining Productivity
One of my favorite parts of our conversation was when Bill redefined what productivity really means. He drew inspiration from Cal Newport’s Slow Productivity, reminding us that productivity isn’t as clear-cut as it once was.
In the industrial age, productivity was measured in cars produced or crops harvested. Today, in knowledge work, the output is far less tangible. For Bill, it’s about simply getting the things done that matter to you—whether that’s work projects, fitness goals, or even making progress in a video game.
This resonated deeply with me. Productivity isn’t about being busy—it’s about being intentional with your time.
Engineering Simplicity
Bill’s background as an engineer gives him a systems mindset. He explained how even in aerospace—where he works—there’s always the temptation to add complexity. But often the simplest solution is the best solution.
That philosophy carries into his personal systems. He uses Apple Notes to capture ideas, Apple Reminders to manage tasks, and Apple Calendar to map out his week. These tools aren’t flashy, but the beauty is in their simplicity and connectivity. Notes link to reminders, reminders show up in the calendar, and everything stays in sync.
It’s a reminder that we don’t need endless new apps or tools—we just need to use the ones we already have more effectively.
Consistency vs. Learning
At one point, we dug into the idea of consistency. Everyone online talks about “being consistent,” but as Bill pointed out, consistency alone isn’t enough. You could post once a year and technically be consistent. The real growth happens when you pair consistency with learning and reflection.
I loved this part of the conversation because it reminded me of my own experience posting a video every single day for a year. Consistency alone didn’t explode my audience—but the practice made me better on camera, sharper in my delivery, and more confident in the process.
Bill framed it perfectly: don’t just “go through the motions.” Use consistency as an opportunity to improve, reflect, and adapt.
From Habits to Practices
One of the key shifts I’ve made personally—and we unpacked it in this episode—is moving from the word habit to the word practice.
Habits can feel automatic, like something you set and forget. Practices, on the other hand, demand presence, intention, and growth. Bill reinforced this with his approach: start small, build gradually, and don’t let perfectionism keep you from starting.
For example, he shared how even a simple 10-minute workout can be the spark to restart his fitness routine after a break. It’s about momentum, not perfection.
Avoiding Shiny Object Syndrome
We also talked about one of the biggest traps in the productivity space—constantly jumping from one app to another. Bill admitted he’s been guilty of shiny object syndrome, but he’s learned that the key is to commit to a tool for 30 days before deciding if it works.
This practice forces you to really learn the tool, bump into its limitations, and decide whether those limitations actually matter. Most of the time, the free, built-in apps like Apple Notes or Reminders are more than enough.
As Bill reminded us:
“There is no perfect tool—and that’s both the good news and the bad news.”
Writing Things Down
If there’s one takeaway from this episode, it’s the power of simply writing things down.
Bill emphasized how offloading tasks and ideas—whether into Apple Notes, a journal, or even pen and paper—reduces stress and frees up mental space. There’s even something unique about handwriting: it slows you down and deepens your connection to the idea.
This struck me because it’s something I’ve been practicing myself. When I write down a problem in detail, I often feel like it’s already halfway solved.
Closing Thoughts
This conversation with Bill McLean was a masterclass in blending technology, simplicity, and intentionality. His systems aren’t about doing more for the sake of more—they’re about creating structure so you can focus on what matters most.
If you’ve ever felt overwhelmed by too many apps, inconsistent habits, or the constant push to “do more,” this episode is for you. Bill’s approach will help you step back, simplify, and build systems that actually work in your life.
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