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Why Build Your Own OS? Create the Infrastructure and Mechanisms to Drive Outcomes

Picture of Taylor Polchinski By   ·  7 minute read

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This video summary was created using Kapwing. I have begun recording full-length videos and will work backward over time to update these videos.

Why read this post?

People fail to do what they intend on a regular basis.

Right now, you have something you want to do that you haven't been able to do.

Fed up dog realizing the to do list is longer than the Great Wall of China

What if we can start putting you in a position to succeed starting now?

By setting our systems up to succeed, we can operate at our best.

You will be able to drive towards your goals in the face of adversity.

So take a few minutes to understand how I have built my operating system for life.

My lessons will become your lessons and we will drive forward, faster together.

I know because it is how I live every day.

Take advantage of my mind and together we will build systems that set us up for success!

And now to the conversation...

Why didn’t I get the outcome I intended?

It could be so many different things, but if you want one answer…

I would say your Operating System needs an update.

I am talking about my life… Not my phone.

Well, it is just a comparison to help you get the right outcome.

From my experience and conversations, outcomes require many things working together.

For you, all the little things work together as a system of your life.

You then operate that system every day to the best of your ability.

“Good intentions don’t work. Good mechanisms do.”

One of my former COO’s said this and it clarifies how some problems are fixed.

Not by wanting better, but by building the system to ensure we do better.

Often, we intend something but haven’t tweaked our system to accomplish it.

Ok… So my life is a system I design and operate?

In short, yes.

Everyone designs and operates their systems to meet their environment.

It shouldn’t surprise anyone that no system works for everyone.

Of course, there are aspects that should be considered for every system.

Though the way each part works is still different from person to person.

I am lost… Where would I even start?

Sorry, I am getting there! 

Good systems…

  1. Align Around a Why to Stay On When All Else Fails
  2. Embrace Improvement to Adapt to Changing Conditions
  3. Account for Known Risks to Prevent Issues from Occurring
  4. Protect Against the Uncontrollable and Unknown to Reduce Other Potential Issues
  5. Keep Operating to Maintain Momentum

I like to think of the solutions as 5 R’s of an Operating System

Reason

Revision

Recognition

Resilience, and 

Rhythm.

(not to be confused with the 5 R’s of sustainability)

 

Made with Visme Infographic Maker

Considering the 5 R’s helps create a strong foundation for a system that can last.

Previous posts are meant to help explain some of Reason, Revision, and Recognition.

Please tell me I don’t need to wait for more posts about Resilience and Rhythm…

I gotcha on some essentials!

Resilience is about protecting against the uncontrollable and unknown.

I think of this as either: Preventing Limits or Increasing Adaptability

To prevent limits, I “Indicate with Info” then “Triumph with Triggers”

You can’t analyze anything you’re not tracking so create indicators.

Some people journal, use technology, or ask for help tracking.

No matter the case, if you want to change it, you need to track it.

From there, you can determine how you want to triumph.

Create a trigger to replace your old trigger and change the behavior.

For example, you were unintentionally rude to people a few times.

You know this because you journaled about it and asked a friend to watch you.

The friend helped you discover that being interrupted would trigger you to be rude to others.

Now when you’re interrupted, you are reminded of how grateful you are for their friendship.

Your friend gave you a positive trigger that allowed you to override a negative one.

As for adaptability, I consider versatility and usage to plan ahead.

Some questions to consider include:

  • How long and how often will I do something?
  • How many times might I do something similar?
  • How could I accomplish similar objectives with a similar solution?
  • How difficult is it to change the decision once I have made it?

Everything has an opportunity cost in time so, only some decisions need all that thought.

Instead, I use frameworks/checklists to ensure I consider what matters to me.

Then, I only build my “processes” for things that fit my criteria to care.

For example, I have a regular “laundry process” for different situations.

When I move, I essentially tweak my process instead of re-writing it.

Because I do laundry multiple times every month, a process helps me improve.

Perhaps I learn how to dry with fewer wrinkles or fold more effectively.

By Preventing Limits and Increasing Adaptability, your system becomes Resilient.

Set to triumph in the short term, get up quickly when you fall, and improve forever.

Mr. T flexing because he finally hit his target and feels like a CEO

I like the idea of triumphing, but what about Rhythm?

Rhythm is about keeping the operation running.

Like an object in motion, stays in motion.

I think of this as either: Maintaining Motions or Riding Flows

To maintain motions, I focus on Routines and Backlogs.

Wake-up and Wind-down Routines are key daily transitions.

They set your day up and close it out.

The sooner you have routines that help you be your best, the better!

Just remember that routines often take 30+ days to change!

Backlogs are resources that can be problematic if they are not maintained.

Some might be hygiene-related like hair or nail care.

Others might be digital-focused like a clear inbox or cleaning up notes.

Ultimately, you want a rhythm so you don’t get buried in a backlog!

To ride flows, I consider repetitious parts of Working, Learning, or Living.

  • Do I do certain things regularly to work, to learn, or to live?
  • When I do those things, how do I normally do it?
  • Would it be beneficial to improve the way I do it?

If so, then I try to get better by treating it like a process.

I do things like creating a document to outline the R’s for myself.

When I need to use the process, I look at the doc and remember where I was.

Sometimes I even share with others and save time for both of us!

This allows me to maintain a rhythm when I do less frequent projects and tasks.

Routines, regular backlogs, and flows help maintain rhythm so you keep moving.

Tony Stark Letting Out a Big Relief because he finished a backlog and his rhythm is back on track!

This is a lot, is it even worth it?

I know this sounds like a lot, but it’s just organizing your life.

You decide what you do and how you do it.

I cannot tell you if you will feel it is worthwhile.

I can only tell you that planning gives me confidence by reducing ignorance.

Sometimes you are writing down what you already know.

Then again, you might find you have thought less than you realized.

Only you will know and only you can know so I encourage you to try the worksheet:

The 5 R’s of My Operating System

Sheet Template & Taylor’s Example

Doc Template & Taylor’s Example

You are also welcome to try:

My Criteria to Care

Sheet Template & Taylor’s Example

Doc Template & Taylor’s Example

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Summary of the Conversation

  • Why didn’t I get the outcome I intended? Your Operating System needs an update. Often, we intend something but haven’t tweaked our system to accomplish it.
  • Ok… So my life is a system I design and operate? In short, yes. Everyone designs and operates their systems to meet their environment.
  • I am lost… Where would I even start? Good systems use 5 R’s of an Operating System to deliver outcomes: Reason, Revision, Recognition, Resilience, and Rhythm. Previous posts are meant to help with Reason, Revision, and Recognition.
  • Please tell me I don’t need to wait for more posts about Resilience and Rhythm… By Preventing Limits and Increasing Adaptability, your system becomes Resilient. Set to triumph in the short term, get up quickly when you fall, and improve forever.
  • I like the idea of triumphing, but what about Rhythm? Routines, regular backlogs, and flows help maintain rhythm so you keep moving.
  • This is a lot, is it even worth it? Only you will know and only you can know so I encourage you to try the worksheet: The 5 R’s of My Operating System || Sheet Template & Taylor’s Example || Doc Template & Taylor’s Example

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Apply it!

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Credits and Sources

Thank you to Everyone who has helped!

3rd Party Links in Order of Appearance

Writing Influences & Inspirations

Explore My Influences for Context for more influences

Multimedia Credits

Other Read My Mind posts linked in this post

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What's Next...

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!! CHALLENGE MY MIND !!

If you have any thoughts, questions, or other feedback, I would love to hear it! Please submit it via the Feedback form and I will see how I can incorporate it!

To see how feedback has impacted the blog, check out Feedback from the Community.

To see how feedback has impacted this specific post, check out the Update Log.

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Update Log

  • Overhauled blog structure including adding sections - November 2, 2023 (Feedback from Lorraine Polchinski, Corey Betancourt, and Chris Aman led to restructuring and additions)
  • Updated Several Links - July 12, 2023
  • Originally published - July 7, 2023

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