Here is the point about a routine and how to optimise them. Routine is a thing that we do semi-automatically, normally not giving a thought about them. Like doing weekly groceries or conducting a weekly meeting. Such things, as a matter of fact, take most part of our day, and they could be quite inefficient as far as the result is satisfactory. And we do not notice that, because this is just a boring routine, we can't afford giving even more time to it. Well, to think less, we need to think a bit more, but just once. Here is an approach to solve that and save a lot of precious time. Time that we better use to do something more entertaining or joyful like spending time with loved ones or reading a book that we always wanted to.

The approach is widely known as "iterative development" in software development. The basic idea behind this method is to develop a system or a program through repeated cycles and in smaller portions at a time, taking into account what was learned during development of earlier parts or versions of the system. Simple, right? Why can't we apply it to other aspects of our everyday life, considering a casual routine as an algorithm.

The key thing is to "fix" the version of the routine, simply to write it down as a recipe. Having it in front of us, we need to think about each time we did the routine, especially about particularly unsuccessful or inefficient times. The next step would be to tweak something in the recipe - order of items, values, timings etc. After that we should do an experiment and try the new version in practice gaining new results and observations.

If the result is better it's great, we improved it! Let's try to understand why the new version is better and maybe change it in the same way a little further to make it even better. If the result is worse, it is also highly useful information! We have to think why and how to do the opposite. In both outcomes we learn more about the process and we should use that knowledge to improve the routine. The same cycle is repeated, thereby the recipe is gradually improved.

image: use observe change and repeat

This process perhaps never stops, because the reality always changes, so the recipe needs to be adjusted to new conditions. But after a few first iterations routine would be good enough, so we can think less or completely forget about it for some time. We would need perhaps to get back to the reflection once in a while to check that the recipe is still good enough.

A fine example would be the list of things I take in my suitcase for a week long trip. I made it for the first time many years ago and since then I use it all the time. But almost every time I have to tweak a few things. Some were removed because they are barely used, like a notebook and a pen - nowadays everything is in the phone. Some were reluctantly added like my reading spectacles. Even if I change a few items, the rest of the list is exactly the same. Therefore even if I forget something, I add this item to the list and never forget it again. Thus I pack my luggage quickly without much thinking on number of socks, types of charging devices or a content of travel medicine chest. I rarely leave anything essential behind.

There are plenty of other fine examples:

  • Morning routine, from a moment of waking up until a first cup of coffee.
  • Common things to cover writing a feedback letter.
  • Structure of design documents.
  • Checklist to onboard new people to the team.
  • Weekly list of essential groceries.
  • Secret cake recipe from my grandma, that I constantly have to adjust to a different water hardness, different type berries, butter and eggs.
  • Coffee recipes of different brewing types.
  • House regular maintenance.
  • Monthly and yearly checklist of financial wellness.
  • Weekly, monthly and yearly checklist of health wellness.
  • Every day supplements.
  • Emergency services: phone numbers, websites, addresses.
  • List of things to check looking for a new flat.
  • Order in which thing should be packed when we move out, and unpacked when we move in.

The suggested method was not invented by me, not at all. It was out there all the time, perhaps since the Palaeolithic, since the first recipes and tools invented by Homo. We can benefit from it even more by using it consciously and consistently. Just by keeping the record of versions the most frequent routines and from time to time reflecting on the the we can significantly reduce time and effort spent on them every day. We still would be able to majority of routines automatically as before, but much efficiently and quite likely with better results. Essentially, using the method we, how engineers call it, optimise algorithms of our life. Improving little something here and there we improve the life itself. Would it be something you are interested in?

There is another example a list additional things I have to pack when I travel to visit my Dad and Mum in Siberia.

  • Thermal underwear 🩲, the last thing you would want to do there is freeze to death at the airport exit
  • Winter parka coat 🧥
  • Winter insulated boots 🥾
  • Winter socks 🧦
  • Proper gloves 🧤
  • Dutch fleece tube scarf, or "sea scarf", "tube scarf" 🧣
  • Proper fleece hat 🎩
  • Thermal trousers 👖
  • Pullover fleece 🧥
  • Winter face cream, believe me you need it, especially if you never experienced something 30 below zero ❄
  • No need in warm pyjamas. Central heating is everywhere, it is usually too warm inside 🥵
  • Cash ₽ 💸, cards are not always accepted, especially in transport.
  • Shotgun against bears 🐻. Or, if you meet the bear, just tell them you are not working for MI6 or CAI or any other intelligence service. Don't forget to tell that KGB is aware of your visit 😉