Systems Over Willpower

Why Personal Leadership is All About Systems and Routines—Not Just Willpower

We often think of leadership as something we do for others—guiding a team, making decisions, setting a vision. But real leadership starts with how we lead ourselves. As Royal Marines, this is 101 of being an elite performer. It’s about self-discipline, self-awareness, and managing our energy, time, and emotions. This idea really hit home for me recently after I was knocked down by an illness that left me feeling drained and out of sync.

Looking to get back on track and encouraged by my wife to take supplements, something I have never been good at, I started taking AG1, a daily greens supplement, hoping it would give me the boost I needed.  What it made me appreciate is that Systems over Willpower is the way ahead.

For the avoidance of doubt, I am not associated or sponsored by AG1 (As if) and I don’t get any commission :). 

As I settled into this new routine, I found myself thinking about the bigger picture—how personal leadership is deeply tied to the systems and routines we create for ourselves. The more I thought about it, the clearer it became: no matter how determined you are, relying on willpower alone is a risky bet. If you really want to succeed, you need to build systems that make your desired actions almost automatic.

Let’s dive into why systems and routines are the secret sauce of personal leadership, and why willpower just doesn’t cut it. I’ll also share how my simple routine made me rethink how we can embed good habits into our lives with minimal effort.

The Problem with Willpower

We all admire those people who seem to have endless willpower—waking up at 5 AM to work out, sticking to a strict diet, and powering through tough projects. I’ve been there too, especially after my illness, trying to push through with sheer grit. But here’s the truth: willpower is like a battery. It drains as you use it, and eventually, it runs out.

Psychologists call this “ego depletion,” and it’s a real thing. Studies have shown that after we exert self-control in one area, our ability to do so in another area diminishes. For example, if you spend all morning resisting the urge to check your phone during a meeting, you might find it harder to stick to your diet later in the day.

Here’s a wild stat: A study found that judges are more likely to give favourable rulings earlier in the day, with the odds dropping by up to 20% later on. That’s decision fatigue in action—a clear sign that even our best decision-makers can’t rely on willpower alone.

So, what’s the alternative? Instead of relying on willpower, we should focus on building systems that make the right actions easy and automatic. This is something I’ve seen firsthand with my experience adopting a new morning routine.

How Systems and Routines Make Life Easier

Think of a system as a game plan—a structured process designed to help you reach a specific goal. Routines are the repeatable actions you plug into that system, and over time, they become habits. The beauty of a good system is that it takes the guesswork out of your day. You don’t have to constantly make decisions or muster up the motivation to do what you know you should do. The system does it for you.

For me, the simplicity of my new routine was a game-changer. Every morning, I follow the same steps, and it’s become as automatic as brushing my teeth. The simplicity of it got me thinking: What if all our important routines could be this simple?

Here’s why I believe systems and routines beat willpower every time:

• Consistency Over Motivation: Let’s face it, motivation is fickle. Some days you’re pumped; other days, you’re not. But when you have a system in place, like a set bedtime routine that includes 20 minutes of reading, you remove the need for daily decision-making. The routine just happens, whether you feel like it or not. My new morning routine didn’t require me to psych myself up—it just became part of my day.

• No More Decision Fatigue: We make tons of decisions every day, and it’s exhausting. By the end of the day, even choosing what to have for dinner can feel overwhelming. Systems and routines cut down on these decisions. For example, planning your day the night before means you don’t waste energy figuring out what to do in the morning. My morning routine was one less thing I had to think about, leaving me more mental space for important tasks.

• Predictable Results: Systems are designed to get you consistent results. When you have a routine, you can measure how well it’s working and make tweaks if needed. I quickly saw improvements in how I felt physically, and that spilled over into a more productive and disciplined day.

• Resilience When Life Gets Tough: Life throws curveballs, and even the most disciplined among us have off days. But a solid system can keep you on track, even when you’re not feeling your best. For instance, having an exercise buddy can help you stick to your workout routine on days when you’d rather skip it. Even on mornings when I was rushing out the door, the routine was so simple that I could stick to it without thinking twice.

A Perfect Example of a Systemised Routine

The problem with most self-improvement efforts is consistency. People start strong but often fall off the wagon as life gets busy or their motivation dips.

The solution is to make the routine incredibly simple:

1. Prepare: Set up everything you need the night before.
2. Execute: Follow the routine without overthinking it.
3. Automate: Make it so simple that it becomes a habit almost by default.

This simplicity means there’s no excuse not to stick with it. You’re not measuring out multiple ingredients or cleaning up a blender. The routine is so easy that it becomes a habit almost by default. For me, this routine has been a lifesaver, especially on hectic mornings. It’s one less decision to make, one less thing to worry about.

Bringing Systems into Your Leadership Practice

If you want to be a better leader, start by leading yourself well. Here’s how you can start building systems and routines into your daily life:

• Identify Key Behaviours: What actions are crucial for your success? Maybe it’s exercising, reading, or planning your day.
• Design a Simple System: Create a routine that makes these behaviours easy. For instance, if you want to work out more, lay out your gym clothes the night before and put a workout on your calendar.
• Start Small: Don’t try to overhaul your life all at once. Begin with one small routine and build from there. Start with 10 minutes of meditation instead of an hour.
• Check and Tweak: Keep an eye on your routines to see if they’re working. Don’t be afraid to adjust if something isn’t quite right.
• Use Tech to Help: Habit trackers, reminders, and apps can be great tools to keep you on track without relying on willpower.

Wrapping It Up: Systems Are the Key to Personal Leadership

Personal leadership isn’t just about wanting to succeed—it’s about setting up the right systems and routines that make success almost automatic. My experience with AG1 reminded me of just how powerful a simple, well-designed routine can be. By recognising the limits of willpower and leaning into systems, you can make sure you’re consistently at your best.

When you embed these routines into your daily life, you’ll find that success comes more naturally. For me, this journey has been a reminder that the best leaders are the ones who start by leading themselves, not with sheer determination, but with smart systems that make the right actions easy.

You can search AG1 on google – see, no link. 

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For Those That Want the Research

If you’re the type who likes to dig into the science behind these ideas, here are a couple of key studies that back up what I’ve been talking about:

1. Ego Depletion and Willpower:

   • A study by Baumeister et al. (1998) on ego depletion found that participants who used self-control in one task had less willpower available for subsequent tasks. In one experiment, those who resisted eating cookies gave up on solving puzzles 50% faster than those who hadn’t exerted willpower earlier.

2. Decision Fatigue:

   • Another study by Danziger, Levav, & Avnaim-Pesso (2011) showed that judges are more likely to give favourable rulings earlier in the day. As the day goes on and decision fatigue sets in, the percentage of favourable rulings drops by up to 20%.

These studies highlight that our mental resources are limited, and relying solely on willpower isn’t sustainable. That’s why creating systems and routines is so important—they help us conserve our mental energy for the things that really matter.

About the Author

Trevor is the Managing Partner of NorthCo, a fellow of the Institute of the Motor Industry and a member of the Institute of Interim Management. Trevor is a respected C-Suite leader, Chairman and professional Interim Leader. For over a decade, he has provided interim leadership solutions to private equity, venture capital, and asset-backed firms. Whether it’s to stabilise a business during a turbulent trading period, fill a temporary skills gap or support a management team to navigate challenging situations, Trevor’s wealth of experience and proven track record in delivering value creation and retention plans demonstrate his ability to lead and support operational management teams effectively. To find out more about his approach, explore his LinkedIn profileand read what others say about Trevor.