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Modern Wisdom

#1047 - Jonathan Swanson - The Obvious Strategy to Take Back Your Time

72 min episode · 2 min read
·
Jonathan Swanson

Episode

72 min

Read time

2 min

Topics

Productivity, Investing, Leadership

AI-Generated Summary

Key Takeaways

  • Delegation hierarchy: Start by delegating tasks like passport renewal, progress to processes with detailed algorithms, advance to goals where assistants execute independently, and reach clairvoyant delegation where assistants anticipate needs before being asked—this progression typically requires years of compounding feedback and trust building.
  • Voice delegation advantage: Delegating through voice notes rather than typing enables three to five times faster communication, allows delegation between meetings or at the gym, and facilitates detailed feedback that would never get typed out—top delegators at Athena exclusively use voice for all delegation tasks throughout their day.
  • Freedom phone strategy: Keep an old smartphone as a locked-down device with only essential apps like Uber and phone calls, delete email and social media, have someone else control the passcode, and use this exclusively outside the home—this physical constraint eliminates passive phone checking more effectively than screen time tracking apps.
  • Assistant team structure: Build a team with one chief of staff overseeing six specialized assistants handling work, finance, children, and household separately rather than one generalist—this specialization creates time abundance where new aspirations become possible, though reaching this level requires approximately a decade of progressive delegation and investment.
  • Historical delegation pattern: Research across one thousand historical figures including Cicero, Newton, Einstein, Churchill, and Catherine the Great reveals all had personal assistants enabling their outsized accomplishments—the Wright brothers delegated engine design, Darwin delegated data gathering, Edison delegated finding the light bulb filament in Kyoto where a shrine honors that assistant today.

What It Covers

Jonathan Swanson explains how delegation through executive assistants unlocks time sovereignty, starting from his White House experience observing presidential assistants to building Athena, which provides trained virtual assistants to optimize personal and professional productivity.

Key Questions Answered

  • Delegation hierarchy: Start by delegating tasks like passport renewal, progress to processes with detailed algorithms, advance to goals where assistants execute independently, and reach clairvoyant delegation where assistants anticipate needs before being asked—this progression typically requires years of compounding feedback and trust building.
  • Voice delegation advantage: Delegating through voice notes rather than typing enables three to five times faster communication, allows delegation between meetings or at the gym, and facilitates detailed feedback that would never get typed out—top delegators at Athena exclusively use voice for all delegation tasks throughout their day.
  • Freedom phone strategy: Keep an old smartphone as a locked-down device with only essential apps like Uber and phone calls, delete email and social media, have someone else control the passcode, and use this exclusively outside the home—this physical constraint eliminates passive phone checking more effectively than screen time tracking apps.
  • Assistant team structure: Build a team with one chief of staff overseeing six specialized assistants handling work, finance, children, and household separately rather than one generalist—this specialization creates time abundance where new aspirations become possible, though reaching this level requires approximately a decade of progressive delegation and investment.
  • Historical delegation pattern: Research across one thousand historical figures including Cicero, Newton, Einstein, Churchill, and Catherine the Great reveals all had personal assistants enabling their outsized accomplishments—the Wright brothers delegated engine design, Darwin delegated data gathering, Edison delegated finding the light bulb filament in Kyoto where a shrine honors that assistant today.

Notable Moment

Swanson reveals Catherine the Great delegated not just empire management but also her dating life, employing someone specifically for first dates and testing male capacity before she would meet them—demonstrating that even intimate personal decisions can be systematically delegated when structured properly with trusted assistance.

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Episode Transcript

How did you get started in thinking about time and delegating? So my first job out of school was working at the White House, and I worked for the president's top economic adviser. And I got a walk in the West Wing every morning, which was cool life experience, and I sat next to the president's executive assistants. And as you might imagine, the executive assistants to the president are really freaking good. And it set my bar crazy high for what this client EA partnership could look like. And so when I left the White House to start my first company, I asked myself the question, what if I had an assistant or a team of assistants that was as good as the president's? Obviously, I'm not gonna become president, but what else could I accomplish if I had that sort of support? And so hired my first, assistant that way and then set out on a journey to build the best team I could to see how it changed my life. What were the unlocks that you saw inside of the White House? Like, how how complex and big is the system of spindly octopuses with the tentacles and everything trying to help get the machine moving? I mean, it's insane. The president has multiple assistants as you might imagine. There's actually an entire department called advance that plans every minute of the president's life for months in advance. And so if he's gonna be in Brazil in three months, there's people deployed months in advance to go scope, prepare everything. And, you know, I think there's just kind of the level of optimization, which is one thing. But the thing that really struck me sitting next to the president's assistants is seeing the relationship they had. It wasn't just saving him time or doing tasks for him. At the end of the day, he would sit down, lean back in his chair, and be like, what happened? And he would talk to his assistant. And this was one of the people he trusts most in the world. There's all these other people jockeying for his attention, governors, senators, NSA chiefs, but this assistant is the one person who's just, like, got his back fundamentally, emotionally, psychologically. And you could tell there was a real psychological connection that was very valuable, beyond just the work. So it's a deep relationship of trust and kind of awareness, I suppose, because of how globally, connected that assistant is to everything? Exactly. Like, if you have an assistant there in your inbox, they're seeing the lawsuit that's coming, the person that's quitting, the money you just raised, the investor that rejected you, all the highs and lows that are shielded from most of your company and marks the White House, but that assistant sees all of it. And so they're on the emotional journey with you more than really anyone else. Okay. So jump to the end. That's the beginning. Jump …

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    starting from his White House experience observing presidential assistants to building Athena, which provides trained virtual assistants to optimize personal and professional productivity.

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