Part 2: Staying Motivated - How to Maintain Momentum When Reality Sets In
- Amy Hamilton
- 5 hours ago
- 34 min read
The Moment When It Gets Hard
Remember that first week? When everything felt fresh and possible? When you were riding the wave of "I'm actually doing this!" energy?
Yeah, that doesn't last.
And that's not a failure—it's physics. Emotional momentum, like physical momentum, eventually encounters friction. The question isn't whether you'll hit resistance. It's whether you'll have systems in place when you do.
Let me paint you a picture. You're three weeks into writing your book and you've hit a chapter that's harder than you expected. The words aren't flowing. What you're writing sounds nothing like the brilliant prose in your head. You start questioning whether you even have anything worth saying. That cursor just blinks at you, mocking.
Or you're six weeks into your new job and the honeymoon period is over. You've realized the systems are messier than you thought, the politics are more complicated than they seemed in the interviews, and that "exciting challenge" you were hired for is actually a dumpster fire that three people before you failed to extinguish. You're starting to understand why the position was open.
Or maybe you're in month two of your job search and you've sent out forty applications with two rejections and thirty-eight silences. Your carefully crafted cover letters disappear into applicant tracking system black holes. Your savings are dwindling. Your confidence is following.
Or you're two months into your business and you've had more no's than yes's. Your savings account is shrinking faster than you projected. Your family is asking pointed questions. That confident business plan you created is meeting the harsh reality of a market that doesn't care about your spreadsheet projections.
This is the valley. The messy middle. The part of the journey where most people quit.
But here's what I've learned from working with hundreds of people through major transitions, from watching clients navigate career pivots and creative projects and entrepreneurial ventures: The ones who make it aren't more talented, more privileged, or luckier. They're just better at staying motivated when it gets hard.
And staying motivated isn't about willpower or positive thinking or vision boards or affirmations. It's about having systems that work even when you don't feel like it.
Why Most Motivation Advice Doesn't Work
Before we dive into what does work, let's talk about what doesn't.
Most motivation advice falls into two useless categories:
Category 1: "Just push through!"
This is the grind culture approach. Hustle harder. Show up no matter what. Sleep when you're dead. Winners never quit.
Sounds inspiring in a motivational video. Leads to burnout in real life. Because sustained effort without recovery isn't strength—it's a recipe for collapse.
Category 2: "Follow your passion!"
This is the other extreme. If you're not feeling it, maybe this isn't your true calling. Maybe you should pivot. Maybe the universe is telling you something.
Also unhelpful. Because every meaningful project has boring parts, hard parts, parts where passion goes on vacation. If you only work when you "feel like it," you'll never finish anything significant.
What actually works is understanding that motivation fluctuates—and building systems that carry you through the fluctuations. You need structure for the days when inspiration doesn't show up. You need flexibility for the days when structure feels suffocating.
You need, in short, a sustainable motivation architecture.
Understanding What Actually Drains Your Motivation
Before we build that architecture, we need to understand what's actually killing your drive. Because it's rarely what you think.
The Real Motivation Killers (And What They're Actually About)
Motivation Killer #1: Invisible Progress
It's not the hard work that drains you. Most people can handle hard work when they see progress. What destroys motivation is working hard and feeling like you're getting nowhere.
You're writing every day but the book still isn't done. You're showing up at your new job but you still don't understand the systems. You're applying to positions but your inbox stays empty. You're talking to prospects but nobody's buying.
Your rational brain knows progress is happening. But your emotional brain needs visible evidence. And when it doesn't get that evidence, it starts questioning whether the effort is worth it.
This is why people quit at mile 20 of a marathon. Not because mile 20 is harder than mile 5—it isn't. But because at mile 20, you've been running forever and the finish line still isn't visible. The invisible progress becomes unbearable.
Motivation Killer #2: Decision Fatigue
Every day requires dozens of small decisions about your project. What should I work on first? How should I approach this? Is this good enough? Should I pivot? What if I'm wasting time?
Each decision depletes your mental battery. By the time you sit down to do actual work, you're already exhausted from deciding what work to do and how to do it.
This is why people with zero decision fatigue in their day job can't muster energy for their side project at night. It's not that they don't care about the side project. It's that they've already spent all their decision-making capacity.
Motivation Killer #3: Isolation
Working alone, with no one to share wins with, no one to troubleshoot obstacles with, no one who understands what you're going through—that's a motivation killer that sneaks up slowly.
At first, the solitude feels peaceful. No office politics. No meetings. Just you and your work.
Then it starts to feel lonely. You have a breakthrough and there's no one to tell who'll understand why it matters. You hit an obstacle and have to solve it entirely in your own head. You wonder if what you're doing makes any sense at all.
Humans are social creatures. We need witnesses to our struggles. Not for validation—though that helps—but because shared experience makes hard things more bearable.
Motivation Killer #4: The Gap Between Expectation and Reality
You expected writing to flow once you got started. It doesn't.
You expected your new job to leverage your skills immediately. Instead you're drinking from a firehose.
You expected the market to be eager for your offer. Turns out they're indifferent.
You expected interviews after sending strong applications. You get automated rejections.
The gap between what you thought would happen and what's actually happening creates cognitive dissonance. And cognitive dissonance is exhausting.
You start questioning your judgment. "If I was this wrong about how this would go, what else am I wrong about? Maybe I shouldn't be doing this at all."
Motivation Killer #5: Success Theater
You see other people's highlight reels. The writer whose book flowed effortlessly. The job seeker who got interviews immediately. The new hire who was crushing it from day one. The entrepreneur whose business took off.
What you don't see: The writer's trash drafts. The job seeker's 200 applications. The new hire's imposter syndrome. The entrepreneur's near-bankruptcy moments.
You compare your behind-the-scenes struggle to everyone else's public success. And you feel like you're failing in comparison.
Notice a pattern? Most of these aren't about the project itself. They're about the conditions surrounding how you're working on it.
That's good news. Because conditions can be changed.
The Motivation Audit: Where Are You Right Now?
Before you implement any new systems, you need an honest assessment of your current state. Grab a notebook or open a doc and work through this audit.
Question 1: Current Motivation Level
On a scale of 1-10, how motivated do you feel right now about your project?
1 = "I'm seriously considering quitting"5 = "I'm going through the motions"10 = "I'm as excited as the day I started"
Don't overthink it. First number that comes to mind.
Write it down: My current motivation level is: ___
Question 2: Identifying the Primary Drain
What's the single biggest thing draining your motivation right now?
Not "everything." Not "I don't know." Force yourself to name the specific primary drain.
Look at this list and pick one:
☐ Invisible progress - I'm working but can't see results
☐ Overwhelm - The project feels too big/complex
☐ Isolation - I'm doing this alone with no support
☐ Self-doubt - I don't think I'm capable of this
☐ External pressure - Time/money/others' opinions are crushing me
☐ Lost interest - This isn't as compelling as it was at first
☐ Competing priorities - Too many things demanding my attention
☐ Obstacle paralysis - I'm stuck and don't know how to move forward
☐ Decision fatigue - I'm exhausted from constant micro-decisions
☐ Expectation gap - Reality doesn't match what I thought this would be
Pick ONE. The biggest one.
Write it down: My primary motivation drain is: ___
Question 3: Peak Motivation Patterns
Think back over the past few weeks. When have you felt MOST motivated? What were the circumstances?
Consider:
Time of day
Location (home office, coffee shop, library)
What you were working on
Whether you were alone or with others
Your energy level that day
What happened before the motivated session
Write down the pattern you notice:
I feel most motivated when: ___
Question 4: Motivation Valley Triggers
Same exercise, opposite direction. When does motivation crash? What triggers the drain?
Consider:
Specific times of day (evening slumps?)
After certain activities (draining meetings? social media spirals?)
Certain types of work (admin vs. creative?)
External interactions (critical feedback? radio silence?)
Write down the pattern:
I feel least motivated when: ___
Question 5: Historical Resilience
Think about other hard things you've completed. A degree. A difficult project at work. A personal challenge. Training for something physical. Anything that required sustained effort.
What helped you stay motivated through that? What worked for you then?
Write it down:
What's worked for me before: ___
These five questions give you your baseline. Now we can build targeted systems around your specific patterns.
System 1: Making Progress Visible (The Momentum Builder)
The single biggest motivation sustainer is seeing progress. Not imagining it, not hoping for it—seeing it, tangibly, in a way your brain can't argue with.
Here's the problem: Most meaningful progress is invisible day-to-day.
You write 500 words but you can't see a finished book yet. You complete a project at work but it'll be months before the impact shows. You apply to five jobs but your inbox stays empty. You talk to three prospects but you don't have clients yet. You learn a new system at work but you still feel behind.
Your brain interprets invisible progress as no progress. And when your brain thinks you're not making progress, motivation tanks.
The fix? Create visibility systems that make incremental progress impossible to ignore.
Understanding Leading vs. Lagging Indicators
Lagging indicators are outcomes: the finished book, the job offer, the client contract, the successful first quarter.
Leading indicators are activities that lead to those outcomes: words written, applications submitted, customer conversations, skills learned.
Here's the crucial difference: You control leading indicators. You don't control lagging indicators—not entirely.
You can't control whether a prospect says yes, but you can control how many prospects you talk to. You can't control whether a hiring manager calls you, but you can control the quality of your applications. You can't control whether your book becomes a bestseller, but you can control whether you write today.
When motivation crashes, it's almost always because you're measuring the wrong thing. You're obsessing over lagging indicators you can't control instead of leading indicators you can.
The Progress Dashboard: Your Motivation Lifeline
Create a single place where you track leading indicators—the activities that prove you're moving forward.
For Writing a Book
Don't track: "Is my book done yet?" (Obviously not—that's demotivating)
Track instead:
Words written per session
Total word count to date
Chapters completed
Days you showed up (even for 15 minutes)
Percentage of outline finished
Revision passes completed
Bonus metrics:
Favorite line written today (reminds you why this matters)
Biggest obstacle overcome this week
One thing you learned about writing this week
For a New Job (First 90 Days)
Don't track: "Am I successful yet?" or "Does everyone think I'm competent?"
Track instead:
Key relationships built (names + connection strength)
Systems/processes learned
Quick wins delivered (however small)
Questions asked and answered
Skills acquired or improved
Value added (document even small contributions)
Bonus metrics:
Most helpful person I met this week
Best piece of advice received
One thing I now understand that confused me last week
For a Job Search
Don't track: "Do I have an offer yet?" (That's the lagging indicator)
Track instead:
Applications submitted (quality over quantity)
Networking conversations held
Informational interviews completed
Resume versions tested
Interview prep hours invested
Follow-ups sent
LinkedIn connections made
Skills learned or certifications pursued
Bonus metrics:
Best application I sent this week (quality indicator)
Most valuable networking conversation
One thing I improved about my pitch
For Launching a Business
Don't track: "Am I profitable yet?" (Too lagging, too binary)
Track instead:
Customer conversations held
Problems validated
Prototypes/MVPs tested
Marketing content created
Outreach messages sent
Partnerships explored
Revenue generated (even $0 some weeks—the act of tracking matters)
Customer feedback collected
Bonus metrics:
Best customer insight this week
Most promising lead or connection
One assumption I validated or invalidated
Digital Tools for Progress Tracking
Now let's get tactical. You need a tool that makes tracking easy—because if it's hard, you won't do it.
Option 1: Notion (Best for Comprehensive Tracking)
Notion is my top recommendation because it's flexible enough to track exactly what matters for your specific project.
How to set it up:
Create a new page titled "[Your Project] Progress Tracker"
Add a database with these properties:
Date (date field)
Activity Type (select: Writing, Networking, Learning, Admin, etc.)
Quantity (number: words written, hours invested, conversations held)
Win of the Day (text: even small ones count)
Energy Level (select: High, Medium, Low)
Notes (text: context, obstacles, insights)
Create these database views:
This Week: Filtered to show current week, sorted by date
Monthly Overview: Grouped by week, shows totals
Energy Patterns: Filtered by energy level to identify trends
Set up a dashboard that displays:
Current week's activity count
Current streak (consecutive days with any activity)
Biggest wins this month
Total progress metric (words, applications, conversations, etc.)
Why this works: You see multiple dimensions of progress. Even on a low-output day, you logged activity. That consistency is visible.
Cost: Free for personal use
Learning curve: Moderate—invest 30 minutes in setup, then it's quick
Pro tip: Include an "Energy Level" property. After a few weeks, you'll notice patterns. Certain activities energize you, others drain you. Adjust your approach accordingly.
Option 2: Streaks App (iOS) or Habitica (Cross-platform)
For people motivated by gamification and streaks, these apps turn progress tracking into a game.
Streaks (iOS only):
Set up to 12 daily tasks
Mark them complete each day
App tracks your streak (consecutive days)
Visual satisfaction of maintaining the chain
Example daily goals:
Write for 30 minutes
Make one new professional connection
Ship one piece of content (blog post, LinkedIn update, email to prospect)
Spend 1 hour on job search activities
Complete one meaningful task in new job
Learn one new thing about your industry
Why this works: The streak becomes its own motivation. You don't want to break it. It's surprisingly effective psychology.
Cost: Streaks is $4.99 one-time; Habitica is free
Best for: People who respond well to visual progress and gamification
Option 3: Airtable (For Data Nerds)
If you love spreadsheets but want more power, Airtable is a database that looks like a spreadsheet.
Setup:
Create a base with tables for different tracking categories
Use formulas to calculate totals, averages, streaks
Create different views (calendar, gallery, kanban) for different perspectives
Link tables (e.g., link "Projects Completed" to "Skills Learned")
Why this works: Incredibly powerful for people who love data and want to analyze patterns.
Cost: Free for base features, paid plans start at $10/month per user
Best for: People who find motivation in data analysis and optimization
Option 4: Physical Tracking (The Seinfeld Method)
Don't underestimate the power of analog.
Jerry Seinfeld's famous "Don't Break the Chain" method:
Print a yearly calendar
Every day you do your key activity, mark a big X
Your only goal: don't break the chain
Why this works:
Viscerally satisfying to mark that X
Visual reminder every time you see it
No app to open, no login required
Can't be ignored if it's on your wall
Cost: Free (printer + paper or buy a wall calendar)
Best for: People who need physical, visible reminders and find digital tools distracting
The Weekly Progress Review: Your Motivation Insurance Policy
Here's the secret weapon that ties everything together: a structured weekly review.
Every Friday afternoon (or whatever day ends your work week), block 20 minutes for this ritual.
The Weekly Review Protocol
Part 1: Acknowledge Progress (5 minutes)
Open your progress tracker and answer:
What did I accomplish this week?(List everything, even small things. Your brain needs to see this.)
What was my best win this week?(Could be tiny. Could be huge. What made you feel good?)
What did I learn or figure out?(Even failed experiments count as learning.)
Part 2: Identify Patterns (5 minutes)
Looking at your week's data:
What pattern am I noticing?(High energy on certain days? Certain activities more productive? Obstacles repeating?)
What worked well?(Double down on this next week)
What didn't work?(Change or eliminate next week)
Part 3: Adjust and Plan (10 minutes)
Based on what you learned:
What's ONE thing I'll adjust next week?(Not ten things. ONE. Make it specific.)
What are my top 3 priorities for next week?(These go in your calendar as blocked time)
What obstacle might I face next week?(Anticipate it. Plan around it.)
Write this down. Don't just think it. The act of writing crystallizes insight.
Save these weekly reviews. Create a folder: "Weekly Reviews - [Year]." When motivation tanks in month three, read your reviews from weeks 2-8. You'll see how far you've actually come. This is incredibly powerful.
What This Actually Looks Like
Let me show you a real example from a client (details changed):
Sarah, Week 6 of Writing Her Book
Part 1: Progress
Wrote 3,200 words (even though I thought I'd write 5,000)
Finished rough draft of Chapter 3
Finally figured out the structure for Chapter 4 (was stuck on this for days)
Showed up 5 out of 7 days
Best win: The ending of Chapter 3 actually gave me chills. That's the feeling I'm going for.
Part 2: Patterns
I'm way more productive in mornings (7-9am) than evenings
My "write for 2 hours" blocks are overwhelming—I keep avoiding them
When I just commit to 30 minutes, I usually keep going
Thursday was a terrible writing day but I still showed up for 15 minutes. That felt like a win.
Part 3: Adjustments
ONE CHANGE: Switch from 2-hour blocks to 45-minute blocks. More achievable, less intimidating.
Top 3 priorities next week: (1) Finish Chapter 4 draft, (2) Outline Chapter 5, (3) Send Chapters 1-3 to beta reader for feedback
Potential obstacle: I have a busy work week. Plan: Write in mornings before work, not trying to do it after.
See how this works? She's acknowledging progress (even though she missed her word count goal), learning from data (mornings work better), and making specific adjustments (smaller blocks).
This is how you iterate your way to sustainable motivation.
Progress Tracking for Job Searches: A Special Note
Job searching is uniquely challenging for motivation because you can do everything right and still not get results you want in your timeline. The lagging indicator (job offer) is heavily influenced by factors outside your control: market conditions, timing, competition, even the hiring manager's mood.
This is why job searchers need bulletproof leading indicator tracking.
Your Job Search Dashboard (Critical Metrics)
Application Metrics:
Quality applications submitted (not quantity—quality matters more)
Response rate (helps you iterate on your approach)
Interviews per application (benchmark: 10-20% is solid)
Network Building:
Informational interviews completed
New connections made
Follow-up conversations scheduled
Warm introductions received
Skill Development:
Courses completed
Certifications earned
Portfolio pieces created
Practice problems solved (for technical roles)
Search Strategy Iterations:
Resume versions tested
Cover letter templates refined
LinkedIn profile updates
Job search tools/methods tried
The crucial mindset shift: You're not tracking "Am I employed yet?" You're tracking "Am I running a professional job search campaign?"
One of those is in your control. The other isn't.
Recommended tools specifically for job search:
Huntr (www.huntr.co): Visual job search tracker
Board view for tracking applications through stages
Chrome extension to save jobs quickly
Tracks contacts, notes, and follow-ups
Free version available, Pro is $40/year
Teal (www.tealhq.com): AI-powered job search platform
Resume builder with ATS optimization
Job tracker
Chrome extension
Skills gap analysis
Free version available, paid plans start at $79/year
Simple Google Sheets Alternative (if you prefer to build your own):
Create a sheet with these columns:
Company
Position
Date Applied
Status (Applied, Phone Screen, Interview, Offer, Rejected)
Contact Person
Next Action
Notes
Application Quality (rate yourself: A/B/C)
Add formulas to track:
Total applications
Response rate
Average time to response
Success rate by application quality
The act of tracking gives you agency. Even when the market says "no," you're saying "I'm still in the game."
System 2: The Motivation Maintenance Schedule
You maintain your car with regular oil changes. You maintain your home with routine repairs. You maintain your health with regular check-ups.
Why don't you maintain your motivation?
Most people wait until motivation crashes completely, then try to fix it in crisis mode. That's like waiting for your car to break down on the highway before checking the oil.
Instead, build motivation maintenance into your schedule—before you need it.
Daily Micro-Habits (The Continuity Keeper)
Pick ONE micro-habit that takes less than 5 minutes and do it every single day. This isn't your main work—it's the thing that keeps your project alive in your consciousness and maintains the psychological identity of "I'm someone working on this."
Examples:
For writers:
Write one sentence (even if it's terrible)
Read one paragraph from a book in your genre
Add one note to your outline
Brainstorm three words to describe today's mood for your character
For new job (first 90 days):
Send one Slack message to build a relationship
Document one thing you learned
Ask one clarifying question
Share one helpful resource with a colleague
For job search:
Engage with one person's content on LinkedIn
Update one bullet on your resume
Apply to one position (or research one company)
Practice one interview question out loud
For business launch:
Engage with one potential customer's content
Write one social media post
Reach out to one person in your network
Add one item to your product/service roadmap
Why this works: The micro-habit maintains continuity. You never have a day where you did "nothing" on your project. That psychological difference is massive.
Zero days are motivation killers. Micro-habit days keep the flame lit.
Implementation:
Set a recurring daily calendar reminder. Title it something motivating:
"5-min book magic"
"Daily connection builder"
"Quick career momentum"
NOT guilt-inducing titles like:
"Don't forget to write"
"You said you'd apply to jobs"
"Work on business, lazy bum"
The language matters. You're maintaining momentum, not scolding yourself.
Weekly Power Session (The Deep Work Block)
One 2-4 hour block per week where you make significant progress on your most important task. This is where the real work happens.
This is sacred time:
No meetings
No email
No social media
Phone on Do Not Disturb
Distractions eliminated
Door closed or noise-canceling headphones on
How to protect it:
Calendar it first: Book this block before anything else in your week. It's not "I'll work on my project if I have time." It's "Everything else schedules around this."
Make it recurring: Same day, same time every week. Your brain will start prepping for it.
Tell relevant people: "I'm unavailable Thursday mornings—that's my deep work time. Emergency only."
Prep the night before: Know exactly what you'll work on. Don't waste the first 30 minutes deciding.
Start with the hardest part: Tackle the most challenging work first, not email warm-up.
What to work on during your power session:
For writers: Your hardest chapter or the scene you've been avoiding
For new job: The complex project that requires deep thinking
For job search: Batch applications (research 3-5 companies, customize materials, apply)
For business: Your revenue-generating activity (customer conversations, product development)
The rule: Whatever you choose, it should be the work that moves the needle most.
Best Tools for Protecting Your Power Session
Website/App Blockers:
Freedom (freedom.to)
Blocks distracting websites and apps across all your devices
Schedule recurring block sessions
Locked mode prevents you from cheating
Cost: $2.92/month annual plan or $40 one-time lifetime
Cold Turkey (getcoldturkey.com)
Similar to Freedom but for Windows
Free version is robust
Pro version ($39 one-time) adds scheduling and more features
Why you need this: Willpower fails. Blocking tools don't. When Instagram is literally inaccessible, you can't "just check quickly."
Focus Music:
Scientifically designed music to enhance focus
Different modes for different work types
Research-backed effectiveness
Cost: $6.99/month or $49.99/year
Focus@Will (focusatwill.com)
Curated music for concentration
Based on neuroscience research
Multiple genres/styles
Cost: $8.99/month or $52.99/year
Free alternative: YouTube "Study Music" playlists or "Lo-Fi Hip Hop" channels
Why this works: Background music designed for focus actually does help many people concentrate. Test it.
Focus Timer Apps:
Forest (forestapp.cc)
Gamified focus timer
Plant a virtual tree, stay focused or it dies
Builds a forest over time
Partner with real-tree-planting org
Cost: Free (with ads) or $1.99 premium
Pomofocus (pomofocus.io)
Free Pomodoro timer
Web-based, no download
Simple and clean
Tracks completed sessions
Toggl Track (toggl.com/track)
Time tracking tool
Shows exactly where your time goes
Good for identifying time leaks
Cost: Free for basic, $10/month for premium
Bi-Weekly Accountability Check-In (The External Motivator)
This is where you talk to another human about your progress. Structure matters here.
Who: Could be:
Your accountability partner from a workshop
A mentor or coach
A friend also working on a big project
A professional peer
Even a mastermind or accountability group
When: Every two weeks, same day/time, recurring calendar event
Format (30 minutes structured):
Minutes 1-5: Progress Report
What did you commit to last time?
Did you do it?
What progress have you made?
Minutes 6-15: Deep Dive
If you did it: What's working? What helped?
If you didn't: What got in the way? No judgment—just analysis.
What patterns are you noticing?
Minutes 16-25: Next Commitment + Obstacles
What are you committing to for the next two weeks?
What obstacle do you anticipate?
How will you handle it?
What support do you need?
Minutes 26-30: Quick Wins and Close
Share one quick win from the past two weeks
Express appreciation
Confirm next check-in time
Tools for accountability check-ins:
Zoom or Google Meet: For video calls (seeing faces increases accountability)
Voxer: For async voice updates between live check-ins
Focusmate: Virtual co-working with strangers (surprisingly effective)
What if you can't find an accountability partner?
Alternative 1: Join an existing accountability group
Look for groups on Reddit, Facebook, or Discord for your area (writing groups, job search groups, entrepreneur groups)
Many communities have structured accountability systems
Alternative 2: Hire a coach
Professional accountability is part of what coaches provide
Worth it if you're serious and the stakes are high
Alternative 3: Record video/voice memos to yourself
Sounds weird. Works anyway.
Weekly video check-in with future you
Review your own videos—something about watching yourself commit is powerful
Monthly Energy Audit (The Optimization Session)
Last Friday of every month, longer review session: 30-45 minutes.
This isn't about progress metrics. This is about energy flow.
Part 1: Energy Mapping (15 minutes)
Create two lists:
Energy Givers This Month:
Activities that left you energized
Interactions that were uplifting
Types of work that felt engaging
Environments that helped you focus
Times of day you felt most alive
Energy Drains This Month:
Activities that exhausted you
Interactions that were depleting
Types of work that felt soul-crushing
Environments that scattered your attention
Times of day you felt sluggish
Be specific. Not "meetings" but "status update meetings where I'm just listening." Not "writing" but "writing marketing copy" vs "writing blog posts."
Part 2: Pattern Recognition (10 minutes)
Look at your lists and ask:
What's one energy giver I can do MORE of next month?
What's one energy drain I can ELIMINATE or REDUCE?
What's one energy drain I can't eliminate but can REFRAME or DELEGATE?
Part 3: Structural Adjustments (15 minutes)
Based on your analysis, make one concrete change to your schedule or approach.
Examples:
"Morning writing energizes me, evening writing drains me → Move writing block from 8pm to 7am"
"Batch admin work drains me less than sprinkling it throughout the week → Create Friday afternoon admin power hour"
"Customer calls energize me but proposal writing drains me → Hire contractor for proposal templates"
The rule: One change per month. Let it settle. See results. Iterate.
This is how you optimize for sustainable motivation over time.
System 3: The Obstacle Transformation Protocol
Here's the truth: Your project will hit obstacles. Multiple obstacles. Some small, some large. This is not a sign you should quit. It's a sign you're doing something that matters.
Easy things don't have obstacles. Meaningful things do.
But obstacles kill motivation when you don't have a system for handling them. When every obstacle feels like a crisis, when you're solving every problem from scratch, when obstacles feel like proof you're failing—that's when people quit.
You need a protocol. A systematic approach to obstacles that removes the emotional charge and makes them just another thing to solve.
The 5-Step Obstacle Protocol
When you hit an obstacle—and you will—work through these five steps. Every time. This becomes automatic.
Step 1: Name It Specifically
Not "This is hard" or "I'm stuck." Be forensically specific.
Bad obstacle naming:
"Writing is hard today"
"This job is overwhelming"
"My business isn't working"
"Job searching sucks"
Good obstacle naming:
"I don't know how to transition from chapter 4 to chapter 5"
"I don't understand the approval process for this initiative"
"I've contacted 50 prospects via cold email and gotten zero responses"
"I don't know how to answer the 'Tell me about yourself' interview question confidently"
Specificity removes fear and creates a solvable problem.
Exercise: Write down the obstacle you're facing right now in one specific sentence.
Step 2: Categorize It
Obstacles fall into six categories. Identifying the category tells you what kind of solution you need.
Knowledge Gap: You don't know something
Example: "I don't know how bestselling nonfiction books structure their chapters"
Solution type: Research, learning
Skill Gap: You can't do something yet
Example: "I don't know how to write compelling scene transitions"
Solution type: Practice, training, tutorials
Resource Gap: You need something you don't have (money, time, tools, access)Example: "I need a professional editor but can't afford one yet"
Solution type: Creative problem-solving, prioritization, funding
Decision Point: You're stuck between options
Example: "Should I include the controversial chapter or play it safe?"Solution type: Evaluation framework, trusted advisor input
External Dependency: You're waiting on someone else
Example: "I need feedback from my beta readers before I can continue"Solution type: Follow-up, parallel work, patience
Emotional Block: It's not a practical problem, it's a fear/doubt/resistance issue
Example: "I'm terrified to share my writing with anyone"
Solution type: Support, reframing, small steps
Exercise: Categorize your obstacle from Step 1.
Step 3: Identify the Smallest Possible Next Step
Not "solve this entire problem." The smallest step toward solving it. Something you can do in the next 24-48 hours that creates any forward motion.
Knowledge gap:
"Google 'how to structure nonfiction chapters' and read three articles"
"Ask in writing community: What resources helped you learn chapter structure?"
"Analyze chapter structure in three books I admire"
Skill gap:
"Watch one 15-minute YouTube tutorial on scene transitions"
"Rewrite one scene using the techniques from that tutorial"
"Send one experimental scene to writing partner for feedback"
Resource gap:
"Calculate exactly how much editing will cost and when I need the money"
"Research three editor options at different price points"
"Explore freelance editing marketplaces like Reedsy or Upwork"
Decision point:
"List pros and cons of including controversial chapter"
"Ask three people I trust what they think"
"Write both versions and see which feels more aligned with book's mission"
External dependency:
"Send polite follow-up to beta readers with specific deadline"
"Start outlining next chapter while waiting for feedback"
"Schedule check-in with beta readers for next week"
Emotional block:
"Share one paragraph with one trusted person"
"Join one writing community where sharing is normalized"
"Write about why I'm afraid to share (journaling, not publishing)"
Exercise: Write down the smallest next step for your obstacle.
Step 4: Time-Box It
Give yourself a specific time commitment for working on this obstacle. Not "I'll work on it when I have time." Not "Until it's solved."
Specific time box: "I'll spend 90 minutes on Saturday morning researching chapter structures."
When that time is up, you either:
Move forward with what you learned, or
Ask for help (which is its own form of progress)
Time-boxing prevents obstacle spirals—when you spend days stuck on something that needed 90 minutes of focused attention.
Exercise: Time-box your next step. Day, time, duration.
Step 5: Document the Solution
When you overcome the obstacle—or even make progress on it—write down what worked.
Create an "Obstacle Playbook" document. For each obstacle you solve, record:
The obstacle: [Specific description]
Category: [Type]
What I tried: [Your approach]
What worked: [The solution]
Time invested: [How long it took]
Resources used: [Articles, people, tools that helped]
Why document? Because similar obstacles will return. Next time you're stuck on structure or facing self-doubt or confused about a process, you have a reference instead of starting from scratch.
You're building a custom solution library for your specific challenges.
The Obstacle Tracker (Implementation)
Create a simple tracking table. Could be:
Notion database
Google Sheet
Simple Word doc with a table
Physical notebook
Minimum columns:
Date | Obstacle (Specific) | Category | Next Step | Resolution | Time Spent | What I Learned |
Track every significant obstacle for a month. You'll notice three powerful things:
You're solving problems → This is visible progress. Each resolved obstacle is a win.
Patterns emerge → Similar obstacles repeat. You can create systems to prevent them.
You're building expertise → Your solution library grows. You become better at your craft.
Example from a real client's obstacle tracker:
Date | Obstacle | Category | Next Step | Resolution | Time | Learned |
3/15 | Don't know how to format manuscript for submission | Knowledge gap | Google "standard manuscript format" + read 3 articles | Found comprehensive guide, created template | 45 min | Formatting is standardized; I don't need to reinvent it |
3/22 | Chapter 6 feels flat and boring | Skill gap | Rewrite opening with more scene detail instead of summary | Scene-based opening much stronger; rewrote full chapter | 3 hours | "Show don't tell" isn't cliché—it's actually better |
3/29 | Stuck on whether to include personal story | Decision point | Asked 3 trusted readers if they think it fits | 2/3 said include it; I trust that | 2 days | Sometimes I need external perspective to make decisions |
See the value? She's not just solving obstacles—she's learning patterns about her process.
System 4: Managing the Motivation Valleys
Even with progress tracking, maintenance schedules, and obstacle protocols, you'll still hit valleys—periods where motivation evaporates.
This is expected. This is normal. This is manageable.
The difference between people who quit and people who persist isn't whether they hit valleys. It's what they do when they're in them.
The Minimum Viable Effort (Your Worst-Day Safety Net)
On your worst days—when motivation is at 2/10, when you're exhausted, when you doubt everything—what's the absolute minimum you can do to maintain momentum?
Define this now, while you're motivated.
On hard days, you won't think clearly enough to figure it out. You need a pre-made answer.
For writing:
Not 1,000 words
Not even 500 words
Try: 100 words (10-15 minutes)
Or: 3 sentences
Or: 15 minutes of freewriting (quality doesn't matter)
For job searching:
Not 10 applications
Not 5 applications
Try: 2 quality applications
Or: 1 meaningful networking message
Or: 30 minutes updating materials
For new job:
Not completing a major deliverable
Not impressing everyone
Try: 1 meaningful contribution
Or: 1 conversation that builds a relationship
Or: Show up, learn one thing, document it
For business:
Not 5 customer calls
Not launching a new feature
Try: 1 customer conversation
Or: 1 piece of valuable content
Or: 1 outreach message to a prospect
The psychology: Doing something, even small, maintains your identity as "someone who's working on this." Doing nothing breaks the psychological thread and makes it harder to restart.
Zero days are momentum killers. Minimum Viable Effort days keep the flame lit.
Write down your MVE right now: On my worst days, the absolute minimum I'll do is: ___
The Motivation Menu (Your Emergency Toolkit)
Create a list of activities that have historically boosted your motivation. When you're in a valley, you consult the menu instead of trying to white-knuckle through.
Your brain doesn't think creatively when motivation is low. A pre-made menu gives you options.
Building Your Menu (Do this now):
Think about what's worked before. What activities, even briefly, have lifted your motivation? Create a categorized list.
Quick Boosts (5-15 minutes):
Read one success story in your field
Review your weekly progress reviews (see how far you've come)
Watch one motivating TED talk
Read your "why this matters" statement
Look at your progress dashboard
Text your accountability partner
Medium Boosts (15-30 minutes):
Take a walk while listening to a relevant podcast
Do something easy that creates a quick win
Engage in your community (comment, share, connect)
Reorganize your workspace
Review and update your project plan
Major Resets (30-60 minutes):
Connect with your accountability partner for full check-in
Do the 5-Minute Reset protocol (below) then work one full hour
Revisit Part 1 of this series and redo your Foundation Questions
Take yourself through your own obstacle protocol
Work on a completely different aspect of your project (change feels refreshing)
Save this list somewhere immediately accessible. Title it: "Motivation Menu." When motivation crashes, open it and pick one item.
Don't think about whether it will work. Just do it. Action creates motion. Motion helps motivation return.
The 5-Minute Reset (Crisis Intervention)
You're in a valley. You can't see a way forward. You're seriously considering quitting. Everything feels impossible.
Before you make any decisions, do this 5-minute protocol:
Minute 1: Physical Reset
Stand up
Walk around the room or go outside
Do 10 jumping jacks or 5 push-ups or 30 seconds of stretching
Get blood moving
Minute 2: Hydration Check
Drink a full glass of water
Most people are chronically dehydrated
Dehydration kills motivation and clarity
Minute 3: Environment Change
Go to a different room
Or go outside
Or rearrange where you're sitting
Change your physical context
Minute 4: Perspective Shift Ask yourself these three questions (out loud if possible):
"What would I tell a friend in this exact situation?"
"Will this obstacle matter in 5 years?"
"What's one thing—just one—that would make me feel 1% better right now?"
Minute 5: Micro-Action Do your Minimum Viable Effort. Right now. For just 5 minutes.
Set a timer. When it goes off, you can stop if you want.
Most of the time, you won't want to. The hardest part is starting. Once you're moving, continuing is easier.
This 5-minute reset breaks the paralysis cycle. You're not trying to fix your whole motivation problem. You're just doing the next 5 minutes differently.
Often, that's enough.
The Strategic Pause vs. The Quit (Knowing the Difference)
Sometimes you genuinely need a break. That's different from quitting. Let's distinguish them.
A Strategic Pause:
Has a defined length: "I'm taking the rest of this week off"
Includes a return date: "I'll resume next Monday"
Addresses a specific issue: "I need rest" or "I need to think through this direction"
Feels like relief, not defeat
You still identify with the project: "I'm a writer taking a break" not "I was trying to write"
Quitting:
Has no plan to return
Comes from "I'm not good enough" rather than "I need rest"
Feels like giving up, like failure
You distance yourself from the project: "I was working on that" (past tense)
Both are valid choices. Just be honest about which one you're making.
If you're taking a strategic pause:
Put your return date in your calendar and honor it
Tell your accountability partner: "I'm pausing until [date]. Please check in with me then."
When that date comes, start with your MVE, not trying to make up for lost time
If you're actually quitting:
That's okay too. Not every project needs to finish.
But do the "5-Minute Reset" before you decide. Make sure you're choosing from clarity, not from valley-fog.
And ask: "Am I quitting because this project isn't right, or because it got hard?"
Hard doesn't mean wrong. Sometimes hard means you're close to breakthrough.
System 5: The Energy Protection Protocol
Motivation doesn't exist in a vacuum. It exists in your life, competing with:
Day job demands
Family obligations
Financial stress
Health issues
Social commitments
Digital distractions
News cycle anxiety
Other people's emergencies
You can't eliminate all the energy drains. Life is complex. But you can protect your energy reserves strategically.
The Comprehensive Energy Audit
Once a month, map where your energy goes.
Step 1: List Everything That Requires Your Energy
Get brutally comprehensive. Open a document and create three categories:
MUST-DO (Non-Negotiable):
Day job
Critical family obligations (caregiving, essential household duties)
Health basics (sleep, food, movement)
Financial obligations that can't be deferred
YOUR PROJECT (The thing this article is about):
Book writing
Job search
Business launch
New job first 90 days
EVERYTHING ELSE:
Social commitments (friends, extended family, networking events)
Volunteer work
Side interests and hobbies
Committees and boards
Social media scrolling
News consumption
Streaming and entertainment
Other people's projects that somehow became yours
The "I should" list (things you feel obligated to do but don't actually have to)
Step 2: The Hard Question
Look at your "Everything Else" list and ask:
What in this category can I reduce, eliminate, or pause while I'm working on my project?
You don't have to cut everything. But you probably can't do everything and maintain motivation for your main goal.
Something has to give.
Common realizations from clients:
"I'm on three volunteer committees. I can step back from two."
"I'm trying to maintain my pre-project social calendar. I need to cut my commitments in half."
"I'm doom-scrolling news for 90 minutes a day. That's 10.5 hours a week I could redirect."
"I'm helping everyone who asks for my time. I need to say no more often."
Step 3: Create Energy Boundaries
For each "Everything Else" item you're keeping, set a boundary:
Time limit: "Social media: 30 minutes max per day"
Frequency limit: "Social plans: once per week, not more"
Scope limit: "I'll help with advice, but not doing the work for others"
Write these down. They're your energy protection rules.
Boundary Scripts (For When People Ask for Your Energy)
Having boundaries is one thing. Enforcing them when people push back is another.
Here are scripts that work without burning relationships:
When asked to take on something new:
"I'm focused on [your project] right now, so I can't commit to that. Can I revisit this in [specific timeframe—3 months, 6 months]?"
Why this works: You're not saying no forever. You're saying "not now." That's easier for people to accept.
When family/friends want more time:
"I'm in a sprint on [project] for the next [X weeks/months]. I'm protecting [specific time blocks] for this work. Can we connect at [alternative specific time]?"
Example: "I'm finishing my book draft over the next 8 weeks. My mornings before work are writing time. Can we do dinner together on Friday nights instead of Saturday mornings?"
Why this works: You're offering an alternative, not cutting them off. And you've given them an end date.
When your day job tries to expand:
"I want to make sure I'm delivering quality work. Given my current workload, if I take this on, something else needs to shift. Can we discuss priorities?"
This reframes from "I can't" to "Help me prioritize." Your boss has to decide what matters most.
When you feel guilty:
Remind yourself: "Protecting my energy isn't selfish. It's necessary. I can't help anyone—including the people I care about—if I burn out."
Practice these scripts. Say them out loud. They feel uncomfortable the first time. They get easier. And they work.
The Phone & Social Media Reality Check
I'm going to ask you to do something uncomfortable: Check your screen time stats.
iPhone: Settings → Screen Time
Android: Settings → Digital Wellbeing
Look at your daily average. Look at which apps consume the most time.
Most people are shocked.
"I spend HOW many hours on Instagram?!""TikTok is eating 2.5 hours a day?!""I pick up my phone 150 times per day?!"
Here's the truth: The average person spends 3-4 hours per day on their phone, with 2-3 hours on social media specifically.
Do the math: 2 hours per day = 14 hours per week. That's nearly a full workday dedicated to scrolling.
What if you redirected just half of that to your project? That's 7 hours per week—enough to write a book chapter, submit 15 quality job applications, have 5-7 customer conversations, or make serious progress in your new job.
The Challenge: For one week, cut your highest time-waster in half and redirect that time to your project.
Track what happens to your progress.
Tools to help:
Opal (iOS): Adds friction before opening distracting apps
Makes you consciously choose to open the app
Can block apps during certain hours
Free version available, premium is ~$40/year
One Sec (iOS): Forces a breathing exercise before opening apps
10-second pause before accessing app
Breaks the automatic muscle memory of opening
Free with premium option
Your Phone's Built-In Limits: Set daily time limits for specific apps
When you hit the limit, the app becomes inaccessible (or requires override)
Free, no download needed
Physical separation: Charging your phone in another room during work
Old school. Extremely effective.
Can't check what you can't reach
Cost: Free, requires only willpower
The nuclear option: Delete social media apps from your phone entirely
Access only via desktop, which adds enough friction to break habits
Extreme, but transformative for many people
The Morning Routine Audit
How you start your day sets the tone for your motivation.
Common motivation-killing morning patterns:
Checking email/social media before getting out of bed
News scrolling with coffee
Starting with other people's priorities (texts, messages, requests)
Rushing and reacting instead of intentional action
Motivation-building morning patterns:
Move your body first (walk, stretch, exercise—even 5 minutes)
Consume something that energizes your mind (book, podcast, journal)
Work on your project before checking anything digital
Start with intention, not reaction
The Challenge: For one week, don't touch your phone for the first 30 minutes after waking.
Instead, do one thing that serves your project. Write one page. Review your goals. Do your daily micro-habit.
Watch what happens to your daily motivation levels.
System 6: The Support System Architecture
Isolation kills motivation slowly and invisibly. You don't notice it happening until motivation is already gone.
Humans are social creatures. We need witnesses to our struggles. We need people who understand what we're attempting. We need community.
This isn't about needing validation—though validation helps. It's about sustainable motivation requiring connection.
Building Your Support Team (The Three Types)
You need three types of people in your corner. Not dozens. Just a few key players in each role.
Type 1: Accountability Partners (1-2 people)
These are peers at a similar stage who hold you to your commitments.
What they do:
Regular check-ins (bi-weekly or weekly)
Ask hard questions: "Did you do what you said you'd do?"
Celebrate wins with you
Troubleshoot obstacles without judgment
Where to find them:
Workshops or courses you've taken
Online communities in your niche
Local meetup groups
Professional associations
Former colleagues or classmates
How to ask: "I'm working on [project] and looking for an accountability partner. Would you be interested in bi-weekly check-ins where we support each other's goals?"
Type 2: Mentors or Guides (1-2 people)
These are people 5-10 years ahead of you who've done what you're trying to do.
What they provide:
Perspective on obstacles (they've been there)
Strategic guidance on approach
Network connections
Reality checks on timeline and expectations
Where to find them:
LinkedIn connections who've done similar work
Professional organizations
Industry conferences
Online communities (many experienced people mentor informally)
Authors of books you admire (you'd be surprised how many respond to thoughtful emails)
How to approach: "I'm working on [specific project]. I've followed your work on [specific thing]. Would you be open to a 20-minute conversation where I could ask you a few questions about your experience?"
Most successful people remember when they needed guidance. Many will say yes if you're respectful of their time.
Type 3: Community/Tribe (A group)
This is a community of people working on similar challenges.
What it provides:
Normalization of struggles (you're not alone)
Shared resources and tips
Ambient motivation from seeing others persist
A place to celebrate wins without explaining why they matter
Where to find it:
Online: Reddit communities, Facebook groups, Discord servers, Twitter/X communities
Local: Meetup groups, co-working spaces, alumni networks
Structured: Paid masterminds, cohort-based courses, coaching programs
How to engage: Start by observing. Then participate. Share your struggles and wins. Ask questions. Offer help to others. Community is built through reciprocal support.
The Power of Parallel Play
Here's something surprising: You don't have to work WITH people to benefit from working NEAR people.
Focusmate (focusmate.com) is a free service that pairs you with a stranger for 25-50 minute video sessions where you work silently in parallel.
Why this works:
Social pressure keeps you focused
Someone's watching (accountability)
Shared commitment to the session
Breaks isolation without requiring conversation
Cost: Free for 3 sessions per week, unlimited for $5/month
Local co-working: Even if you're working on completely different projects, working near other focused people increases your focus.
Virtual co-working: Many communities host Zoom rooms where people work together silently.
When Professional Support Makes Sense
Sometimes you need more than peer support. When is it worth investing in coaching?
Consider professional coaching when:
The stakes are high (career transition, significant investment, time-sensitive goal)
You've tried self-management and keep stalling
You need expertise you don't have access to otherwise
Accountability to a professional would significantly change your behavior
The cost is worth it relative to the opportunity (what does NOT finishing cost you?)
What good coaching provides:
Expert pattern recognition (they've seen your obstacles before)
Custom strategies for your specific situation
Built-in accountability system
Troubleshooting in real-time
Permission and push when you need them
Full disclosure: This is part of what we do at Ash Coaching and Consulting. But whether you work with us or someone else, professional support can be the difference between finishing and stalling.
The Truth About Motivation Over Time
I want to end this with something critical: The goal isn't to maintain peak motivation forever. That's unrealistic and unnecessary.
The goal is to keep moving forward even when motivation is at 4/10 instead of 9/10.
Because here's what most people don't understand: Most actual progress happens when motivation is medium, not when it's high.
When you're highly motivated, everything feels effortless. You're not building resilience or systems. When motivation is medium—when it takes effort to show up but you show up anyway—that's when you're building the capacity to finish.
The people who finish big projects aren't the ones who stay excited every day. They're the ones who have systems that carry them through the medium days.
Stop judging yourself for not being on fire with passion every morning. Start measuring yourself by whether you're still making progress when motivation is medium.
That's the difference between starting and finishing.
Your Next Steps
Don't close this article and do nothing. The systems only work if you implement them.
Choose ONE action to take in the next 24 hours:
If you're struggling with invisible progress: Set up a progress dashboard right now. Track one metric starting today. (Notion template, Google Sheet, or physical calendar—just pick one and start)
If you're feeling isolated: Text someone today and ask if they'll be your accountability partner. Send them this article so they understand what you're asking.
If you're overwhelmed by obstacles: Open a document right now and work through the 5-Step Protocol on your current biggest obstacle. Don't skip this. Do it.
If your energy is depleted: Do the comprehensive Energy Audit today. Identify one "Everything Else" item you'll eliminate or reduce this month.
If you're in a motivation valley: Define your Minimum Viable Effort right now. Then do it today, even if it's tiny. Prove to yourself you can still move forward.
If motivation is actually okay right now: Build the systems before you need them. Set up your Weekly Power Session. Schedule your first Progress Review for this Friday.
Momentum compounds. But only if you maintain it.
In Part 3, we'll tackle the final challenge: finishing strong. We'll cover what to do when you're 80% done but the last 20% feels impossible, how to close out projects properly, and how to transition from "I did this thing" to "What's next?" without burning out.
But for now: Build these systems. Use them. Trust them to carry you when enthusiasm doesn't show up.
You've started. Now you know how to keep going.
Need support building these systems? We don't just help you start—we help you finish. Our coaching programs include built-in accountability, regular check-ins, and real-time troubleshooting when obstacles arise.
—ASH
This is Part 2 of a three-part series on navigating change.
Previously: Part 1 - Getting Started: The Foundation of Meaningful Change
Coming next: Part 3 - The Final Steps: How to Close Out Projects Strong and Transition to What's Next