Changing behavior is hard. Anyone who’s ever tried to exercise more, quit smoking, feel less stressed, or walk past a gelateria without giving in to the quiet call of frozen delight knows that.
Stanford behavioral scientist BJ Fogg developed the Tiny Habits model to tackle exactly this. The gist is simple. You want to exercise more? Then don’t start at full speed. Begin tiny. One squat, for instance. You then link this tiny habit to a trigger, like visiting the bathroom, and celebrate your success, even if it’s just a quiet “well done.” Your full Tiny Habit might look like this: “Every time I go to the bathroom, I do one squat and say to myself, ‘Well done!’” It works because the effort is low, the trigger keeps reminding you, and the celebration gives you a quick reward. The idea is that you build a habit so small it almost runs on its own, and from there, bigger changes feel more natural.
I love this approach. And honestly, the title shouldn’t say “try Tiny Systems instead,” but rather “try also Tiny Systems” or “additionally.” Because the structures around us influence our behavior. They reinforce some habits and weaken others…both the ones we like and the ones we don’t.
Here’s a concrete example: I’ve often ranted in our blog posts about the annual performance meeting. I think it’s completely pointless. I mean, if your boss gives you feedback only once a year, how are you supposed to know which direction to grow in? But if you’re in a structure where timely, open, honest feedback is the norm, then it’s much easier to see what your boss actually values and expects, and you can adjust to that.
So far, I’ve been talking about “structures” and not “systems.” For me, the difference is that systems are implemented on purpose, while structures include everything around us, even the things that just somehow evolved. The things no one really remembers starting.
Now, if you want to introduce a new system…say, a weekly performance meeting to support continuous improvement…that’s a major effort. That’s why I’m a fan of tiny systems: small, everyday helpers that are easy to implement but still support our behavior in a way that feels positive.
What is a Tiny System?
A Tiny System is a consciously designed, recurring mini-routine or environment tweak that supports our intended behavior in everyday life. Unlike larger, comprehensive systems…which often require substantial planning, resources, and commitment. Tiny Systems can be set up quickly, typically within a few minutes, yet have a disproportionately positive impact on our behavior and outcomes.
Think of a Tiny System as a practical tool placed strategically in your daily routine to gently remind, nudge, or prompt you toward your goals. These are not massive overhauls, but rather subtle and supportive adjustments to your environment or workflow that lower resistance to desired actions. Because they’re small and easy to start, Tiny Systems don’t overwhelm your existing routines, they complement them.
The strength of Tiny Systems lies in their simplicity, visibility, and immediacy. They intercept autopilot behaviors, gently steering you back toward intentional actions, without the complexity or resistance associated with larger systems. Over time, they become ingrained parts of your routine, subtly transforming your productivity and well-being without demanding significant effort.
Let’s start with two examples:
Tiny System #1 – The Sticky Note (Wait! What?!)
Stefanie and I are both champions at forgetting to hit “record” during webinars. So now we each have a small sticky note on our screens: “Don’t forget to record.” That little note has massively reduced how often we forget. Setting it up took maybe 20 seconds, including the hunt for a Post-it. Of course, you have to be careful not to end up with 20 reminders on your screen that you no longer even see. Only tackle one problem at a time.
A sticky note on the screen might feel a bit silly, but it works. It interrupts autopilot. It makes you pause, just for a second, and that’s often all it takes to shift behavior. You could also write: “What’s the purpose of the next meeting?” That simple question helps shift your mental focus from the last task to what’s coming. If you always rush from one meeting to the next and spend the first five minutes figuring out what it’s even about, this gives you a soft prompt to arrive mentally prepared. Or you could write your top three priorities for the day. Seeing them every time you glance at your screen keeps them front of mind…without needing a separate app, dashboard, or planner. Sticky notes on the screen can build in a moment of intention, right where your attention already goes.
Tiny Systems probably won’t change your whole life. But they make it a lot easier. Here’s another:
Tiny System #2- Timer instead of notifications
Instead of relying on your calendar notifications, set a timer to go off five minutes before your next meeting. Then mute all notifications on your computer. That gives you an uninterrupted window for deep work, without the fear of missing your next call. In those five minutes, you can still check your email quickly. If you’re someone who reacts to every ping, this might even help you shift that habit…without going cold turkey and checking email only once a day (though I do recommend that, by the way).
These examples are the start of a series in our newsletter about Tiny Systems. Every week, we’ll share a new one and update this blog post along the way.
And if you’ve got your own Tiny Systems, tell us. We really love learning new tricks ourselves and would be happy to share your ideas with the community.
For example, if you struggle with staying hydrated, placing a water bottle visibly on your desk every morning is a Tiny System. The bottle acts as both a reminder and a facilitator of better hydration. Similarly, if remembering tasks is your challenge, a simple daily habit of jotting down tomorrow’s most critical task on a sticky note before leaving your workspace at the end of the day could be your Tiny System. Each morning, your eyes naturally land on that note, effortlessly guiding your focus.
Tiny System #3 – End your meetings early.
Most things you aim to achieve in 60 minutes can be done in 50. Outlook and Google Calendar both offer built-in settings to make this your default. So instead of booking full-hour slots, meetings automatically stop at 50 minutes. No need to trim them manually every time.
Those 10 minutes matter. They’re not just a nice-to-have buffer—they’re the difference between stumbling into the next call half-dazed and showing up with a clear head. You can grab a drink, answer a quick message, check or finish your notes, or just breathe. And when your calendar’s packed with back-to-back meetings, this tiny change helps you stay human. It reduces that end-of-day exhaustion where you can’t remember which meeting was which.
But there’s more to it. This small structural shift also improves meeting efficiency. When meetings are shorter, people tend to focus more. They get to the point quicker. It creates a natural push to clarify next steps, assign follow-ups, or check whether you’ve actually answered the key question.
It also helps between meetings. Those extra 10 minutes give you space to reset. You walk into the next meeting more prepared, which improves how you contribute. You’re not distracted by leftover thoughts from the last discussion, and you don’t carry over the stress. It’s a decompression zone and a prep window- Less end-of-day brain fog. More energy to actually think.
Tiny System #4 – Frame options, not answers.
Instead of asking, “Should we do X?”, try asking, “What are our three best options?” It’s a subtle shift in wording. But it changes the whole tone of the conversation.
When we frame a decision as a yes-or-no question, we tend to defend the idea we’ve already got. We argue for or against it. It narrows the conversation and often shuts down creativity. But when we ask for options, we open it up. We invite more voices. We create space for comparison, not just approval. And once there are options on the table, we’re more likely to weigh trade-offs, think critically, and choose more wisely.
This tiny system works especially well in team meetings and one-on-one conversations. You’re not forcing consensus around a single proposal. You’re encouraging exploration. And that changes behavior. It makes discussions more thoughtful. It reduces anchoring bias. It also signals something important: that uncertainty is welcome, and that smart decisions don’t always come from having the right answer upfront. Sometimes they come from asking better questions.
It’s easy to implement. You can write it down, say it out loud, or include it in your meeting template: “What are our three best options for this?” You don’t even need all three. Just the act of framing the question that way already broadens the thinking. It’s a small change in language. But it shifts the kind of thinking and dialogue your team uses every day.
Tiny System #5: Protect the day after your vacation
Summer is in full swing, and many of us are sneaking in a bit of rest (or at least a change of pace). But what happens when you come back?
The first day back from vacation is often the hardest. Your inbox is overflowing, your calendar is full, and before you even unpack, you’re already behind. That calm you worked so hard to cultivate? Gone by 10am.
Here’s a simple shift: Block the first day back.
Catch up on emails. Read through updates. Make a list. Think about what needs your attention. You don’t have to respond to everything right away. But you get the mental space to sort. And that means when the real meetings start again, you’re ready. You’re not starting in panic mode. You’re grounded. You have a plan.
It’s not indulgent—it’s protective.
This one small buffer can make all the difference between spiraling back into chaos… or returning with clarity, focus, and a plan.
Tiny System #6
Touch an email only once to decide how to act. When you open it, you decide right away: delegate it, answer it, schedule it, or delete it. No hovering. No “I’ll get back to this later” pile that grows until it becomes unmanageable.
This tiny system stops the constant re-reading of the same messages. Every time you open an email without acting, your brain spends energy reprocessing it. That’s wasted effort. By making a decision the moment you read it, you free yourself from that loop.
The behavior change here is simple but powerful. You stop treating your inbox as a to-do list and start treating it as a decision box. Each email gets a clear next step. If it’s for someone else, you forward it. If you can answer in under two minutes, you answer now. If it needs more time, you put it on your calendar as a task. If it’s not needed, you delete it. Done.
It takes discipline at first. But once it becomes routine, your inbox feels lighter, and your head does too. You no longer feel buried in “email debt.” You stay in control instead of letting messages set the pace of your day. It’s a small shift in how you handle communication. But it keeps your work moving and your focus where it belongs.
Tiny System #7: Keep buffer time in your day.
Keep at least two hours open every day. Time that isn’t planned for anything specific. Just white space. Mine typically is from 11am-1pm after morning meetings and a writing block.
Use this time for urgent and unforeseen things: a piece of equipment that fails, a last-minute change to a presentation because you got new data. Even better, leave this time so that you can take advantage of great opportunities (only if they are in line with your mission). In my case, a last-minute ask to join a grant writing effort.
And if nothing urgent comes up? That’s when you pull out your list of important, non-urgent projects. Write the manuscript that’s been waiting, read the last papers that intrigued you, plan a set of complex experiments. I usually extend my 9-11am writing block. And sometimes I have lunch with my team.
Fully booked days look efficient on paper, but they fall apart fast. One meeting that runs over, one email fire, and everything else crumbles.
Buffer time protects your priorities.
It absorbs the chaos.
It buys you flexibility, clarity, and the ability to say yes—when it really matters.
Cramming your schedule less is the secret to doing more.
Tiny System #8: Say “Yes, and…” instead of “But…”
It is a small change in language, but it changes the tone of a conversation completely.
“But” shuts things down. It signals disagreement, even if you do not mean it that way. It makes the other person feel as if their idea is being blocked or dismissed.
“Yes, and” does the opposite. It builds. It acknowledges what has been said and adds something. It keeps the energy moving forward instead of sideways. This does not mean you have to agree with everything. It means you remain constructive and respond in a way that invites collaboration rather than defensiveness.
This shift changes behaviour, yours and everyone else’s. It improves the tone in meetings, brainstorming sessions and one-on-one talks. People feel heard. Ideas keep flowing. You create a team culture that values contribution and maintains momentum, even when there are different opinions in the room.
You can start today. The next time you are about to say “Yes, but…”, catch yourself and try “Yes, and…” instead. You will feel the difference. And you will notice how others respond differently.
It is small, but it is one of those shifts that makes everything a little easier.
Tiny System #9: Writing Co-Working Sessions
This system isn’t actually tiny when it comes to productivity gains. It’s huge. The idea is simple: hold co-working sessions for writing. At first, these sessions aren’t about producing polished texts but about creating an environment where problems can be solved instantly. If someone gets stuck, they can ask a question right away. If a draft feels clumsy, they can get immediate feedback. And it’s not only about how to write but also what to write—discussing angles, structure, and relevance while the work is still in progress.
Importantly, you don’t always need to be the one mentoring in these sessions. Experienced writers in your group—like postdocs—can take on that role just as effectively. The most important rule of the meeting is simply this: show up. Attendance should be mandatory. Once everyone is in the room (or online), the act of writing becomes visible, collective, and structured.
Over time, the focus naturally shifts. After a few weeks, it’s no longer mainly about guidance but about accountability. Everyone—including you—shows up with a clear goal for the session and uses the time to make tangible progress. And here’s the real secret: writing becomes easier when it is a regular habit. Persistence beats peak performance. A team that writes every single week will outpace the teams who try to cram writing into irregular bursts of last-minute effort.
This shift changes the culture of the group. Writing stops being a lonely, frustrating task hidden in the background. It becomes a shared practice where problems are solved faster, ideas take shape more clearly, and the workload is distributed across the team. The bottleneck at the team lead’s desk dissolves, replaced by a collaborative rhythm where everyone contributes, improves, and steadily raises the output of the entire group.
Schedule your first one or two-hour writing session this week and see how powerful this system is.