Winning the Productivity War at Venture Workspace

Did you know that Napoleon (yes, the Napoleon Bonaparte) would deliberately ignore letter correspondence for up to three weeks? His reasoning? To give trivial matters enough time to resolve themselves, so he didn’t have to

Although he died over 200 years ago, Napoleon demonstrated a level of acute discipline and restraint that most of us struggle to exhibit today. In our present era, 95% of all messages are read within three minutes of being sent. Upon receipt, the average response time is estimated at around 90 seconds.

“Napoleon knew his time was important, what needed his attention, and what didn’t,” says Louis Fourie, our Venture Workspace Founder. “The man was leading a revolution after all… granted, this was a time before notifications and WhatsApp groups, but the point still stands.”

“The battlefield is a scene of constant chaos. The winner will be the one who controls that chaos, both his own and the enemy’s.” – Napoleon Bonaparte.

Whereas Napoleon had a dedicated quill-wielding secretary (Bourrienne) to filter out what was urgent and important. Nowadays, we’re more likely to make use of digital tools like MailSweeper or TwoBird to help filter out unimportant news. 

“To ensure our productivity and sanity, we need to get into the habit of practising discernment,” Louis adds. “While every task in your workday is important, prioritising which ones need to be accomplished first or next is the key to staying productive, and not reactive.”

As a pioneer of workspaces in Cape Town, Louis highlights the value of the “urgent vs important” principle. 

What’s urgent vs what’s important

This principle (referred to as US President Dwight Eisenhower’s urgent vs important principle),  involves evaluating a task in terms of its urgency and importance, and placing them in one of four distinct quadrants:

1. Urgent and important: Tasks requiring immediate attention and action. They are critical to our success and must be given top priority.
2. Important but not urgent: Tasks that are crucial for success in the long term but don’t demand immediate action. These can be allocated an alternative time to tackle.
3. Urgent but not important: Tasks that might seem urgent, but don’t contribute significantly to our primary objectives. These can be delegated or automated if possible.
4. Not Urgent and Not Important: Tasks that are time-wasters and distractions. 

“We all try to be productive. We all have lots of ‘things’ that we need to do, for our businesses, our colleagues or employees, and even our families. However, you must remember that we simply cannot be everywhere at once. We cannot do it all without help, adequate resources, and a practical plan to know where you’re going and why,” Louis adds.

With that in mind, here is some productivity advice from our Venture Workspace team located within our shared office space Fourways, and four workspaces in Cape Town:

1. Start your day with a power scan

At our flagship coworking space in Cape Town (Claremont), Centre Manager Kashifah Achmat swears by a simple but powerful morning ritual: a 10-minute “power scan, which consists of reviewing my schedule, checking in with my team, and flagging any urgent issues,” she says. “This small habit keeps you ahead of surprises and helps you focus on what moves the needle for the day.”

2. Prep before the chaos

Over in Constantia, Centre Manager, Carey Oelofse, works by her own golden rule: plan your day before the day starts. “Get in early,” she urges. “Before emails and notifications start pinging and pulling you in different directions. I prep the space, clear my head, and get the small things done so I can focus on bigger tasks.” 

3. Keep it clean and clear

Tershia Warner, Centre Assistant in Constantia, leans into the basics: “A tidy workspace, a daily to-do list, and focusing on one task at a time.” 

4. Use the 4 Ps

Our Venture Workspace Constantia receptionist, Chloe Palmer, lives by the 4 Ps of time management: Prioritise, Plan, Prepare, Perform. 

5. Break it down

In Fourways, Centre Manager Rabia Van Der Vent finds clarity in simplicity. “I break big projects into smaller, actionable steps. It stops me from feeling overwhelmed.” 

6. Move to reset

Venure Workspace’s Somerset West Operations Manager, Lize Craddock, recommends scheduling micro-walks. “Take advantage of natural pauses in your workday to step away from your screen and go for a short walk, whether it’s a loop around the office or a quick stroll outside. It’s a simple way to reset your mind and boost energy levels.”

7. Ask yourself the right questions

Our Somerset West receptionist, Amanda Greyling, shares a mindset tip for increased productivity: “When I feel resistance to doing something, I ask myself: ‘How will this hold me back if I don’t do it?’ That simple question helps me shift gears and reminds me why it’s worth pushing through.”

8. Write it down

Our Riverlands Centre Manager, Devin Cunningham and Office Assistant, Jamie Loebenstein, are big fans of note-taking. “Keep a detailed to-do list,” Jamie says. “It’s a game-changer for staying on top of everything.”

9. Tackle the big stuff first

Riverlands receptionist, Intle Mjekula, knows that mornings are gold for getting things done and goes for the ‘eat the frog’ approach. “I always try to tackle the difficult or time-consuming tasks first in the morning when I have the most energy. Doing so clears your mind and makes everything else feel more achievable and manageable.” 

Choose your weapon

As for general digital tools, we use them for increased productivity and to help manage our workspaces in Cape Town and Fourways:

For meetings, notes, & transcriptions:

Otter.ai: free plan includes 300 minutes of transcription per month.

Tactiq: captures and transcribes meetings, with generous free transcription limits.

Fireflies.ai: record, transcribe, and summarise meetings. Free plan available.

Notion AI: supercharges note-taking with smart suggestions. Affordable and intuitive.

Supernormal: meeting notes and auto-transcriptions designed for virtual teams.

Other useful tools to explore:

ConsoleX: Combines the power of multiple AI models, allowing you to manage prompts and knowledge in one place. Includes access to 100+ tools.

WsprFlow: speak your thoughts and let it write for you. Ideal for overthinkers on the go.

Blot: turns a simple folder into a functioning website. Great for sharing projects or ideas.

Summit: Think of it as an AI life coach. It helps you set, track, and stick to your goals.

QuestionDB: a smart way to discover low-competition keywords and create content your audience is searching for.

Ambiphone: soothing website offering over 50 soundscapes, from nature sounds to ambient music. Ideal for working or studying.

SkimIt: quick AI-generated summaries of any article you find online, delivered directly to your inbox.

Whether you’re an independent freelancer or an established organisation, we’d love to have you join us at one of our workspaces in Cape Town. If there’s anything you need, we’re here to help.