Hot vs cold executive function - the secret to getting things done?
Over the years, so many people have referred to what I do as magic, I’ve often joked that the reason people who work with me are suddenly able to finish what they start and get so much more done is witchcraft.
But it isn’t really. Unfortunately I’m not Gandalf (or Grotbags, if you prefer).
There’s actually a far more scientific explanation for why my approach to productivity is so effective, and it’s all to do with how your brain works. More specifically, your executive function.
Executive function is the set of cognitive processes that allow you to plan, prioritise, focus your attention and juggle multiple tasks.
But did you know that you have two neural pathways underlying those systems, known as ‘hot’ and ‘cold’ executive function.
I only found that out a few years ago, and it made so much sense, both in terms of understanding why so many people struggle with productivity, and why my approach is so effective.
Hot and cold executive function: what's the difference?
Let’s start by exploring the difference between your hot and cold executive function (EF).
Your cold EF is tied to the regions of your brain that help with working memory, attention, task switching and keeping a goal in mind. It’s what allows you to plan your next steps, hold information in your mind, stay focused on an important task (even when its boring) and prioritise, even when nothing is screaming for your attention.
Hot EF involves the same processes but as they apply to emotionally or motivationally significant situations. So your hot EF gets involved when the stakes feel high, when something feels emotionally loaded, or when there’s an immediate pay-off. Because of the emotional connection, it’s often responsible for procrastination, reaching for distractions and working on what’s fun or easy, instead of what matters most.
Why planners and to-do lists aren't enough
You might think that the answer to your productivity struggles is to lean fully into ways of working that favour your cold EF, so your hot EF doesn’t get the chance to sabotage your progress. Things like planners, time blocking, checklists, to-do list apps and fancy spreadsheets.
But my guess is that’s you’ve been trying those things already. And although it seems like they should work in principle, they just don’t.
Am I right?
It turns out there’s a very good reason for that: Those things pretend your hot EF doesn’t exist. But it does. And when it pops up to say hello, you’re totally unprepared for it, and find yourself chasing shiny objects down a rabbit hole!
You see, you need both EFs to be working for you, if you want to get the important things done.
The pros and cons of your hot executive function
Here’s what’s great about your hot executive function:
When you genuinely care about a task, your hot EF will amplify that motivation making you more likely to take action
When there’s strong emotion attached to the things on your list, your hot system helps you to prioritise more quickly in the moment (that’s where your gut tells you what to do in a high-pressure situation)
When a task matters to you, it’s easier to stay on task and push through obstacles, even under stress.
So your hot EF can be a massive help!
But unfortunately it also comes with its down sides:
If the emotional signal from your hot EF is too strong – and involves anxiety or fear – that emotion can hijack your executive system, preventing you from making good decisions
It can also nudge you towards tasks that feel fun or immediately rewarding, distracting you from tasks that are more important and impactful, but perhaps a little boring
Your hot EF can increase impulsivity, which results in abandoning slow-burn projects for something more immediately stimulating
If you rely on your hot EF to drive you forward, it becomes difficult to be consistent because you’ll only take action when you’re in the mood.
And then there’s the big one – procrastination. Tasks with high emotional stakes are often the ones we avoid the most.
It’s a pickle, isn’t it? We need the emotional driver to get us to take action, but too much emotion, and we’re screwed!
The pros and cons of your hot executive function
First, the good stuff.
Because it’s not bothered about how you feel, your cold EF can provide consistency and reliability
It’s great at suppressing irrelevant stimuli, helping you stay on task when something more interesting presents itself
When your cold EF is well-supported, it can reduce decision fatigue by introducing systems or habits that minimise your cognitive load
In theory, your cold EF can just get on with it, because it sees everything as neutral.
So far so good. (Although that does all sound a bit boring, doesn’t it?!)
Now for the downside of your cold EF:
It has no motivational fuel, and so can’t produce the drive to start on its own.
It can become rigid and inflexible, which is not great in situations that need you to pivot and adjust
Your cold EF has no idea what actually matters, which means you risk spending all your time doing busy work, ticking boxes on tasks that shouldn’t have been on your list in the first place.
Fun, eh?!
Why running your own business makes this harder
Hopefully this is helping you understand why being productive isn’t quite as straightforward as just sitting down and getting on with it!
Most people in my world are having their productivity derailed by their hot EF. They may have tried all sorts of things to get their cold EF to take over, but as we’ve seen, those systems aren’t always helpful, and often can’t compete with the more emotionally responsive hot EF.
And it makes sense that those of us running a business would struggle with this, doesn’t it?
When you’re in a job, the tasks you’re doing don’t usually carry such emotional weight. The stakes aren’t as high. Your identity isn’t as tied up in what you’re doing. And so its easier for your cold EF to happily do its thing. But once you start working for yourself and suddenly the buck stops with you? That’s a whole different ball game!
How to get both systems working together
Just because your productivity is being impacted by cognitive processes going on in your brain, that doesn’t mean you can’t do anything about it.
The key is to find a balance that works for you, so that the emotion of your hot EF gets you motivated and taking action, and your cold EF helps you stay on track.
And that, it turns out, is what my approach does so brilliantly.
It starts with the right kind of plan
First, you need something concrete that will help you stay on track when something more interesting comes along. In other words, you need a plan.
But not just any old plan. Yes, your cold EF will be happy if you simply break projects down into tasks. But the plans people create in my world go deeper than that.
When you plan with me, you’ll know why the things on your plan matter. How they fit into the bigger picture of your life, and the part they play in moving you closer to your vision.
That’s great for your cool EF as it prevents your plan from becoming soulless and means you won’t waste time being productive doing all the wrong things. And introducing that emotional layer into your plan? That’s great for your hot EF as it provides the motivation you need to get started.
When you have that deep connection to why the things on your plan matter, you’re less likely to be distracted by other shiny things, and way more likely to stay the course.
The other great thing about having a plan that integrates both your hot and cold EF is that it guards against impulsivity. We know that your hot EF isn’t always great at decision-making in the moment. So let’s identify the things that are most important and impactful when you’re in a calm and quiet space, where you can hear yourself think.
Another great thing about planning in my world is that I encourage you to get ahead of those heightened emotions that might trip you up. Once you’ve named them and can see them for what they are, you’re able to choose how to move forward.
Maybe you need to do some journalling around the fear that’s coming up for you. Perhaps you have a coach you can talk to about the anxiety you’re feeling. Your hot EF wants to distract you from those feelings by giving you something fun to do instead. It’s trying to keep you safe. But productivity and progress happen when you find a way to sit with those emotions and work through them.
Getting your unconscious mind on side
I’m sure it goes without saying that the tug of war between your hot and cold EF is happening at an unconscious level. You don’t know it’s happening. And whilst that’s annoying, it also presents us with an opportunity! Because if your unconscious mind is that powerful, what if it could work for you, helping you achieve the things you want?
Well, it can! Which is why I also integrate some neurolinguistic programming (NLP) into my work. Helping your subconscious mind to get on board with what’s possible for you, so it can start looking for ways to help rather than hinder!
Obviously you don’t need to be moving through your life obsessing over whether your hot or cold executive function is at the wheel at any given moment! But I hope that this deep dive into your brain has helped you see that it’s not your fault if you struggle with productivity. And that the reason my approach to productivity works is neuroscience, not magic!
If you’re ready to work with me so you can experience that for yourself, check out Make It Happen Club or my 1:1 mentoring.
Or take my free assessment for tailored advice and insights to help you get the important stuff done with more ease.