How to Shift from Building Habits to Adopting Effective Practices

As a manager, you’ve probably had moments when you thought, “If only I or my team could just build better habits, everything would run more smoothly.” Maybe you’ve tried to implement a routine like daily planning, keeping your task tool updated, or prepping meeting agendas in advance. And maybe, despite your best intentions, these habits just didn’t stick.

If that sounds familiar, you’re not alone. You may not even be thinking about the problem in the right way. Behavioral scientist Jason Hreha shared a perspective that turns the typical habit-building advice on its head. Instead of fixating on forming habits, Jason suggests we shift our focus toward what he calls “transformative practices.”

It’s a simple but powerful distinction and one that could change the way you lead.

Why You’re Struggling with Building “Habits”

We tend to use the word “habit” to describe any behavior we want to do regularly, from writing a to-do list each morning to consistently checking in with team members. But in behavioral science, the definition of a habit is much narrower. A habit, technically speaking, is an automatic, reflexive behavior triggered by a specific cue in your environment. It’s the kind of thing you do without thinking, like turning on a light when you enter a room or checking your phone when it buzzes.

Most of the behaviors we struggle with at work aren’t automatic at all. They require conscious effort and attention. Updating a shared project tracker at the end of the day? That takes intention. Planning your week on Monday morning? Also intentional. These aren’t habits in the scientific sense; they’re what Jason calls “transformative practices.”

The difference matters because when we try to apply habit-building tactics to behaviors that aren’t actually habits, we set ourselves up for frustration. It’s like using the wrong tool for the job. No wonder so many efforts to “build better habits” fall apart after a few weeks.

Find the Right Practice, Not the Best Practice

Understanding the difference between habits and practices can be a game-changer for managers. Instead of assuming your team just needs more discipline or better time management, you can begin to explore practices that fit naturally with each person’s strengths and preferences.

This is where Jason introduces the idea of “behavior matching.” It’s a more nuanced approach to change that starts with self-awareness and experimentation. Rather than forcing a specific behavior because it worked for someone else, behavior matching invites you to ask what makes sense for you or for each person on your team, given their personality, working style, and goals.

Take Jason himself as an example. Despite years of trying, he’s never been great at staying organized using traditional methods. He struggled with calendars, to-do lists, and structured planning systems. Eventually, he embraced this reality instead of fighting it. He hired an assistant to help manage the organizational aspects of his life and business, allowing him to focus on what he does best. That simple shift made a huge difference in his productivity and peace of mind, not because he finally cracked the code on being organized, but because he stopped trying to change who he was and instead built a system that supported him.

Teams Need Shared Practices But Not Necessarily Shared Behaviors

So, what do you do when your team members aren’t following through on a shared system or routine? It’s tempting to get frustrated. Why can’t they just use the task manager like everyone else? But Jason urges us to resist that impulse and take a more compassionate, pragmatic approach.

Instead of judging or pushing harder, acknowledge that people are wired differently. Some people thrive in structured digital environments. Others find them confusing, frustrating, or simply unmemorable. That doesn’t mean they’re lazy or uncommitted; it might just mean they need a different kind of support.

Jason suggests that if someone on your team is struggling to adopt a shared practice, like updating a project tracker, you could consider asking for a volunteer to play a more supportive role. For example, a team member who is naturally organized could take on the task of checking in with others and making sure everything is up to date. This doesn’t need to be a permanent role or a big ask; it’s just a way of leveraging team strengths instead of trying to force uniformity.

In some cases, it might also be helpful to have open conversations with individual team members about what’s not working for them. Maybe someone prefers handwritten notes and keeps forgetting to transfer them into your shared system. Instead of insisting they change their workflow entirely, you might agree on a simple workaround, like taking a photo of their notes and having AI translate them to text to be stored in the shared folder.

The key is flexibility. When managers make space for individual work styles and meet people where they are, the whole team becomes more resilient and effective.

Changing Practices Doesn’t Need to be a Bad Thing

Managers often put themselves under pressure to model the “perfect” habits. But many of us struggle with the same challenges we see in our teams. If you’re like me, you explore new tools constantly, switch systems every few months, or fail to stick with the routines you create.

Jason reassures us that this isn’t a problem to be fixed. In fact, it’s likely a reflection of your personality. People high in “openness to experience,” one of the big five personality traits, are naturally drawn to novelty and exploration. For them, sticking to one rigid routine might actually feel limiting.

If that’s you, the solution might not be to find the perfect system but to accept your exploratory nature and create a small rotation of systems you know work for you. Think of it like changing outfits depending on the weather. You don’t need to wear the same thing every day to be consistent; you just need to make choices that serve your needs in the moment.

Focus on the Why, Not Just the What

One of the most helpful shifts Jason recommends is to refocus on the goal behind the practice. Too often, we get attached to the tool or the behavior itself and lose sight of what it’s supposed to accomplish. Are you asking your team to update a project tool daily because the tool matters, or because you want transparency and alignment?

When you focus on the outcome rather than the specific behavior, you open up more possibilities for how to get there. A weekly check-in may achieve the same purpose as a daily update. A group Slack thread may work better than a task manager. What matters most is that everyone feels clear about their priorities, regardless of how they track them.

This flexibility is especially important when introducing new practices to a team. Instead of mandating a new tool or routine, consider having a collaborative conversation. Ask what’s worked well for team members in the past, what they find difficult, and what ideas they have for staying aligned. Not only does this increase buy-in, but it also helps you discover creative solutions you might not have thought of on your own.

There’s No “One Right Way”

In the end, Jason’s message is clear: real, lasting change isn’t about forcing yourself or your team to become someone you’re not. It’s about understanding your goals, getting honest about your strengths and limits, and designing practices that actually work for the people using them.

Some of us are naturally organized. Some are creative explorers. Some like structure. Some like flexibility. The most effective teams aren’t those where everyone does things the same way; they’re the ones where people bring different strengths to the table and support each other in achieving shared goals.

Because in the long run, it’s not about building perfect habits; it’s about building better ways to work together.

Listen to the entire episode HERE to learn more about building effective habits and practices.

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FREE: Excerpt of Real Change: Moving Beyond Habits to Achieve Lasting Transformation

Jason is providing members of Podcast+ with a significant excerpt of his book, Real Change: Moving Beyond Habits to Achieve Lasting Transformation, for free! This book debunks the myths of habit hacking and guides you towards meaningful, lasting transformation through the innovative Transformative Practice Path. 

Whether you’re a seasoned professional or just starting out, this book will empower you to create the meaningful life you’ve always desired.

To get this bonus and many other member benefits, become a member of The Modern Manager Podcast+ Community.

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The Modern Manager is a leadership podcast for rockstar managers who want to create a working environment where people thrive, and great work gets done.