Do you constantly feel too busy? In today's fast-paced world, being busy has become the norm. Many leaders constantly juggle multiple tasks, business travel, responding to emails, attending meetings, and putting out fires. The pressure to be always available and responsive can be overwhelming, leading to long work hours, constant connectivity, and a sense of being stretched thin. However, what if I told you that "busy" is a decision and you can regain hours of your day? I will share seven strategies to help you gain the necessary time to pursue activities that bring you joy, fulfillment, and meaning.
I was trapped in the busyness trap. During my eldest son's early teenage years, I ran multiple divisions, overseeing thousands of people and traveling extensively worldwide. I also made sure I attended essential school functions and after-school events for my son. Despite my busy schedule, I felt like being physically present was enough. However, when I returned home from the office or a long trip, I felt emotionally drained, leaving little emotional space for my family.
"Busy is a decision... You don't find the time to do things - you make the time to do things." - Debbie Millman
1. The Power of Self-Awareness
Like any parent, I love my family more than anything, even myself. However, during those years when I was constantly caught up in being busy, I mistakenly believed that external achievements solely defined success. Looking back, I realize that I fell short as a person during that time and was not as emotionally available as I could have been to my loved ones. I now recognize that true success is not just about professional accomplishments but also about nurturing and cherishing the relationships and values that are most important to me.
Self-awareness is the foundation of effective leadership and the first step in recapturing time. It encompasses understanding our values, priorities, strengths, weaknesses, and triggers. Reflecting on what truly matters to us and aligning our time and energy accordingly is crucial. Being self-aware allows us to recognize when we fall into the "busy trap" and mindlessly react to demands instead of making intentional choices. With self-awareness, we can pause, reflect, and consciously decide how to show up as leaders amidst the busyness.
"Without reflection, we go blindly on our way, creating more unintended consequences, and failing to achieve anything useful." - Margaret J. Wheatley
2. Focus on the essentials
In "Essentialism: The Disciplined Pursuit of Less" by Greg McKeown, readers are urged to prioritize and focus on what truly matters in their lives while letting go of distractions that can hinder overall happiness. This approach emphasizes the need to make trade-offs, recognizing that only some things can be pursued simultaneously. Choosing to spend time on essential activities that align with our values and goals and letting go of non-essential tasks or time-wasting activities.
The second step in reclaiming time is to make conscious choices between different opportunities or projects, prioritizing those that align with our long-term objectives. Letting go of less relevant or low-impact opportunities, allocating resources such as money, energy, and effort to essential endeavors, and minimizing investments in non-essential or unproductive endeavors. Making conscious decisions about our lifestyle, such as choosing simplicity over complexity, saying no to excessive commitments, and creating space for self-care and personal growth.
"If you don't prioritize your life, someone else will." - Greg McKeown
I recognized the need to gain clarity of purpose in my life. I needed to understand my values, long-term goals, and priorities to make more informed decisions about where to direct my time, energy, and resources. I realized that my family, overall happiness, and making a positive impact were far more important to me than my job title, constant travel, and financial gains. Drawing inspiration from Greg McKeown's teachings on simplifying life, I decided to leave my corporate job, and reduce noise and distractions, to create more space for what truly mattered. Instead, I focused on finding work that aligned with my values, allowing me to be emotionally present for my family and make a positive difference in the lives of others. This decision gave me valuable emotional space to prioritize what truly matters. It gave me a sense of fulfillment and purpose.
"The unexamined life is not worth living." Socrates
3. Quantity of time is necessary for quality time
It wasn't until the pandemic, when we were all together for many months, that I realized that being an attentive parent required more than attending their activities. I also needed to create time and space for my kids to feel comfortable enough to share their innermost feelings with me. Even before the Pandemic, I prioritized family dinners as a means of connection. But, I often felt disappointed when my loved ones didn't openly express their emotions during these brief gatherings. Little did I know that my eldest son was grappling with serious issues, my wife had a demanding job, and our youngest was facing severe health challenges. I should have recognized that they were also facing their own challenges, and my busy schedule left me drained and unable to engage with them how they needed. I learned that being there for my children meant spending long hours together in silence, being always emotionally available when needed, and creating an environment where they felt safe to open up.
There is no substitute for spending quantity of time with someone you love, as it provides the necessary foundation for quality time.
4. Use the Pareto Principle to optimize your productivity and save you time
The 80/20 principle, known as the Pareto Principle, has been a game-changer in my life. I've realized that a small fraction of my efforts or activities yields a significant portion of my desired results. I've recognized that 20% of my tasks, such as critical deadlines, “important” meetings, and high-priority projects, contribute to 80% of my overall productivity and success. By identifying and prioritizing these tasks, I can focus my time and energy on the most impactful activities that align with my goals and values. I've learned to delegate or eliminate non-essential tasks that do not contribute much to my productivity. This has allowed me to be more strategic and efficient in managing my time, resulting in increased productivity and better outcomes in my personal and professional life. By applying the 80/20 principle to my daily tasks, I've gained more control over my time, reduced stress, and achieved greater results.
"The 80/20 principle is a powerful reminder that a minority of efforts often yield a majority of results, and that focusing on the most impactful tasks can lead to maximum productivity." - Richard Koch
5. Eliminate unnecessary meetings
I, like most of us, experienced the overwhelming feeling of a calendar filled with endless meetings, I've come to realize the importance of evaluating their necessity. Meetings can quickly take time and energy, leaving us drained and overwhelmed. By being intentional about which meetings I attend, I can prioritize my time and energy toward the most crucial tasks and responsibilities while ensuring I have enough energy to perform at my best. This has been instrumental in helping me streamline my calendar and regain time to work on important things. It has allowed me to regain control of my time and be more strategic in allocating my energy, resulting in increased productivity and overall well-being.
If the meeting is not crucial for you to attend, delegate it to a capable team member who can represent you.
Alternatively, if the meeting is relevant but optional, politely decline the invitation and request a summary or minutes of the meeting afterward.
If you must attend, explore ways to maximize your energy, such as suggesting a shorter duration, a different format (e.g., virtual instead of in-person), or requesting an agenda to ensure the meeting is efficient and effective.
By reprioritizing meetings, you can reclaim valuable time and optimize your productivity.
"Efficiency is doing better what is already being done. Eliminating unnecessary meetings is the first step towards achieving true efficiency." - Peter Drucker
6. Learn to Say No more often
As a parent, I've come to understand the value of prioritizing and nurturing meaningful relationships and connections that genuinely bring me joy and fulfillment. While it's common for parents to spend time socializing with kids and their friend's parents, I've learned to evaluate the necessity of these interactions and ensure they align with my overall well-being. I've realized it's okay to say no more often than yes. Letting go of toxic or draining relationships has been crucial in gaining more time and energy for the things that bring me joy. Prioritizing meaningful relationships and letting go of unnecessary commitments has allowed me to reclaim my time and invest it in what truly matters to me.
"The difference between successful people and really successful people is that really successful people say no to almost everything." - Warren Buffett
7. You Can’t Multitask
As someone who always used to try to multitask, I've learned the importance of avoiding it and minimizing distractions to optimize my productivity. Contrary to popular belief, humans are not capable of true multitasking. Our brains are optimized for concentrating on one task at a time, allowing us to perform at our best when we give our undivided attention. Trying to switch back and forth between tasks, such as checking emails, attending unnecessary meetings, or scrolling through social media, takes a toll on our energy and cognitive resources. Our brains must constantly readjust and refocus, resulting in wasted time and decreased productivity. I've consciously tried to avoid multitasking and minimize distractions to combat this. I've learned that staying focused on one task at a time allows me to work more efficiently and effectively. By prioritizing single-tasking and minimizing distractions, I can maximize my productivity and achieve better results in my work and personal endeavors.
"You can do anything, but not everything. You can't multitask effectively." - David Allen
Let's remember that being busy is a choice. We can control our time and energy and make intentional decisions about how we want to live. Prioritizing self-awareness, reflection, and meaningful connections with others requires conscious effort, but it is within our reach. As leaders, we need to recognize that we have the power to shape our own lives and set an example for those around us. It is crucial to be a good example, but we must also help and inspire our team to apply these principles to their work habits. Making deliberate choices about managing time and prioritizing priorities can create a more balanced and fulfilling life. So, let's take charge of our busy lives and make intentional choices that align with our values and bring us closer to the life we truly desire. Remember, being busy is a choice, and it's up to us to choose wisely.
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