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How To Avoid Being Busy All The Time Without Making Significant Progress

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How To Avoid Being Busy All The Time Without Making Significant Progress

America began to acknowledge its cultural obsession with “busyness” a few years ago when Tim Kreider wrote the highly stimulating piece, “The Busy Trap,” for the New York Times. Years later, while many of us admit modern societies are addicted to busyness, and there are sporadic mainstream conversations about it, we’ve grown accustomed to our “busy” ways and not much has changed. We are still so inclined to work, work, work that we almost feel guilty when we stop.

Many people still tell you how busy they are when you ask them how they are doing. It’s the default response: “Busy!” “So busy.” “Crazy busy.” This standard response is, obviously, a boast disguised as a complaint. And yet, upon close inspection, you realize that though busy these people don’t seem to make any significant progress. You ask them why they don’t do the things they say they want to do and they always answer, “I’ve been busy.”

Busy doing what?

When did we forget that we are human beings, not human doings? Being busy does not equal to making progress. Human beings need time for human-to-human interactions. We need time for sitting with the people we love and have slow conversations about the state of our hearts and souls. We need time for more meaningful conversations that are pregnant with pauses and silences that we are in no hurry to fill.

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If you find yourself overwhelmed with how “busy” you are, and you don’t seem to make any headway, you need to slow down a bit. Our insistence on staying busy has damaging effects on our well-being: exhaustion, burnout, more stress and an inability to focus. Just stop being too damn busy.

Here are some ways you can use to avoid being so busy all the time.

1. Quit using the word “busy”

Words are powerful tools. What we repeatedly say and think gets etched in our minds and manifests in our actions. If you keep using the word “busy,” it becomes what you focus on, whether consciously or unconsciously. Cut the word “busy” out of your vocabulary today. Instead, find more positive and constructive ways to express a need for time.

For example, when people ask you how you are doing, you could say: “I’m making leaps and bounds over some obstacles, but making progress. How about you?” or simply, “I’m working on some exciting projects at the moment. How about you?”

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2. Delegate, outsource or postpone extra work

It is one thing to say you are busy when you aren’t and another when you truly are busy. Sometimes we are indeed busy networking and meeting people, as well as running several projects and side hustles. You can have a lot going on, but it doesn’t mean you are going anywhere.

Examine your life and determine what you can cut out to increase your focus and time margins. You want to be great at a few things, rather than mediocre at many. Choose upto three things to focus on each day. Delegate, outsource or postpone the rest. This will help to de-clutter your life.

3. Say NO to a lot of things you want to do

The advice, “Learn to say no,” is such a cliché these days, and easy to assume it only means saying no to tedious, distracting, unfulfilling tasks and people. But, “the biggest, trickiest lesson,” author Elizabeth Gilbert says, “is learning how to say no to things you do want to do.”

There are many things you would want to do, but you need to learn to say no to so that you can focus on a handful of things that really matter. For example, you need to say “No” to work e-mails when you’re having quality time with your family in the evening after work.

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In the modern rat race, radically limiting what we are ready and willing to get overwhelmed by may be our best bet of beating busyness.

4. Surround yourself with successful, like-minded people

Jim Ron correctly observed that we are the average of the five people we spend the most time with. The people we spend the most time with influence our thinking, self-esteem and decisions. They even influence our productivity and “busyness.”

If you surround yourself with people who view busyness as a status symbol—a sign that you in high demand and thus important—as most people do, it’s easy to default to a “busy” lifestyle in order to fit in.

Get rid of all the “busy” people in your life where possible and surrounded yourself with more successful people who share your views and values. People who are better than you will make you better. People who have contrary views and poor habits will drug you down with them.

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5. Schedule time for rest and relaxation

Rest and relaxation are essential in our lives. When Michael Jordan, arguably the greatest basketball player of all time, sat on the bench – he rested.  It did not matter if his team was down by 50 points and the team needed him, he rested.

He says he focused 100 percent on resting and relaxing during time out. He did not think about the shot he missed or the shots he would need to make when he got back out. Jordan valued his rest-time and made the most of it. He knew that making the most of his rest-time was the only way he would be at his optimal state when he got back into the game.

Jordan’s practice of mindfulness during resting can be applied to our lives. Set aside at least one day per week for rest and relaxation. Schedule it on your calendar, and guard it well. Similarly, find opportunities to relax throughout your day. For example, if there are activities that require you to step outside the office like getting colleagues a mid-day snack, volunteer to do it. It will allow you to take a break and get some fresh air. If you don’t get enough rest and relaxation, you will burnout and fail.

6. Unplug from technology

For many of us, the “privileged” ones, the boundaries between work and home have become blurred. We are on our devices. All. The. Freaking. Time. Laptops and smartphones mean that there is no division between the office and home. When the kids go to bed, we are back online, punching the keyboard late into the night. And the avalanche of e-mails never stops.

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Shut off the computer already. Disconnect from the internet. Unplug from all the other gadgets and step away from work for a period of time every day. Take as many walking breaks as you can. Be alone with yourself and your thoughts. Examine your own heart; explore your soul.

You don’t have to be bogged down by the uncontrollable. The hundreds and hundreds of e-mails in your inbox can wait. Busy does not have to define you. Remember time is ripe to take back control of your life.

More by this author

David K. William

David is a publisher and entrepreneur who tries to help professionals grow their business and careers, and gives advice for entrepreneurs.

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Last Updated on November 25, 2021

20 Essential Apps And Websites For Digital Nomads

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20 Essential Apps And Websites For Digital Nomads

Living a life of perpetual travel is pretty exciting – new destinations, new cultures and new incredible people to meet and hang out with! However, working on the road can get pretty hectic at times. As a digital nomad I have found myself in rather awkward situations a lot – from missed deadlines due to incorrect time zone conversion to a nearly missed plane when I forgot to print out my booking and confused the time (I did catch that plane though!).

Being your own boss is equally awesome and hellish. Juggling numerous tasks at once and getting things done super-fast with a terrible wi-fi connection requirea killer organizational skills and zen-like concentration. Try using the next 20 websites and apps to make your life as a digital nomad easier, less stressful and even more exciting!

1. Trello

Trello is your go-to website to stay organized and work super-efficiently on the road. It’s a free service that allows you to create numerous boards for your ongoing projects and plans. Tired of having numerous notes scattered around different apps and lengthy email threads with your clients or team? Just drag and drop them all to Trello, where you can easily collaborate, quickly exchange ideas and notes in the form of cards, leave comments and track the overall progress of the project. You can create numerous boards and organize them the way you like, upload files to each, set deadlines and notifications, plus easily share everything with one click.

My Trello contains two sets of boards – personal and business. I use the first to keep all my travel plans neat and make sure I won’t confuse the flight time or overstay my visa; the second to keep a visual account of my personal goals and various arrangements. The business board is where I have a list of ongoing projects composed into simple to-dos with their current statuses –  along with all the comments from my clients and a separate column for follow-ups.

Trello is an incredible free alternative to similar project management softwares I used before and it can be used for tackling any job – from house renovation to multi-stage marketing campaign! Also available as an app for iOS and Android devices to get updates on the go.

2. f.lux

As a digital nomad you often find yourself working late at night or early morning to keep up with your clients’ time zones. Love checking your email or reading a few articles from your iPad before going to bed? (I do!). Even if you don’t feel it yet, your eyes are seriously suffering from those habits and you can end up having troubles with sleeping as the blue light from your devices negatively impacts your sleeping patterns. Use f.lux – a handy software that will automatically adjust the color of your computer’s display to the time of day – warm at night and like sunlight during the day. F.lux allowed me to be more productive in the mornings and made it easier to slow down my activity in the evenings. As a digital nomad it is essential to stay refreshed as your income depends solely on your productivity. Besides, haven’t we escaped the cubicle to have a better work/life balance and more rest in the first place?

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3. Focus@Will

As we often find ourselves working at various places around the globe – from a crowded bus station to a jam-packed bar (the only place that has decent wi-fi in the area) – concentrating on your work gets extremely difficult. That’s where Focus@Will comes to rescue. The service offers a wide selection of white noise and simple tunes selected according to a neuroscience-based approach. It seems to work pretty great as I stayed way more concentrated on my work compared to the times when I just blasted my favorite tunes and murmured along. A 30-day free trial has a limited selection of tracks and will stop playing them in an hour (although it could be restarted immediately). The paid service will cost you around $10 for three months. Also available as a free app for iOS and Android devices.

4. Shopify

Let’s admit it, being a digital nomad and working solo gets challenging at times. There are days when you feel like a Renaissance man trying to tackle all things at once and getting expertise in numerous areas. That’s especially true when you are just about to launch your business website, blog or an online store. If you are a creative, you have only basic knowledge (if any) in CSS, HTML or integrated payment systems, so you spend endless hours figuring out how things work instead of doing what you are really good at and earning money.

Try Shopify – a service providing custom no-hassle ecommerce solutions. They offer everything from secure hosting and mobile-optimized websites to secure check-outs with some 70 payment getaways to choose from and assistance with running your online marketing campaign. The rates are incredibly affordable and start from just $29 per month for unlimited access to all their services and features or opt for a 14 day free trial to test them out first!

5. Rescue Time

Proper time management is another great struggle all digital workers face. How many times you have found yourself spending over 12 hours a day in front of your screen and not having all things done? Yeah, it happens to me quite in a while, so I’ve started using Rescue Time – to stay on top of my productivity while still having a normal work/life balance. Install it on your computer and all devices to have an accurate picture of how much time you spend doing certain activities or browsing certain sites (khm..cat videos on YouTube). At the end of each week you’ll receive an email with a fair statement on your (un)productivity.

Rescue Time enables you to give more accurate deadlines to your clients; create accurate hourly invoices as you know exactly how much time you’ve spent doing a certain task and adjusting your rates accordingly and eliminate random activity during your working hours. You can use Light Rescue Time version for free or opt for the premium plan at $6 per month.

6. Every Time Zone

As you probably work with people based anywhere from New Zealand to the West Coast keeping an eye on the deadline or updating them on your progress at 9 am each day may get tricky. Just as sending follow-ups, project proposals and invoices at the right time of the day. Every Time Zone is another great solution for keeping proper track of the time – your client’s time. Add all time zones you need, add your time in the marker at the top and see where this lands in everyone else’s day. No more crazy maths with figuring out when do you need to ring up Joe on Skype if he asked to do that at 11 am EST.

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7. XE Currency

How many currencies do you have in your wallet? My guess is more than two. As a digital nomad and perpetual traveler you have to keep track on the conversion rates and different currencies all the time. To make sure you are charging an equally fair price in USD/EU/GBP or any other currency out there use XE Currency. Get live conversion rates instantly or add up a list of your preferred and sync ahead of time to have instant offline access from any device. XE Currency is available as a web service, iOS, Android, Windows Phone apps and more.

8. Trail Wallet

My second essential money app for digital nomads is Trail Wallet (currently iOS only). It’s a beautifully crafted and easy-to-use app for tracking your expenses across multiple countries and currencies. You can organize your spendings by country or my month, set max daily budgets and add each dollar you’ve spent on the go. At the end of the month the app will tell you if you gone over your budget or where exactly did the cash flow. It’s perfect for analyzing the cost of living and working at different cities and countries, thus finding the optimal home-base for you when you get tired of being on the road and need to settle down for a while.

9. Xero

And to keep better track of your business-related expenses try Xero. Arguably, the best online bookkeeping and accounting service out there for all the non-accountants. It’s perfect for sending invoices, keeping track of the cash-flow and setting payment notifications on credit cards and recruiting payments. It neatly categorizes all your bank transactions and reconciles them with the transactions you have made in Xero to keep things even more simple. Available for numerous iOS and Android devices, so you can always have access to your data at no time.

10. Tripit

Tripit is one of the best travel planners out there! It’s free, fast and most importantly – works off-line. Just say no more to papers and lost emails. Forward all your booking confirmations – hotels, flights, car rental etc and let the app do all the magic for you by turning it into an easy-to-follow itinerary. You can set up notifications and get access to your data from any device without internet connection. Tripit reduced my frustration of arriving to the wrong terminal or roaming around the new city with my baggage as I haven’t written down the hotel address correctly. It’s a great app I seriously recommend using it to basically anyone who travels.

11. 1Password

Sharing sensitive data, especially passwords with your clients or team and keeping track of them can get challenging. That’s why I’ve started using 1Password – a super secure password-sharing service that allows you to create special vaults with a set of passwords to tools and services only accessible to the people you’ve shared it with. Available for numerous devices, the service gives you peace of mind when sharing anything sensitive via unprotected networks. Speaking of which…

12. Private Internet Access

Keep all your data and computer protected by opting for Private Internet Access. Often we need to make those last minute payments or credit card purchases and the only internet available is a suspicious unprotected network your device somehow found. By using an anonymous encrypted VPN and a private IP you can be 100% sure none of your payment data will be fished or passwords stolen.

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13. Workfrom

Find the best coffee shops and cafes in your area with this service. Workfrom has a great pool of venues in major US cities – New York, Portland, San Francisco, Seattle – and more destinations worldwide to be added soon! The service is free to join and you’ll get access to numerous cool spots with unbiased opinions of wi-fi connection and cappuccino quality from digital nomads just like you. Reviews also include price range, meals available, general atmosphere and noise range, along with some pro-tips on where to find sockets and which table is the most secluded. I have discovered some of my all time favorites this way like Mr Bean in Amsterdam.

14. Spotted by Locals

Another awesome service to discover good meals and thrilling events at your current base. Spotted by Locals is not that typical city guide with boring touristy routes, but an amazing resources with awesome recommendations from the locals on things to do and places to check out. After all, you’ve chosen a location independent lifestyle to explore the world more, not just spend hours tapping on the keywords in a different environment.

Currently, the website has numerous recommendations for all major European cities – Paris, Madrid, Vienna, Warsaw and many more, plus it gradually expands into North America with Boston, LA, Toronto and Montreal guides recently added. You can browse around the free categorized selection of activities at the website or pay$ 2.99 for a PDF guide with all tips and places neatly listed on the map. Or opt for iOS or Android app ($3.99 each) to gain offline access to one of the city guides along with a detailed map.

15. Jawbone UP

Now when you know where to go and what to see, here’s a handy app that will help you get unstuck from your laptop. Jawbone UP will gently nag you when it’s time to get up and unwind a bit. Install the app and connect it to all your hardware, than let the Up Activity Tracker (a lovely bracelet) analyze your sleeping and activity patterns to help you creating a better lifestyle. The app will monitor and analyze all your actions and suggest you a healthier schedule, help you sleep better and keep up with the exercise routine (which gets erratic when you are on the move). Why do we need more time if we don’t spend it wise, right? The app is free for iOS and Android, however you’ll have to pay 129$ for the bracelet tracker or 49.99$ for the clip.

16. SugarSync

Some like DropBox, others opt for Google Drive, yet my go-to cloud storage service is SugarSync. It’s simpler, more powerful and has a really slick design. After you install it, you just need to right-click the file/folder to instantly back them up at the cloud. Besides, any further change you make to that data will be automatically synchronized. Large files get uploaded extra fast and you can get 250 GB storage space for just $99.99 per year. Also you can access, share and edit all your files via free iOS or Android app supported on numerous devices. Now, I’ve finally stopped worrying what should I do if my laptop gets broken/stolen.

17. Contactually

If you don’t like to get broke and return home, you have to invest a fair share of your time in building ongoing relationships with your clients, vendors or customers depending on what do you do for a living. To avoid this whole thing becoming a huge pain try using Contactually – a simple, yet powerful service that will tell you when and whom you should keep in touch with and how you could maximize your ROI by connecting with the right people at the right time. It will send you notifications when you’ve fallen out of touch with certain contacts (which can mean missed opportunities in the perspective) and prompt when you should reconnect with the most important contacts from your network by providing helpful context clues like social updates and recent conversations to make the whole thing look more genuine. The service boasts that their users get up to 40% more referrals after using their service (backed by case studies) which is kind of essential for you if you’d like to live the nomadic life and work for yourself!

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18. Schedule Once

If you are working on multiple projects with multiple clients at a time – Schedule Once is your kick-ass service to schedule online meetings and conferences. Create a sleek pre-set calendar when you are available and send people a unique link that allows them to select a suitable time for both of you to connect. The service is fantastic for anyone offering consulting services or coaching sessions and costs just 5$ per month!

19. Spaxtel

Sometimes the internet gets so crappy that calling by Skype is impossible. Or you have a very-very important conversation scheduled and you don’t want any possible glitches to interrupt you. That’s when it’s worth using Spaxtel – a cool service that enables you to make land-line quality phone calls via callback. You don’t need to install any software or have internet access. The rates depends on the quality of call you choose (the lowest discount is pretty great) and the countries from/to you are calling. So far, the price proved to be nearly Skype-affordable for a better overall quality of connection.

20. Earth Class Mail

Snail mail isn’t that popular these days, but you still get some important stuff via it. Say bills and some paychecks. If you don’t want to bug your parents or friends’ to deal with your mail while you are out, try using Earth Mail Class – an affordable mail forwarding service that scans and forwards your mail to the e-mail address of your choice, deposits your checks (for a fee), saves PDFs of your postal mail online and offers in-person pickup and package signing.

Featured photo credit: Avi Richards via unsplash.com

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