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Last Updated on February 9, 2021

Have You Fallen Into the ‘Busy’ Trap? Here’s Your Way Out

Have You Fallen Into the ‘Busy’ Trap? Here’s Your Way Out
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Do you find yourself constantly feeling busy? Or, maybe you feel like you have too much on your plate? Perhaps you have a to-do list with no end in sight, or many responsibilities to juggle on a daily basis at work. When you get home, you have household responsibilities to take care of, too, and it just seems like you never have much time for a breather.

Being busy is good, it’s better than not having anything to do and letting time slip away. But, what many people don’t realize is, being busy doesn’t always mean you’re being productive. The more time you take to complete something does not equal to more success. Many people end up falling into this trap as they pack their day with tasks and errands that may sometimes produce little outcome or output for the effort that they’ve put in.

For example, let’s say that your washing machine at home broke down and you need to fix it. Instead of calling the handyman to come, your husband decides he’s going to fix the machine. He ends up spending half a day figuring out the machine, and does eventually fix it. He did however have to make a trip to the tool shop to buy some extra tools and parts for the machine. Now, if you had called the handy man, it would probably have taken the handyman much less time, and he would have all the necessary tools and parts already, because that is his job. So in this instance, was your husband’s time and effort worth it? Oh, and because he took half the day fixing the machine, you now had to take over his duties of dropping the kids off at soccer and swim practice.

We Need Not Be That Busy

I hope you would agree, that it would have been ideal to delegate this task to the handyman. That would have saved you time and effort, so that you and your husband could focus on doing other things that were more important to you, like being there for your kids or spending time with each other. This is just one example of how we often impose busyness on ourselves without us even realizing it.

But, I’m going to show you just how you can gain quality time from external sources. Whatever big goals or ambitions that you may have, it’s normal for them to involve a lot more of your time than you first expect. I’m talking about things like starting a new business, changing careers, perhaps even moving to a new city. New challenges often involve things that are outside of our experience and expertise, so covering all the bases ourselves is sometimes not feasible as it takes too much time to learn and do everything.

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You Are Just One Person

At the end of the day, you are just one person, and you have a limited amount of time. So, you have to do things that are meaningful to you. While an overall goal may be meaningful, not all of the milestones needed to get there may be meaningful. Because we all have our strengths and weaknesses, likes and dislikes, not every task will be enjoyable or all fun & games. Some simply require pure willpower and discipline to grind through. And that is where delegation comes in.

What is Delegation?

You may hear this term a lot in the business or corporate world; it’s an effective way for managers to distribute (or sometimes avoid!) work. But, that’s not what I’m referring to. Instead, delegation means leveraging time from an outside source to give you opportunities to increase your quality time. By outside source, we simply mean that it’s not your own time that you’re spending.

What Should You Delegate?

To delegate effectively, it has to be done with deliberate intention. So the aim of delegation is to create more quality time for yourself. There are 3 types of tasks that you should generally delegate, called the Delegation Triangle.

The first are tasks you don’t enjoy doing. These are things that you know how to do, but don’t enjoy. Second, are tasks you shouldn’t do. These are things you know how to do and may even enjoy, but may not be the best use of your time. Third, are tasks you can’t do. These are things that need doing, but you don’t have the skills or expertise to follow through with them at this moment.

Have a look through your daily tasks and responsibilities, and see if you can fit them under these 3 categories.

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Pitfalls of Delegation

Using the Delegation Triangle, you can decide which tasks are worth delegating. In theory, it might look easy to sort actions at first glance; but often, it’s actually harder than you think!

One such example, is diverting time on tasks you shouldn’t do. Let’s go back to the washing machine example. Your husband decides to fix it on his own instead of simply getting an expert to fix it. Why? Because it’s probably a challenge he enjoys, and it’s an accomplishment that would bring him satisfaction. However, if the value of the task is too low, you really ought to delegate it to others.

Sometimes, when you have a larger goal in mind, you might have to sacrifice some actions in return for making progress. Always think about the bigger picture! One thing that can help you avoid this pitfall is to keep your deadlines in mind whenever you set milestones for a project or task.

Deadlines are a commitment to yourself, and every bit of time is precious. So if an activity you’re focusing on is taking time away from progress towards your goal, it may be time to let go of it for now. You can always decide to pick it up again later.

Then there’s the other extreme of delegation. And that’s when you start delegating everything you dislike doing to external sources.Sometimes it’s tempting to abuse delegation and get carried away outsourcing everything on your “don’t like doing” list.

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Some people are too picky on what they’re going to do. But sometimes, if you don’t like doing so but you’re the only one who can do it, you still need to finish the job. At the end of the day, it does take your own hard work and effort to achieve the success you want.

So if you find that you’re constantly running into this problem of over delegating, then it may be time to re-evaluate your motivation, or reason for doing whatever it is that you’re doing.

Ask yourself, “Is this task contributing towards a meaningful objective that I want to achieve?” and “what kind of progress do I make each time I carry out the task myself?” If the task is both meaningful and creates progress, then the next step is to ask yourself questions that can help you create actions.

What obstacles are causing you to avoid this task? Is it because of low confidence in your ability? Do you think someone else can do a better job? Is it your level of focus? Or is there an alternative action you can take that can produce the same results?

Take Action Now

Take a look at your current tasks or to-do’s that you have planned this week. Which tasks are possible candidates that fall under the Delegation Triangle? Are there any that fall under the pitfalls mentioned above? Which tasks can you immediately identify that should be delegated out right now?

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I hope this exercise helps declutter your tasks and responsibilities a little and allows you to see how much more time you can be saving for more important things. But, this is not the end of delegation. After you’ve sorted out the tasks that can be delegated, the next step is to determine who it should be delegated to. Besides people like your co workers, or spouse/family members, did you know that there is a whole delegating industry out there?

If you’re keen to find out what else you can do to achieve more in less time, learn more about our ultimate solution here!

We will help you discover many more skills that will boost your productivity by leaps and bounds!

Featured photo credit: rawpixel via unsplash.com

More by this author

Leon Ho

Founder & CEO of Lifehack

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Last Updated on July 27, 2021

Can’t Focus? The Mistake You’re Making and How to Focus Better

Can’t Focus? The Mistake You’re Making and How to Focus Better
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What comes to mind when you think of learning how to focus better? Do you think of the attention or concentration it takes to complete a task? Do you consider the amount of willpower needed to finish writing a report without touching your phone? Do you think it requires sitting in complete silence and away from distractions so that you can study for an important exam or prepare for an interview?

I’m sure many of you can relate to the above statements and agree that the ability to focus is about staying on task for a given period of time. Breaking that concentration would mean that you’ve lost your focus, and you’re either doing something else or trying to gain back that focus to finish up the intended task.

With an ever-increasing amount of information—that is easily accessible online and offline—we’re faced with a lot more opportunities and avenues to create possibilities to experience things on a daily basis.

Unfortunately, that can make it a lot harder for us to make progress or get things done because we’re either easily distracted or overwhelmed by the constant influx of information.

That’s why many of us end up having problems concentrating or focusing in life—whether it be on a smaller scale like completing a task on time, or something much bigger like staying on track in your career and climbing the ladder of success. We’ve all found ourselves in situations where we blame our failures due to a lack of focus.

Learning how to focus better doesn’t have to be too complex. Here is some information to help you get started.

Focus Is Not About Paying Attention

What if I tell you that you’ve been doing it all wrong this whole time?

Focus isn’t just the attention span of giving 20 minutes to a task. It actually goes far beyond that.

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The real reason why we focus is because we need to do something that exceeds our existing capability. We need to devote large amounts of time and energy to move the needle in life, to make that progress and positive change.

And why do we want to do that? Because we want to spend time becoming a better version of ourselves!

At the end of the day, the reason why we stay focused on any task, project, or goal is because we want to succeed. With that success comes progress in our lives, which means we eventually become better than what we were a month ago, or even a year ago.

Let me give you an example:

Say you’ve been tasked to manage a project by your boss. You have targets to meet and favorable outcomes to achieve. Your focus and attention has to be on this project.

Once the project has been completed, your boss is happy with the results and your hard work. She rewards you with praise, a promotion, or maybe even a year-end bonus.

That’s your success right there, and you feel good about your achievements. Looking back at who you were before and after the completion of this project, wouldn’t you say you’ve become a better version of your previous self?

Focus Is a Flow

This is what focus is and how where learning how to focus better starts. It’s not a one-off, task-by-task mode that you jump into whenever needed. Rather, focus is a flow[1].

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Focus is the way in which you deliberately target your energy to push progress in something you care about. Because focus takes energy, time, and effort, whatever it is that you need to focus on should be something meaningful to you, something that’s worth shutting down phone calls, text messages, and social media for.

So, why is it that we sometimes find it so hard to focus?

Usually, it’s because we’re missing two major elements. Either we don’t know where we want to go—in that we don’t have a clear goal—or we do have a goal, but we don’t have a clear roadmap.

Trying to improve your focus without these two things is like driving to get somewhere in a foreign country with no road map. You end up using a lot of gas and driving for hours without knowing if you’re getting anywhere.

Let’s go back to the example of your boss assigning you a project to manage. The company is opening a new office, and your boss wants you to oversee the renovations and moving-in process of this new location.

Now, if you didn’t have a clear goal or end result of how the new office should look, you could be busy arranging for contractors, interior designers, or movers to come, but have no clue what to assign or brief them on.

The second scenario is that you know exactly how the new office should look and when it should be up and running. However, because you don’t have a clear roadmap to get to that end result, you end up working all over the place; one moment you’re arranging for the contractors to start renovations, the next moment you’ve got furniture coming in when the space isn’t ready. What do you focus on first?

The Focus Flow

Without a clear goal and road map, things can turn out frantic and frustrating, with many wrong turns. You also end up expending a lot more mental energy than needed. But, having a Focus Flow when learning how to focus better can help.

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Let me show you how theFocus Flow works.

  1. It starts from a clear objective.
  2. This becomes a clear roadmap.
  3. Then it manifests into a state oftargeted attentionand effort.
  4. This results in pushing your progress towards your ultimate destination.

Setting a Clear Objective

To start off, you need to set a clear focus objective. If you don’t have an objective, how can you decide on which things are worth focusing on? You can’t focus on everything at the same time, so you have to make a choice.

Like driving a car, you need a destination.

In this case, you don’t want to drive around aimlessly. You want to arrive at your destination before you run out of gas.

A good focus objective, therefore, needs to be concrete. This means that it should be something you can visualize, such as determining how the new office is going to look after you’ve completed the renovation and moving in. If you can visualize it, that means you have a clear enough picture to know what’s needed to achieve it.

Drawing a Focus Roadmap

The second step is to lay out a practical focus roadmap. Once you have your ideas, setting an objective is easy. The most difficult part is determining how you’re going to achieve your objective.

There are lots of things you can do to work towards your goal, but what comes first? What’s more valuable, and how long will it take?

That’s where having a roadmap helps you answer these questions. Like driving, you need to have at least a rough idea of which major roads to drive on, and the order in which you need to drive them.

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Yet, creating a roadmap can get tricky because you have absolute freedom on how you’re going to achieve your objective.

To create a good road map, you should include major milestones. These are targets you need to hit in order to achieve success. Your roadmap should also include feasible and realistic actions that you can achieve as you learn how to focus better.

Need a little help in drawing this Focus Roadmap? The Full Life Planner can help you. It’s a practical planner to help you stay focused and on track with your most important goals and tasks in an organized way. Get yours today!

Power Up Your Productivity

I hope you now have a better understanding of how focus truly works. By harnessing your focus using the Focus Flow, you’ll be able to work on a task more productively, not because you’re able to concentrate, but rather because you know exactly what your end goal is, and you have a game plan in place to make that happen.

Once there is clarity, I can assure you that you’ll be less likely to get distracted or lose focus on your tasks at hand.

You may think it’s going to take you extra time writing out an objective and setting out a roadmap. You may believe that you are better off getting right down to the actual work.

However, as I’ve mentioned, there’s no point in rushing your efforts that lead you to nowhere or cause you additional detours. You’ll end up expending more mental energy and time than needed.

Once you’ve made your roadmap and found your focus, follow it up with unbreakable determination with Lifehack’s Actionable Motivation On Demand Handbook.

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Featured photo credit: Paul Skorupskas via unsplash.com

Reference

[1] Very Well Mind: The Psychology of Flow

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