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Last Updated on March 19, 2019

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

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

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?

All of these techniques are just part of our 7 Cornerstone Skills. If you’re keen to find out how you can decide who’s the best fit to do your delegated tasks, 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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Published on February 17, 2020

How to Stay Focused on Your Goals in a Distracting World

How to Stay Focused on Your Goals in a Distracting World

In this digital era, distractions can seem impossible to avoid. Just figuring out how to stay focused on your goals and ambitions can feel as difficult as actually achieving them.

These days, constant distractions can lead to a massive loss in productivity.

Statistics show that employees, on average, waste 28% of their time dealing with and trying to recover from unnecessary interruptions.[1]

And that’s at work, where you’re paid to be productive, and where some of us are monitored too much or too closely for comfort.

So, one can only imagine how much time is lost or wasted when we are left to our own devices.

A World of Distractions

Speaking of devices, how many times have you grabbed your cell phone at the very moment you hear a notification, wasting precious time scrolling through social media when you should be using that time working on your goals?

I can bet a lot.

But we’ve all been there.

Sometimes, even with the best of intentions and efforts to stay on task, we still find ourselves being chronically distracted.

Chances are you’ll be interrupted before you can even finish reading this article.

The reality is as undeniable as it is unavoidable: we live in a world full of distractions!

But how can you take back control of your time and attention to avoid these distractions and learn how to stay focused on your goals?

There are several strategies for overcoming distractions and reclaiming your focus, such as avoiding social media, prioritizing emails, meditation and more.

You can read about them in detail in our article, How to Focus and Maximize Your Productivity (the Definitive Guide).

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Some of these methods have been discussed ad nauseam. But one method in particular hasn’t been talked about enough.

How to Stay Focused on Your Goals

Your Environment Is a Major Factor

Whether we want to admit it or not, all of us are mostly a product of our environment. Our environment impacts us far more than we realize.

It’s made of a multitude of things, from the space we live and work in, to the people we spend the most time with, to the things we read, listen to, and watch, to even our profiles on social media, and more.

All of these elements of our surroundings influence our focus, thoughts, mindset, belief systems, and the goals and standards we set for ourselves. They all serve as triggers for certain behaviors, tendencies, and moods. That’s how many of our habits are formed.

We’ll always take on aspects of the environments we continually place ourselves in.

Willpower and Motivation Is a Broken Approach

What a lot of people have gotten wrong about trying to achieve their goals is that they often focus only on what needs to be done and how to get it done – outcomes and willpower.

Many think that willpower and motivation in their own right determine success.

While both are great and necessary virtues to have to navigate this increasingly difficult world, willpower is largely a short-term solution, while motivation is great to get you started but is also fleeting.

This is one of the main reasons why so many people’s New Year’s resolutions go belly-up by the end of January.

Your willpower is like a muscle, which means it’s finite and will deplete with use. [2]

Using the willpower approach to stay focused on goals centers on increasing personal efforts to overcome the environment, not on modifying or changing the environment.

The harsh reality is that your environment is more powerful than your internal resolve. No matter how much discipline you have, eventually, you’ll succumb to your environment despite your greatest efforts.

Setting Yourself up for Success

In an environment that’s incompatible with your goals, its negative influence will sabotage your success.

On the other hand, a compatible environment is one of the most important strategies you can utilize to stay focused on achieving your goals.

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Creating an environment that is conducive to success will trigger your desired behaviors and, most importantly, will decrease distractions.

Inevitability Thinking

In fact, productivity expert Eben Pagan believes that designing the right environment will create conditions that make it impossible for you not to achieve your goals.

The multi-millionaire, entrepreneur, and investor regards this as the next evolution of goal-setting that will move us away from focusing on willpower and outcomes.

He calls this concept “Inevitability Thinking,” which is thinking and acting as if what you are doing is a foregone conclusion because you set up the conditions for it to happen.

What he means by “setting up the conditions for success” is designing an environment that’s conducive to you achieving your goals.

Building Your Environment

World-renowned leadership coach and author Dr. Marshall Goldsmith believes if a person doesn’t create and control their environment, then it will create and control them.

He suggests having a vision of achieving the goals you want to accomplish. Then, think about designing the structure of your environment, your situation, or your organization in a way that would organically bring that vision to life.

“If [you] can design your life [and] behaviors well, [you] don’t need to rely on willpower.” – BJ Fogg, Social Science Research Associate, Stanford [3]

“But I’m not a designer,” you might be thinking.

Don’t get intimidated, it can be done – by you or anyone! Designing or modifying your environment so you can better stay focused on your goals is not like designing spaceships – it’s not rocket science.

Here is how to make it happen.

How to Stay Focused on Your Goals: Designing Your Environment

1. Find the Environment That Supports Achieving Your Goals

Real progress occurs when we fully understand and align with what, whom, and where best support our goals.

So, the next time you’re in your environment, whether at or outside of work, try to pay attention to how you feel while you’re there. Note if that feeling changes when you leave that environment.

Examine your surroundings. Look at all the infrastructure and ask yourself these simple questions:

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  • Am I in an environment that’s conducive to me achieving my goals?
  • Is it detrimental to me maintaining my focus on my goals?
  • Is it on par with people who have already achieved what I want to achieve?

Also, examine your lifestyle and habits. Are you placing yourself in environments and situations that spark personal growth?

If the answers to these questions are anything but a definite and resounding yes, then you should seriously consider modifying or completely changing your surroundings.

The more you understand yourself, the more aware you’ll be of the environment that’s most likely to help you stay focused on your goals.

2. Let Your Goals, Not Distractions, Distract You

If you constantly lose focus on your goals, you pretty much render them useless. Distractions and interruptions are the biggest culprits of losing your focus.

One of the most practical ways to maintain focus is to allow your goals to constantly distract you.

You’ll inevitably lose focus from time to time. But you can limit the number of times it happens and the duration by facilitating your goals to distract you back to your focus.

Now, how do you do that?

It’s simple: make visual cues.

There’s a saying that if you don’t see it, you’ll probably forget it. Science agrees; the eyes hold the majority of sensory receptors in the human body. Therefore, the eye is a major component of focus.

The following cues are simply things that will trigger you to focus or refocus your attention back onto your goals.

What type to use will largely depend on what works for you, but below are a few common ones:

  • Tape your task list or habit tracker to your desk or onto your refrigerator at home.
  • Hang motivational posters at frequently visited sections of your house or workspace.
  • Post-Its – write your goals in a one or two-word phrase on them and stick where you’re sure to see them.
  • Set cues to constantly remind you to stick with your productive habits.
  • Digital devices – alter the screensavers of your computer, smartphones, tablets, or any other digital device you use regularly to display something about your goal.

Read more about how to stay focused on your goals: How to Create an Action Plan and Achieve Your Personal Goals

3. Modify Your Inner Circle

Multiple studies have proven that our mindset, behaviors, and motivations are largely influenced by our peer group. Therefore, the people in our lives have an enormous impact on our ability to reach our goals.

“You are the average of the five people you associate with most…” – Tim Ferriss [4]

Since people have such a significant influence on the direction of your entire life, if you’re really serious about achieving your goals, you may have to adjust your inner circle. This is where designing or modifying your environment for success becomes tricky.

Unlike upgrading your iPhone, changing the makeup of your inner circle can be a lot more complex.

One of the most difficult things to do in life is to sever ties with friends, especially against their will, even if it’s for the betterment of the self.

It will likely foster resentment because it will require you to betray the very virtue that served as the keystone of the friendship in the first place: loyalty.

But we must remember that above all else, when we set important personal goals, we must be loyal to ourselves if we are to achieve them. Loyalty to friends, family, or even to your spouse that is detrimental to your success in life will only slow your growth.

By consciously deciding whom you want in your inner circle, you are taking control of the ultimate direction of your life.

4. Change Your Environment Completely

This method is the most extreme, but it can also be the most effective.

While modifying your environment for it to become less distracting is ideal, sometimes it’s just not enough. Certain elements in your environment, such as your social circle, are harder than others to modify. In fact, some elements that are nearly impossible to adjust.

There are times when these elements are so out of your control that the only thing you can do to stay focused on your goals is to make more radical and thorough changes. This can mean changing your environment completely.

Here are some examples of changes you could try to make (only if necessary):

  1. Change your physical possessions (ex.: get rid of your TV)
  2. Create a new virtual set-up (online)
  3. Change your physical workspace (work, home, co-working, cafes, etc.)
  4. Join a new social group
  5. Change locations (home, co-working space, café, etc.)
  6. Change jobs or switch branches
  7. Drop distracting friends or family from your inner circle.
  8. Change your spouse
  9. Move to a different country

Of course, these are some extreme steps to take. So, only resort to these if you have tried everything else to stay focused on your goals but are still unsuccessful.

Conclusion

If you’re struggling to figure out how to stay focused on your goals, it’s a lot harder to make a significant, lasting change without altering some elements of your environment.

By taking control of the set-up of your environment, you can influence your levels of motivation, enthusiasm, drive, and desire towards the goals you have set.

Optimizing your environment creates powerful conscious and subconscious motivators that make staying focused on your goals easier. And for many of us, easier is always better.

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More Tips on Goal Setting

Featured photo credit: Razvan Chisu via unsplash.com

Reference

[1] Information Overload Research Group: The Cost of Not Paying Attention – How Interruptions Impact Knowledge Worker Productivity
[2] American Psychological Association Study: Willpower, choice, and self-control
[3] BJ Fogg on Twitter: @bjfogg
[4] GoodReads: Timothy Ferriss: Quotable Quotes

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