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Last Updated on November 26, 2020

Too Much On Your Plate? 7 Ways to Tackle It

Too Much On Your Plate? 7 Ways to Tackle It
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Do you ever feel like you’re crossing off tasks from your never-ending “to-do” list and yet get to the end of your day feeling like you didn’t make significant progress?

Your new marketing plan takes a backseat. The much needed “you time” is put off until next week. The exciting new idea you’ve been working on can wait until life gets less hectic.

You have too much on your plate but unsure of what to do. In a world where we value the pursuit of more—ideas, tasks, actions—what if you were able to shift to valuing less, putting your energy towards what really matters?

There is a way, one where you take control back. Here, you identify what matters most. You make deletion a habit. You leave the cult of busy and value priorities instead of random actions.

In this article, you’re going to learn how to manage the feeling that you always have too much on your plate. Most importantly, you’ll get your mental sanity back while being able to make progress on what matters to you.

1. Delete the Clutter—Literally

As you read this, there is physical, mental, and emotional clutter that is robbing you of precious energy from what really matters. This manifests itself in myriad ways.

Your workspace makes it impossible to focus. Your calendar has recurring meetings that expired months ago. You haven’t had that one conversation that keeps you anxious. In other words, your next level of growth starts with subtraction.

We tend to overestimate how much we can get done while underestimating the amount of time and energy things will take. Researchers call this the “planning” fallacy.[1] The result is that in trying to do too much, we fall short every time.

Instead, start by deleting something today:

  • Donate old clothes.
  • Clear the clutter in your home office.
  • Tell your college friends in the text message thread that you’re going to be away for a while.
  • Scan your calendar for any worn-out obligations that are consuming your precious time, energy, and attention.

While many productivity experts will stack new actions, habits, and routines to your schedule, you’re going to do the opposite. By deleting things out of your life, you create some much-needed breathing room. With this newfound perspective, you can now identify what matters.

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2. Identify Your “Big 3” Priorities

We tend to overvalue new ideas, projects, and initiatives because they provide a tantalizing dopamine hit of possibility. Not being able to set your priorities straight results in having too much on your plate.

  • The new marketing campaign is a can’t miss for doubling profits.
  • The collaboration with someone we admire has unlimited potential.
  • The new podcast we’re launching will turn us into our industry’s top expert.

Right?

Well, not always. Due to the planning fallacy we mentioned above, we often say yes to way too much at once, which means we scatter our limited energy and focus across too many domains.

Instead, take a minimalist approach to your life, career, and business. In any given quarter or “season,” pick one, two, or three main priorities.  These are typically not urgent, yet vitally important projects that move the needle in a significant way. They are not half-hearted tasks, random initiatives, or “fake work”. They are connected to your bigger goals and matter to you.

If you’re having trouble identifying your “Big 3,” write down at least 15-20 possibilities that could be one. Then, take a step back, and highlight the most important ones.

Going forward, you’ll now be able to filter your decision-making by asking a question—will this next task, meeting, action serve one of those priorities?

Granted, not everything you do all day will. But this alone will help you with making better and faster decisions, establishing boundaries, and taking control back of what matters. When you do, you’ll start winning your day with daily, consistent action.

3. Win the Day With 1% Progress

The conventional wisdom of personal growth and self-help have sold you a false myth—the illusion that every day must be a rousing success. Hopped up on motivation, it’s easy to buy into this narrative and yet, sustained success is about consistent action steps compounded over long periods of time.

Enter the 1% rule, which operates under the Japanese philosophy of Kaizen—defined as steady, continuous improvement. Using this rule, you’ll make daily progress a habit and tap into the number one human motivator.

Research by Harvard professor Teresa Amabile and psychologist Steven Kramer dove into why people stay motivated at work. In analyzing 12,000 diary entries where they tracked their emotional state various times a day, they came to one conclusion—it’s not money, it’s not security, and it’s not approval. Progress is more important than anything else.[2]

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To harness what is called the progress principle’, break down the priorities from step two into the smallest possible action.

For example:

  • Instead of “create a marketing plan”, start with the first step—brainstorm marketing ideas for twenty minutes.
  • Instead of “launch website”, choose to complete a draft of your About Me page.
  • Instead of “grow the business”, choose to make three extra sales calls on any given week.

Progress triggers dopamine in the brain, which makes motivation surge, and the cycle repeats itself. One percent today and tomorrow start to accumulate, and incremental growth turns into exponential. To make this a consistent practice, you’re going to lower the bar to get started.

4. Lower the Bar to Get Started

We’ve all found ourselves staring at a blank cursor at the local coffee shop, primed to do important work, and then realized that 55 minutes went by and we got nothing done.

Why? Getting started is always the hardest part, and it’s much harder when you have too much on your plate. Whether that’s your workout routine or working on your priorities, resistance is always highest right before you start.

Borrowing the term from how chemical compounds change at different thresholds, psychologists call this term “activation energy”.[3]

This is a fancy way of saying the energy it takes for you to go from thinking about doing something to doing it. The higher the volume of the task, the longer the wait to get started or, in many cases, we put it off entirely.

Instead, you’re going to play a trick on yourself:

  • Instead of a 45-minute time-block, commit to doing 10 minutes.
  • Instead of a 3-mile run, commit to two loops around the block.
  • Instead of cleaning your home, commit to getting the closet done.

By lowering the bar, you’ll take the pressure off yourself. And, as you’ll notice, once you’ve started, it’s much easy to keep going.

5. Double Your Rate of Saying No

No decision you make is ever in a vacuum. The coffee meeting you agreed to early in the morning means you said “no” to your morning workout. We tend to say yes freely without thinking about the consequences until we’re stuck at a networking mixer or Zoom catch-up we don’t want to be in.

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However, the most important word you can use in the pursuit of taking stuff off your plate is “no.”

Here are two questions to ask yourself when receiving a request or opportunity are:

  • If this was tomorrow morning, would I still say yes? We tend to say yes to anything that is a few weeks or months out.
  • If I say yes to this, what am I saying no to, and is it worth it? This simple question allows you to be aware of the cost.

Saying no creates instant clarity. It deletes “open loops” in our heads and honors some much-needed boundaries. Most importantly, it gives you the time, energy, and bandwidth to pour yourself into your priorities.

Of course, this does not mean you will neglect parts of your life you enjoy. Rather, you will do so with discernment. Otherwise, you will say “yes” to anyone and everyone at your expense.

Instead, say “yes” to yourself first. Say yes to your goals. Say yes to your priorities. Say yes to your creative time before you agree to someone else’s needs and agendas.

6. Leave the Cult of Busy

The cult of busy consumes your precious energy and thrives on making you a card-carrying member who pays their dues with exhaustion, scattered progress, and burnout. Busyness has become a societal badge of honor—a ‘tell’ to let others know you’re important. It’s as if having too much on your plate is a good thing.

However, is busy actually working? On a long enough timeline, busy leads to overwhelm, distraction, and a lot of social media scrolling. To leave the cult of busyness is a courageous act, and it starts with your language.

Research has shown that language provides a look into our beliefs. If we believe we are always busy and don’t have enough time, it’s easy to procrastinate and self-sabotage on what matters.

Next time you want to tell the world how busy you are and how hectic life seems to be, catch yourself. Shift your language, use words like prioritized, focused, committed—and watch how these shift your emotional state.

7. Celebrate Wins Every Day

You’re the worst person in the world to recognize your growth. It’s a bold statement, but I can say that with confidence because I am, too. We all are. We are masters at focusing on what’s not working and the “gap” between today’s reality and our future selves.

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Furthermore, we often discount the goals we worked hard to attain. We brush them off once we’ve achieved them and quickly move onto the next.

It’s time to take control back and celebrate at least three wins every day. These are not about grand moments, it’s about the small ways you showed up. This is essential to helping yourself when you have too much on your plate.

If you want to unlock this even further, identify the ‘ingredient of success’ for your win.

For example:

  • Your win was to show up for your early morning workout, the ingredient is discipline.
  • Your win was to have a tough conversation with someone, the ingredient is honesty.
  • Your win was to publish something before you felt ready, the ingredient is courage.

Why does this matter?

Celebrating small wins has been shown to amplify motivation in our personal and professional lives.[4] By writing these down, you’ll recognize the places where you are growing and are already accumulating the ingredients of your next success.

It’s Time to Take Stuff Off Your Plate

We’ve all felt like we have too much on our plate at some point—and things seem to be getting worse, not better. There are more tasks to do. There are more social media platforms to post and comment on. More inputs are competing for our attention that never seem to end.

The reality is that unless you take control of this now, it will only get worse. But it doesn’t have to be this way.

  • You can delete clutter every day.
  • You can get clear on your priorities.
  • You can choose to leave the cult of busy.

Once you do, you’ll start to value less, not more. You’ll accumulate winning days more often. You’ll learn how to set boundaries and recognize a distraction disguised as a shiny opportunity.

Best of all, you’ll get to the end of your days knowing you are moving forward in your life and business. During these times, nothing could be more important or relevant.

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More Tips to Help You End Overwhelm

Featured photo credit: Tetiana SHYSHKINA via unsplash.com

Reference

[1] Journal of Personality and Social Psychology: Exploring the “Planning Fallacy”: Why People Underestimate Their Task Completion Times
[2] Harvard Business Review: The Power of Small Wins
[3] Psychology Today: Activation Energy: How It Keeps Happiness at a Distance
[4] Harvard Business Review: The Power of Small Wins

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Tommy Baker

Expert on human potential and reverse engineering success.

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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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