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Why You Should Kick the “Versus” Habit

Why You Should Kick the “Versus” Habit

A world painted only in black and white is a hard place to live or work
St. Michael and the Devil

In our time-starved, action-obsessed approach to work and life, we easily drop into the habit of seeing every choice or decision in terms of simple opposites: good versus bad, right versus wrong, success versus failure, winners versus losers. Every choice must be one or the other, with no options in between. Macho management thinking is full of such false dichotomies.

This makes for a tense and uncomfortable workplace, as well as a warped view of reality. Worse still, it produces that habitual “us versus them” mentality, which destroys relationships, undermines co-operation, and slowly renders us paranoid.

A world of self-induced paranoia

The urge is strong today to reduce everything to simple, “A versus B” choices. Essays and self-expression are replaced in schools by multiple-choice questions. Forms come full of boxes to check and sentences to be “crossed out where not applicable.” What we wish to say is reduced to choices between what others have already decided is appropriate (or acceptable).

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Such an attitude makes life less complicated — no subtleties to produce those annoying and confusing shades of gray — yet destroys it too; for in a polarized world, those who are not for you must be against you. There are only friends or enemies, allies or “evil empires.” What you choose to believe in, and the actions you embrace as “good,” must not — cannot — be questioned or faulted. There are no neutrals, no possibility that you — yes, you — may be mistaken. Those who choose another way are, by simple definition, wrong — too wrong even to contemplate what might be learned from them.

In the name of profit, speed, and efficiency, we tear up centuries of human thought. In the pursuit of “getting things done,” we lay aside our capacity for wonder and our curiosity for other ways.

The workplace as melodrama

Encouraged by the media, who love simple oppositions and melodramatic confrontations (witness The Apprentice), we demonize “the opposition” or “our competitors” and praise ourselves, “the good guys,” with thoughtless extravagance.

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In a bad novel, every circumstance becomes a life or death struggle, without a balance or subtlety. In a similar way, many leaders today assume every decision is important, simply because polarized thinking makes each appear so stark: winning or losing, support or opposition, love or hate, eager agreement or hostile condemnation, blind loyalty or base treachery.

And so, like ham actors, leaders “chew the scenery” of their workplaces in emotional paroxysms over the smallest setback, or fly into extravagant joyousness at the least triumph. When winning is all that matters, losing becomes an unthinkable horror. No space is left to honor those who have done their best, yet still fallen a little way short. They are lumped together with all the others in the simple category of “failure.”

Choosing to stay blind to our folly

As we dwell lovingly on the defects in “the other guys,” treating them as stereotypes at best (or downright stupid, evil, or dishonest at worst), we set ourselves free from the need to reconsider our own assumptions. There may be equal or even greater problems in the “right way” that we have chosen, as there are in the “wrong way” that they follow, but we will never see them — until it is too late. Our simplistic viewpoint cannot stay in place and allow this to happen.

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Why do so many corporations blunder into crazy ventures, then cling to them in defiance of sense? Why do leaders make it a test of loyalty for their subordinates to applaud every action, no matter how ill-advised? Why do people make truly bad career choices, then stick with them for years?

The answer is as sad as it too is simple: because there are, in their self-constricted minds, no acceptable alternatives. Because there are only two ways: what they have chosen and what has therefore to be, by definition, undeniably worse.

Getting back to reality

The reality of this world is that all extremes are uncommon to the point of invisibility. They aren’t just scarce; the more extreme they are — absolute good versus absolute evil, unquestionably right versus undeniably wrong — the more likely that they exist only in theory, if at all. Daily life plays out somewhere in the middle, between whatever extremes you care to name. This world, whether we like it or not, is a world of countless overlapping options and choices. In place of the black and white simplicities we try to impose upon it, there are nothing but the subtlest shades of gray.

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How to kick the habit of over-simplified thinking

  1. Slow down and recognize with Oscar Wilde that truth is “never pure and rarely simple.” Take your time to unravel at least some of its complexities. Subtlety and ambiguity are the first casualties of haste and short-termism.
  2. Be endlessly wary of convenient simplifications and false certainties. There are many people happy to tell you that they know the “one, right answer.” Why shouldn’t you believe them? Because no such answer exists. They are deluding themselves — and will delude you too, if you let them.
  3. Question, question, and question some more. Questions aren’t dangerous, answers are.
  4. If you are presented with an “A or B” choice, don’t take it, if at all possible. Synthesize these extremes to see the options that lie between them. Human creativity arises from taking things that first seem to be irreconcilable opposites, then discovering all the ways in which they work together.
  5. Whenever you think you have found the complete and final answer, lie down in a darkened room until you come to your senses. Every answer is provisional — every one. What you have found may be the best you can do at present, but that doesn’t mean that you won’t find a better one sometime; or that others haven’t found a better way already.
  6. Ambiguity and uncertainty are your friends. They encourage you to go on searching. They try to save you from betting everything on what you know today. People treat them as enemies because they undermine our pompous and self-righteous belief in “certainties.” Yet, the greatest risk anyone can take is to imagine that they already know what’s most important.

Only by slowing down and taking time to question and think — really think — shall we return to dealing with business reality, in place of those simplistic, misleading, cardboard-cutout, Hollywood melodramas we are becoming used to putting in its place.

Photo credit: Nils Tubbesing

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Published on January 16, 2019

How to Effectively Manage a Heavy Workload at Work

How to Effectively Manage a Heavy Workload at Work

We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

You might have such a heavy workload that it feels too intimidating to even start.

You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

Here’re 13 strategies you can use to get out from under your overwhelming workload:

1. Acknowledge You Can’t Do It All

Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

2. Focus on Your Unique Strengths

Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

The challenge is that many people end up doing things that they’re simply not very good at.

In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

It is often not about how to complete this project more effectively but who can help deliver this project.

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So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

  • Are you a great strategist?
  • Are you an effective planner?
  • Is Project Management your strength?
  • Is communication and bringing people together your strength?
  • Are you the ideas person?
  • Is Implementation your strength?

Think about how you can bring the biggest value to your work and the projects you undertake.

3. Use the Strengths of Your Team

One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

Delegation or better teamwork is the solution.

Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

4. Take Time for Planning

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

You can take the time to think about:

  • What’s the purpose of the project?
  • How Important is it?
  • When does it need to be delivered by?
  • What is the best result and worst result for this project?
  • What are the KPIs?
  • What does the project plan and key milestones look like?
  • Who is working on this project?
  • What is everyone’s responsibilities?
  • What tolerances can I add in?
  • What are the review stages?
  • What are the challenges we may face and the solutions for these challenges?

Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

5. Focus on Priorities

Not everything is a priority, although it can often feel, in the moment, that it is.

Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

  1. Urgent and important (tasks you will do immediately).
  2. Important, but not urgent (tasks you will schedule to do later).
  3. Urgent, but not important (tasks you will delegate to someone else).
  4. Neither urgent nor important (tasks that you will eliminate).

James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

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    The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

    If you didn’t get everything accomplished, start the next day with your number one priority.

    If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

    6. Take Time Out

    To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

    If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

    Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

    In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

    Take a look at this article learn about The Importance of Scheduling Downtime.

    7. Maintain a Healthy Work-Life Balance

    Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

    I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

    Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

    If you feel there is not enough balance, then it may be time to make a change.

    8. Stop Multitasking

    Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

    So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

    When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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    If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

    9. Work in Blocks of Time

    To keep your energy up to produce your best results it’s essential to take regular breaks.

    I use the 60-60-30 method myself and teach it to my coaching clients.

    Work on a project for a sustained period of 50 minutes.

    Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

    Then continue to work on the project for a further 50 minutes.

    Then take another 10-minute break.

    Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

    By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

    10. Get Rid of Distractions

    Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

    “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

    Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

    If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

    11. Commit Focused Time to Smaller Tasks

    You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

    Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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    Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

    12. Take a Time Audit

    Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

    Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

    You can start by taking a piece of paper and creating three columns:

    Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

    Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

    At the end of the week, record the total time spent in each column.

    If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

    13. Protect Your Confidence

    It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

    When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

    Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

    When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

    Final Words

    A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

    The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

    If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

    Featured photo credit: Hannah Wei via unsplash.com

    Reference

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