Friend, I've got good news, you can totally fix busy. Pause this video, grab your to-do list, maybe a cup of coffee and let's work through your task list together.
The first question: Does this really need to be done?
If the answer is Yes – you need to figure out when? Now or Later?
Our to-do list can very easily become a want-to-do list.
We fill it with all our brilliant ideas, things we are thinking about, but haven't made a decision on.
Those are not actually tasks that need to be done. That’s great news for Online Business Owners!
Those don’t need to be done at all – they are ideas, maybes, or “wouldn’t it be nice ifs”.
They are things you’re thinking about, but that you haven’t actually made a firm decision on yet. Ideas are not to-dos – create a separate list for your ideas and get those things off your to-do list!
Take Action Now:
Look at your list mark any task that is an idea add it to your Someday/Maybes or Ideas list and get it off the to-do list. You can highlight it a different color or draw a little icon next to the task. Once you have marked these move them from your task list to your Someday/Maybes or Idea List We have it captures and we know where to go to look for it.
Looking at the list again what tasks are actually more of a decision? Add that to your decision log or Decision Parking Lot.
If you don't have a decision log, create one today. Schedule time in your calendar daily to go through the decision log when your mind is fresh – not at the end of the day when you're in decision fatigue. Here is a blog regarding Decision Fatigue.
Don’t need to be done NOW
Don’t need to be done NOW – if you aren’t strategic about planning ahead, then as a default everything on your to-do list feels like it needs to be done NOW.
Take Action Now:
Work through each item and ask yourself – when does this really need to be done? Could it be put off until next week? Maybe even next month or next quarter? Take your list and put realistic due dates beside each item.
(As an OBM I always start by creating a plan for my clients, so that we can be clear on realistic timelines and not feel like it all needs to be done ‘now!’)
After answering this question, you should be left with a list of things that are due in the next week or so – and a list of things that aren’t due yet (or are ideas and are no longer on the list!)
Question Two is “Do I need to be the one to do this?”
If you are like most business owners I know, as a default you feel like you must do everything. You are good at what you do. You are used to being the one to get it all done, but now things are starting to fall behind and slip through the cracks.
Run through your list again and ask yourself – could someone else do this for me?
Be aware of the following when you answer:
“Well yes, someone else could do this for me but I’m the only one here so I have to”
If you don’t have anyone working with you right now this could be true, and you also have the power to change that. Growth dictates that you will need to hire help at some point – when you do it is up to you.
“But no one can do it as well as me – so I have to be the one to do it”
You may be surprised to hear this but that is just a story you’re telling yourself because you’re about to up-level and that will push you outside your comfort zone.
Holding on to the belief that no one can do it as well as you is a dangerous spot to get stuck in because as long as you believe it to be true, it is… and it could be your biggest barrier to growth.
When I find myself saying this, I step back and say “That’s not true.” I begin to list reasons why it’s not true to get myself out of the story.
When you hear yourself say “no one can do it as well as me”
Simply respond “That's not true, I can easily train another person to be as good as me or find someone who does it already and bring them on board.”
(As an OBM I work with my clients to ‘download’ everything from their brain into documented processes so that we can confidently start delegating.)*
The goal is simple, get things off your plate that others can do. If you do not have a team yet, get creative and figure out a plan for how you can get support.
This second question can be a doozy as it brings up all kinds of stuff – it might make your inner control freak have a bit of a fit. Trust me when I say, getting things off your task list so you can focus on the things that ONLY you can do is the light at the end of the busy tunnel.
If you go through your list and still have your name beside every task, let’s talk. An outside eye can often see what you can’t. Have you ever heard you can’t read the label from inside the bottle?
Question Three: How can I create more space?
At this point, you should have a realistic list of what needs to be done in the next week or so. Now you want to ensure you have space and time to get it done. Here are two of my favorite tips:
Plan ahead –book the time in your schedule to get stuff done. You might book specific tasks, or you block schedule time on your calendar for like tasks such as writing time, client time. Really we want the tasks on your calendar to be things that ONLY you can do.
Set boundaries – distraction is the death of productivity. Be it team, clients, family, or social media – every time you get distracted it takes you off track, and for many people, it happens all day long! Close your door. Shut your inbox. Turn off your notifications. Let people know when you aren’t available and when you are. And get really good at saying no (because they will test your boundaries!)
Amy Porterfield calls this her Tiger Time. Listen to Amy talk about Tiger Time on her Online Marketing Made Easy Podcast.
Question Four: Do I need to renegotiate any deadlines?
If you are genuinely in over your head and can’t get everything done, then you need to revise your deadlines with clients, team members, or whoever may be waiting on you.
I get that this sucks, and you may hate having to do it, but it’s better to own up to something ahead of time vs. having people get upset with you because they are waiting/asking.
To simply say to someone, “Hey, I got in over my head here, and that’s on me. I won’t be able to get X to you until next Monday and wanted to let you know.” Yes, you might need to make concessions for being late if this affects their timelines.
Even if they are frustrated, people will respect you for stepping up and being real with what is going on – and quite often, they are OK with adjusted timelines if they know ahead of time.
The beauty of these four questions is that you can use them over and again. Work through this process every time you find yourself too busy, and ideally, you won’t need to anymore over time.
If you're in the too busy tunnel and having trouble getting out – let’s talk. It's time for you to see the light at the end of the busy tunnel. As an OBM, this is one of my specialty areas, and I’d be happy to hop on a call with you to identify five things that could come off your plate immediately.
✁ Just a Snippet
Here is just a snippet of the important points you know for the skimmer in you. 🤪
- Being ‘too busy' does not serve yourself, your family, or your clients.
- We fill it with all our brilliant ideas, things we are thinking about but haven't made a decision on. Those are not actually tasks that need to be done.
- Mark any task that is an idea, and we are going to add it to our Someday/Maybes or Ideas list and get it off the to-do list.
- Create a decision log or decision parking lot.
- You are holding on to the belief that no one can do it as well as you is a dangerous spot to get stuck in.
- The goal is simple, get things off your plate that others can do.
- Book the time in your schedule to get stuff done.
- Distraction is the death of productivity.
- You may need to revise your deadlines with clients, team members, or whoever may be waiting on you.