Business not busyness

Being overwhelmed is a feeling that many leaders will be familiar with.

The trouble with having too many disparate focuses is that this can become an ongoing cycle that is difficult to escape. A multitude of tasks, means other necessary actions tend to be pushed back, continually condensing your timetable. As well as this, without the essential down periods, you will have no room to determine more efficient ways of functioning.

Therefore, there has to be a cut-off point. If you’re feeling overwhelmed it’s up to you to say ‘no’ and take some proactive steps, otherwise you will likely be stuck in this situation for the foreseeable future…

A limiting mindset – Operations focus

It’s probably true that when your business was younger, you were involved in a range of different tasks across your organisation. This is understandable, as you would have had less staff to fill these roles and leading by example was important to properly establish your systems. However, as your company matures you must relinquish some of these duties, which may well feel unnatural.

The trouble with spreading yourself too thinly across the various operational processes is that your most valuable contribution is being wasted. Fighting fires is sometimes necessary, but if that’s all you do then there’s something inherently wrong with the infrastructure of your business.

Successful companies have a long-term focus, preparing the ground for future endeavours well in advance. Dotting yourself around from customer service to finance, from production to technical support might seem like diligence, but actually indicates a deficiency of skillsets in your organisation. Look to promote your colleagues who demonstrate particular expertise, or hire suitable people to fill these roles.

Share the load.

A missing element – Urgency vs importance

To best lead your business requires effective time management, not only in terms of instructing others, but vitally, by ensuring your own schedule is utilised.

Take a look at the diagram below, which suggests some ways to prioritise your work with regard to urgency and importance.

Whatever it is, the way you tell your story online can make all the difference. It’s no surprise that you should be dedicating your time predominantly to box 1, where the processes are simultaneously time sensitive and essential. Next, you should consider delegating the activities with increasingly imminent deadlines, but limited complexity (box 3). Tasks like those in box 2 will become more pressing as they approach, so be aware they will be important later on. Finally, decide what actions are not worth pursuing; this might sound simple, but sometimes gauging what these actions are can cause some head scratching (box 4).

As part of my coaching, I encourage my clients to rate activities using these numbers; this provides them with a more assured plan of action.

A different perspective – Broaden your focus

During my time as a business owner, I was frequently overwhelmed. At the time however, I had no clarity on why this was. Looking back, I found dedicating my time to everyday, operational tasks reassuring, as I knew comprehensively what I was doing. This meant I neglected more long-term, strategic thinking, which truthfully intimidated me.

Do not be scared of strategy.

It might sound like you’re engaging in a military exercise, but strategy simply means looking ahead. It’s not always quick, but use your previous and current experience to determine what a successful path ahead might look like. Having this sense of direction will most likely make your actions better considered and consequently, your outcomes more desirable.

Like all things, practice makes perfect and switching to this future focus can be challenging at first. Create some space in your timetable; assess where your company is and where you want to be; direct your efforts in line with this target.

Follow these steps and you can swap overwhelm for fulfilment. It’s your choice…