Are You Truly Busy, Have A Busy Mindset Or Simply Disorganized?
“Those who are wise won’t be busy, and those who are too busy can’t be wise.”
―Lin Yutang
I have a few friends whose first response when asked how they are is “busy”.
Every… single… time...
It may be prefaced with “good,” “great,” or perhaps even “not great,” but ”busy” is at the top of their mind when replying. What I have observed is that to me, some of these folks aren’t “busy”, but that’s because we all have our own feelings around what busy means to us.
Some identify as busy; it’s a source of pride, a mindset. Some are busy because they have obligations they can’t shirk (this is a tough nut that hopefully will pass) or struggle using that magical two-letter word, “no”. Some are busy because of how they organize their tasks and to-dos. Some are busy because they are completely disorganized, have no idea what tasks and to-dos they have to get done, and fly by the seat of their pants.
“Busy” is not a mindset that I have. Sometimes, I feel overwhelmed with work, but I wouldn’t call that being “busy.” I still have time to fit in most of the things I want to do; I don’t include want-tos as things that make me feel busy—boat rides with my bad-influence friendies, massages and pedicures, morning runs, parties and social events, hanging out with my family… those are not busyness, they are joyness. They create a rich, full life, not a busy one.
What does “busy” feel like to you?
Why do you use the word (most of us do, so I can safely assume you say or think it)?
Do you feel pride by being “busy”?
What is going on in life and work when you feel the need to reply as such?
What do you do to mitigate “busy”?
If you identify as “busy” with pride and you are an organized person, you can skip reading this email. You just got back two minutes of your busy life 😎.
But if you want to be less busy and struggle with lists and organization, here are some ideas to tamp your busy back.
Organize lists of tasks and to-dos
Rank them in order using the Eisenhower Matrix
Categorize tasks into four quadrants
Urgent and important,
Important but not urgent,
Urgent but not important
Neither urgent nor important
First, focus on getting things done that are both important and urgent, then move on to things that are important but not urgent
Or rank them in order using the ABCDE method
Categorize tasks into four levels
"A" for tasks that are critical and must be done
"B" for tasks that are important but not as critical
"C" for tasks that are nice to do but not necessary
"D" for tasks that can be delegated"E" for tasks that can be eliminated
Always tackle "A" tasks first, as they need immediate action and have the greatest impact on your long-term goals and deadlines
Use tools like to-do lists or digital planners to keep track of your priorities and adjust as needed
Use tools like workflow apps if there are several steps to complete tasks and to-dos or if there are several people who need to be involved in completing your tasks
Delegate drudge-work to technology and automation
Create lists with descriptions, notes, and sub-tasks
There are folks who will feel they have twenty things to do, but in reality, they have four or five
They “busy” themselves with a long list of tasks that really should be broken down into descriptions, notes, or sub-tasks
Ordering office supplies is one task, while what the items are notes or perhaps sub-tasks
Is something even a task or to-do that needs to be listed or acknowledged at all as such?
Rising, brushing your teeth and enjoying your morning cuppa Joe is a routine (ritual?), not something to add to your “busy” list
But we all know folks who add routines and rituals to their “I am busy” list
Deploy the two-minute tactic
If it will take less than two minutes to knock something off your list, do it now
This works best if you block your time to check emails and lists rather than having them open all day, yelling at you
It’s a fine line between squirrelling your day away and quickly getting stuff done efficiently
Decide what works for you despite all the great advice from the wise ones out there
Work when it works for you
Short spurts, long stretches, mornings, evenings, nights, weekdays, weekends… figure out your best time to get stuff done and do it then
Create your reminders in the manner you will address them
If emailing yourself random thoughts and todos is your gig; have at it
Lists in a spreadsheet work for you; knock yourself out
Love a paper planner; get writing
Tech nut'; have fun with the apps
For client work, create best practices, systems, workflows and power them with technology and automation
Now, if you want to be less busy and are organized with under-control lists, here are a few ways to tame your “busy”.
Be more intentional with your priorities
Practice the word “no”
Reduce digital clutter
Apps and files
I am as guilty of this as anyone, but I am working away at it in small bites rather than a wholesale deleting spree
Own fewer possessions
Communicate asynchronously through videos
You can get your point across quickly when it works for you, with far fewer emails and meetings
Delegate what you hate
Getting a housekeeper was a game changer for us; we waited waaaaay too long to hire this out
Last September, I delegated the nitty-gritty of formatting and posting my blogs/emails, and I have recently hired out my slide decks and some admin tasks
Game changer!
I wasn’t entirely ready (who really is - sometimes you gotta just start), but it did motivate me to build better SOPs around my marketing and administration, and now it’s pretty smooth sailing
If you think you don’t have processes set up to delegate, under-complicate getting going by doing videos of how you do things you want off your list
They don’t have to be good; just get them done as best you can and re-do them later if necessary
Busy is often glorified. Many folks feel guilty if they aren’t busy. If this is how you feel, that mindset is hard to eradicate. But if you aren’t interested in feeling “busy” as a part of your identity, starting to get organized and create meaningful lists and thoughts to mitigate your “busy” will set you on a more restful path.
I have an entire category on my blog dedicated to efficiency, give it a read-through for more ways to reduce your busy.
15% off discount code: BLOG
Creating standardized bookkeeping workflows will have a huge impact on your client relationships and your firm's success. Save time, increase quality & consistency, improve the client experience, reduce scope creep, and so much more!
Without a clear and practical workflow, our work product is inconsistent, we miss deadlines, and we waste a ton of precious time.
It takes immense energy and time for you to get the processes & systems mapped out tightly.
Luckily for you, we’ve already done all the leg work! Created by accounting professionals, these templates will transform your bookkeeping process.
These spreadsheet templates are self-contained bookkeeping communications and workflows for your business. Never miss a step or a deadline again.
What You Get:
Workflows included: Full Cycle Bookkeeping, Cash Coding, and Combined Firm/Client & Rescue File Systems
Email templates
Contracts (need to be legally vetted for your region)
Best Practice Notes
Checklists of tasks & to-dos
This workflow is fully comprehensive - every detail to create consistent, compliant and real-time financials is in these workflows!
July 19 - July 20, 2024
Chicago, IL
The unconventional, unforgettable, anti-conference.
Born from the vibrant #TaxTwitter community's desire to connect beyond the keyboard, this event is back after a phenomenal debut in Denver, CO, now hitting the lively streets of Chicago, IL. Forget boring conferences – The Tax Retreat is the "Anti-Conference," where camaraderie reigns supreme, knowledge flows freely, and fun is non-negotiable.
Simply yours, Kellie :-}
::Shameless Call To Action::
I sell bookkeeping templates, standard operating process handbooks and client guides.
15% off discount code: BLOG
