I’ll admit up-front that today’s topic is one of my pet peeves, so if I sound a little more preachy than normal, you’ll know why.
Today, we are going to talk about identifying busy work so you can get onto being productive. I guess I’m making the argument that being busy – fake busy – is standing in the way of being productive.
“When it comes to your effectiveness, fake work is often more dangerous than no work at all.” From The Accidental Creative by Todd Henry
I see it every day – people keeping themselves so busy with unimportant tasks that aren’t moving the needle for them. They get to the end of their day and they are exhausted, but they aren’t really making the impact that they want or need to make.
It really frustrates me to no end to see this happening. It is an easy trap to fall into because we, many times, are thinking very short term and feel like we need to do what we need to do just to keep our head above water in our day job.
What I want to do today is give you a framework for thinking about the work you are accomplishing and to help you move away from busy work and toward being more productive. It means working in a mode for most of your day that contributes to your priorities.
It is called the Productivity Mode Optimizer – and yes, that is PMO hidden in the title. Pretty cleaver, huh?
The Productivity Mode Optimizer is a pie chart that gives you a visual of how much of your time is being spent on activities that move the needle forward.
So, picture a pie chart that is divided into 3 slices:
This is the time you spend working on tasks beyond the point you should have. I don’t really mean that they were done too late. I mean that, you are doing the task and it is taking more time than it should because you are reacting to it rather than managing it. You are swimming as hard as you can to keep your head above water but you aren’t moving the needle forward.
When you are working in reactive mode, you are doing busy work that is unnecessary because you haven’t appropriately managed the situation. Reactive mode is diabolical – it keeps you busy so that you don’t think you have the time you need to do anything about it.
Although I think it is obvious, I guess I’d better say it out loud – you want the reactive mode section of your pie chart to be as small as possible.
This is when you are working on tasks before they are needed. This is where you move the needle forward. This is productivity personified. Of course, it isn’t easy to work in productive mode, or else we would all feel like we are very productive.
When you are working in productive mode, you are looking at a long term timeframe.
You are getting to the root cause of issues and addressing them.
You are thinking about how to solve problems rather than just reacting to them.
For me, Productivity Mode means I’m not in meeting or looking at emails. It means I’ve got some dedicated quiet time to work on solving a problem. Sometimes that means I’m standing in front of a whiteboard trying to work through the problem. Sometimes that means I am 10 feet deep into a complicated spreadsheet. And, sometimes it means I’m staring out a winding just thinking.
The hardest part about Proactive Mode is that it can easily get pushed aside by Reactive Mode. So, I want to emphasize that Proactive Mode has to be deliberate. You have to make time to be working in Proactive Mode.
You’ve got to remind yourself that the time spent in Proactive Mode is the productive bit. Feeling busy while in Reactive Mode makes you feel like you are getting stuff done, but it isn’t productive.
Busy is not always productive.
This is the time spent on your long term goals. You’ve got to be deliberate about this mode as well. How much time are you giving to your long term goals? What activities in your week are contributing to the long term goals you have set?
This podcast is built on the foundation of this mode. We set aside 10 minutes per week to add to your core business skills so that you can be more successful in your career. So, if you are a regular listener, you can put this 10 minutes into the Foundation Mode section of your pie chart.
But, what else are you doing? you should aim for this to be about 25% of your chart. It is a stretch goal for sure, but you’ve got to aim high to make a difference.
So, you homework for this week is to look back over the last month at what you’ve done and create your own Productivity Mode Optimizer chart.
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Fill in the pie chart to reflect your current division of time between Reactive Mode, Proactive Mode, and Foundation Mode. Are you happy with the allocation? If not, what can you do to move in the direction you want to move?
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