“Help! I’m too busy and need a hand”.
Have you felt that “being too busy” is hindering the growth of your business? If so, I understand- I’ve been there too. There’s a point where being “too busy” isn’t sustainable and doesn’t help you or your clients.
The good thing is, it has a solution! Take your to-do list and reflect on the following questions:
1. Question: Is it really necessary to do this task? (If yes, should we do it now or later?
We tend to have two types of things on our to-do lists that we can reorganize:
- We have ideas we have yet to decide on, so we don’t need to do them now.
They are “wouldn’t it be nice ifs” or possible ideas that “could be good.”
Important: ideas are not to-dos.
Tip: You can create a separate list of ideas and eliminate them from your to-do list – This can give you some relief and structure.
- We have tasks we don’t need to do NOW.
You can ask yourself:
1. When should I finish these tasks?
2. Can we postpone them until next week/next month, or next quarter?
Important: When you don’t strategically plan when exactly that task is supposed to be delivered or completed, you feel that you need to do everything NOW, which can lead to more stress.
Tip: Take your list and write realistic deadlines next to each task.
(As an OBM, I create a plan for my clients so that we can have clear and realistic deadlines – so you don’t feel that everything has to be done NOW & take some stress off your shoulders).
After answering this question, you should have three different lists:
1. ideas
2. Next week’s to-do list
3. things you can wait to do (you can write the deadline next to it).
2. Question: Do you have to do the tasks yourself, or can you delegate them?
Do you feel like: “you must do it all by yourself? – I feel it, and many other entrepreneurs do! It usually happens because you are good at what you do and are used to taking responsibility for all the tasks, but as the business grows, there are more and more tasks – have you ever felt that some tasks start to fall behind or slip through the cracks?
Tip: Go back to your list and ask yourself: could someone else do this for me?
You can consider the following when answering:
- If you’re working alone, you are responsible for doing all tasks. The good thing is that you can change it. When the business grows, it will be necessary to hire help sooner or later- when to do it’s your decision!
- Maybe the following thought comes to your mind: “No one can do it as well as I can, so I have to be the one to do it.” This thought is common, but it can also become an obstacle to your growth- As long as you believe it’s true, it is. It’s natural to be afraid to delegate tasks because it requires trusting someone else to do things right. When you take on tasks, you try to do the best you can because you know your business and want to take care of it, but you can also train someone else to do the job as well as you do- you might be surprised and gain a lot of support by hiring someone!
- As an OBM, I help my clients transform their ideas into documented processes. So we can plan to start delegating!
Summary: Identify things that others could do for you. Realizing that it would be suitable to delegate tasks doesn’t mean you should hire many people tomorrow. You can start by reflecting, considering it, and planning to get more support- This may calm you for what is to come! Also, if you already have people working for you, you can start delegating more tasks and provide them with feedback to improve – trust the process!
If you are a person who usually likes to be in control and finds it hard to trust others to do the tasks, this question might irritate you a little. But this question is excellent to start reflecting on it! You might need some support! (Go back to your list; if next to each task is your name, let’s talk. An outside perspective can see things that you are not seeing! )
3. Question: How can you create more space?
You’ve already done the first step: Make a realistic list of what you must do for the next week.
Now, let’s move on to the second step: Make sure you have the space and time to get it done.
Here are some tips:
- Organize your calendar in advance: You write down when and where you will do a specific task. Or you can also book a time to do different tasks (for example, Monday from 2 pm-4 pm: time to write and from 5-6 pm: attending to a client).
- Identify the things that distract you- distractions affect your focus and productivity! (for example, social media, family, team, and clients). Now, set boundaries- Do what you need to avoid these distractions (let people know when you are available and when you are not, lock the door, close your email, turn off social media notifications, etc.). Setting boundaries is crucial -you’ll be thankful to have done it!
4. Question: Can you complete all tasks on time?
When you organize your calendar and know which tasks you must do, you’ll know if you can deliver the assignments on time or need more time. If you realize you won’t make it, renegotiate deadlines with clients, team members, or whomever you’ve agreed with.
Tip: let them know in advance! I know it’s not the most pleasant feeling, but it’s better, to be honest with yourself and the other person – this will bring you more peace of mind.
If you say it honestly and in advance, you might avoid conflicts. Here’s an example: “Hey, I won’t be able to meet the agreed deadline, and that’s on me. I’m sorry. I’ll be able to deliver it to you next Monday”. (If this affects their timelines, you may have to make some concessions. You can be open to solutions – But it’s ok! These things happen, and you can learn from them! ).
The other person may respond frustrated or stressed; this is also normal, but people value sincerity even more if you tell them in advance! In this way, people usually agree to readjust deadlines.
You can reflect on these four questions at any time – Repeat this process whenever you feel “too busy.” Step by step, it will become a habit for you!
If you feel that you are always “too busy,” it’s not sustainable, and it’s not serving you or your clients, let’s talk. (As an OBM, this is one of my areas of expertise, and I would be more than happy to lend you a hand – we can start identifying five things you would like to “take off your plate” so you can focus on other projects and continue to grow your business! )
- Want to know more about how I can support you? – Book a FREE discovery call!
- Want to explore specific ways an OBM can help you grow your business? Download the free guide here!
