Our world is getting increasingly more and more complex and busy. As it does, the ability to Focus is also becoming more and more important. Do you get to the end of the day and feel that you’ve met your most pressing deadlines but haven’t accomplished anything that’s fundamentally important?
We are often deadline-driven and as such focus on completing the shortest deadline tasks. In business, the problem with this is we often focus on less important deadlines (urgent) but don’t accomplish the important tasks that will make the biggest impact and net us the biggest reward.
It’s natural to want to get deadline-driven tasks squared away and off your to-do list. It feels good to reduce the items on the list. A paradox many business owners face is that the most really meaningful tasks are less likely to have deadlines than tasks that are relatively unimportant.
Some important priorities might you have are:
- Improving vital skills (taking a course, developing a better technique)
- Better training employees
- Enacting and reinforcing company values
- Strategic planning for market changes, growth, employee needs, etc.
If you’re like most business owners, these priorities slip to the back of your mind while you work on low-importance, time-specific tasks, such as clearing out your email inbox or writing a monthly blog.
So, what can you do? Unfortunately, there is no one right answer for everyone. But here are a few tips to get you started.
Get a Clear Vision of Your Big Picture
When we’re head-down in the grind, it’s hard to have enough mental space to see the big picture. And worse, if you can’t see the big picture to cannot prioritize activities that are going to get you to the end you desire.
Take a strategic break and focus on the big picture. What matters the most? What things have gotten you the biggest impact? What is the gap between your reality and dream? Face reality, where is the majority of your time spent – unimportant or important things?
Whatever helps you see the big picture, don’t skip those things. Also, give yourself time after those activities to figure out how you’re going to translate your insights into specific plans and actions. If you’re struggling with prioritizing the important over the urgent, don’t be too hard on yourself. Changing behaviors and habits takes times. But, like anything in life, it is one step at the time toward improvement.
Schedule Important Tasks
If you what it to happen, you have to schedule it in detail. Schedule the when, and the where. These are important, impactful tasks, so make sure to schedule enough time to give them the importance they need. This helps especially with those long-procrastinated tasks. These tasks are often not cookie-cutter types items and require more time investment, but remember they are worth it.
Break Large Tasks Up
Big tasks or projects often require incremental progress. Break the tasks into smaller steps, processes, or parts.
For example, I know that I can only focus for about 90 minutes. Therefore, breaking huge tasks down into smaller tasks that only will take me 90 minutes or so, then schedule it time/place to accomplish that part. This has proven to be very successful for me.
Anticipate Feelings of Anxiety & Have Courage
Many important tasks involve tolerating thinking about things that could go or have gone wrong. This causes most people a great deal of anxiety. Examples: updating a marketing plan, hiring new staff, improving a process, review quartering progress, having a critical conversation with an employee, or chipping away at a huge project.
These tasks often force us to have the courage to face short-comings, dreams, and of course our reality. Broadly speaking, working on important things typically requires having good skills for tolerating uncomfortable emotions. When this happens label the emotion, accept the discomfort, and face the task with courage remembering your goal and the impact of accomplishing it.
Spend Less Time on Unimportant Tasks
Unimportant tasks have a nasty tendency of taking up more time than they should. For example, you might sit down write a social media post, and before you know it you’ve spent an hour perusing social media posts of others.
One approach to unimportant tasks is to run them through the 4 D’s to determine how to handle the task:
- Delegate – can someone else perform the task
- Discard – if not important, does it really have to be done
- Delay – somethings resolve themselves when delayed for a time
- Define – clearly define the exact task, do it, and move on!
Another approach is to systemize your processes. Look for ways to automate or streamline your workflow. Look for patterns or reoccurring tasks that you do. Develop a process to more efficiently address those tasks, and stick to the process. For example, if you place an order for supplies weekly: Can it be automated? Can a default order to put in place? Changing your behaviors from doing urgent things to doing the most important things can seem daunting.
Many clients tell me that they “can’t focus on the important things, because there are too many urgent things.” If this sounds like you, remember as you make changes the number of urgent things will decrease, and you will find more time and pleasure in doing the important things.