You’re Busier Than Ever, So Why Aren’t You Making Progress?

As a coach, I often see people so busy with day-to-day tasks that they never get around to planting the seeds for meaningful change. Big dreams fall to the wayside as these individuals check off more pressing items from growing to-do lists. Most of these clients are exceptionally dedicated, hard-working and productive. And therein lies the problem: Too much of a focus on getting things done deprives people of the more quiet, contemplative space needed to consider the things that most deserve their attention.

The allure of productivity 

In our culture, ultra-productivity is viewed as a cornerstone of success, and “busyness” a badge of honor, so it’s only natural to derive satisfaction from checking things off a to-do list. Yet, when you get really productive, a funny thing happens: People expect more of you. As VP of strategic communications for a Fortune 500 firm, for example, I became the “MacGyver” of email and was able to respond quickly to hundreds of emails each day by implementing  a number of hacks. Unfortunately, the result of my burgeoning email prowess wasn't necessarily more productivity — it was just more email. By responding so efficiently, I had built a reputation as a go-to person, which encouraged people to reach out if they needed anything. (And I do mean anything – from where to find something on our website to the best sushi restaurants near our office). Thus, more of my time was spent responding to other people's priorities and less on the high-level strategy my organization needed from me.

Balancing productivity with spaciousness

If this sounds familiar, you may be spending too much time getting things done, and not enough time thinking about whether you are prioritizing the right things. According to researcher and author Megan Reitz, we operate in two modes: "doing mode" and "spacious mode." Doing mode tends to be task-focused, narrow and time-bound. You are checking items off of your to-do list. Spacious mode, by contrast, tends to be more expansive and reflective. In spacious mode, you are paying more attention to relationships and interdependencies. When thinking spaciously, you’re more likely to give something or someone your undivided attention, forming deep partnerships and connections that enable innovation. Although both modes are useful and necessary,  if you are over-indexing on productivity, you may be busily checking the wrong things off of your to-do list. 

Breaking out of a productivity loop

In a culture where productivity is revered, it’s tempting to focus on the simpler things that you can easily check off your list versus the more meaningful — and sometimes messy — exploration that can help you reach more substantive goals. For example, I occasionally see job seekers diving straight into doing mode, creating their resumes, cover letters and LinkedIn profiles (check, check, check!) before they have explored what type of work is truly calling to them, as well as their unique skills and talents. 

If you are chronically busy, and going to great lengths to stay busy, it’s worth investigating whether there is something you are avoiding. Sometimes a relentless focus on productivity stems from a desire to keep uncomfortable thoughts or feelings at bay.  

Or perhaps your growing to-do list is simply a byproduct of what’s being asked of you at this point in your life. As you deliver, people’s expectations may rise, putting you in a productivity loop. Routinely pulling yourself out of doing mode and into spaciousness mode can help you break this cycle. You may disappoint people as you take less action to make room for contemplation, but the trade-offs over time will help you become a better leader, employee, parent, partner or friend. 

When I finally stopped prioritizing quick responses to the massive amounts of email I received — and stopped responding at all to time-wasting requests — some people felt let down and let me know it. But the result was more time spent innovating and mentoring my team. The pride I felt as I saw my staff members and organization grow far exceeded the satisfaction derived from serving as an email aficionado. 

One final note: Spacious thinking without action behind it will also impede your progress. As with most things, balance is key. When you combine productivity with long-range, strategic thinking, you set yourself up to dream big and make those dreams come true.

Note: This article is a reprint of my monthly "Career Corner" column that appears in "The Luminary," the city of Brisbane's business and community journal.