Today, I want to talk about what keeps many busy professionals like you up at night. Mainly, the stress caused by feeling overwhelmed and unsure where to focus your energy. Routines like juggling tasks, emails, meetings, and to-do lists, almost always feel like spinning wheels and going nowhere. This motion without movement is you stuck in an “activity trap”.
In this trap, you find yourself constantly reacting and firefighting rather than focusing on what truly matters. You see, although the word productivity is popular in today’s corporate lexicon, rarely do we ask what exactly is the key to optimal performance? That is the question I want you to ask yourself every time you take on a task list.
When striving for productivity, the key is to achieve and master Activity Impact (AI).
Let’s break this down. Activity is the number of things I do. Whereas, Impact is the improvement realized by the things I do. Simply put, Activity Impact is an ‘act to improve’. Improve a product, enhance a service, boost a person, better a process, and so on. Whatever the subject of your activity – aim to advance it!
At this point, some of you may be thinking, ‘My aim is always to do better and be better, but it’s not that easy!’. Well, by having such an aim you are already flowing in the direction of realizing Activity Impact.
To help you along, here are some important tips to consider when breaking free from your activity trap on your way to achieving maximum impact:
Know Your Why
Find the fuel that drives your life by blending your:
- Identity (who you think you are)
- Core values (integrity, compassion, creativity)
- Affirmation Attraction (your unique rally cry to empower you to manifest your truest Self)
- Passions (activities that spark true joy)
Reflect on moments of fulfilment, identify your non-negotiables, and explore what makes you come alive. Your “Why” is a guiding light that evolves as you do. Get clear on it for a more meaningful and impactful life.
Align Your Goals
To ensure your actions are moving you closer to who you want to be, align your overall goals with your:
- Ultimate Purpose Credo (UPC)
- Affirmation Attraction (AA)
- Crystal clear short, medium and long-term goals
Regular Reflection Time
Block time in your calendar, even if it’s just 15 minutes a day, to reflect on your identity, values and aligned goals. Ask yourself: “Are my current activities moving me closer to what I truly want?”.
Do Schedule Priorities; Don’t Prioritise Schedules
Prioritizing your to-do list often leads to you reacting to urgent tasks, even if they don’t move you closer to your goals. Instead, Schedule your priorities:
- Start with your most important goals
- From those, identify high-impact activities that are likely to propel you forward
- Strategically block time out of your calendar for those high-impact ambitions
This proactive approach lets you take control of your time by focusing on what truly matters and by minimizing distractions by saying ‘No’ to requests that don’t align with your priorities.
Categorize Activities
The Eisenhower Matrix is a popular decision-making tool which can be helpful to prioritize tasks and align them with your goals. Use this method to classify your activities based on urgency and importance, and to identify:
- What requires your immediate attention?
- What can be delegated?
- What can be eliminated altogether?
Maximize through Delegation
Effective delegation is a key component for maximizing your Activity Impact. Begin by asking whether the task at hand is part of your AI, UPC and AA process, and if the task is aligned with your short, medium, and long-term goals. If the task fits within the parameters of your AI, UPC, or AA process, take the next step and consider whether a team member can execute the task as well, if not better, than you could. Remember, delegation is not only for offloading tasks but building capacity within your team. Choose the most suitable person for the task and invest time in explaining the goal and the significance of the broader objectives. This approach ensures that the task is completed effectively but also contributes to the team’s overall growth and capacity.
Create Internal and External Positivity
Maintaining a positive environment for both internal and external stakeholders is vital. One effective strategy to avoid being bogged down by frontline interactions is to intentionally schedule time into your day for such interruptions. For example, if your calendar is occupied from 8 AM to 12 Noon and then again from 4 to 6 PM for deskwork, meetings, etc – book yourself as available for interruptions for the 4 hours between those slots. This approach helps in managing your time efficiently while ensuring availability for necessary interactions that foster a positive and responsive atmosphere throughout your centric circle.
Embrace the Power of “No”
Do you often feel obligated to say ‘Yes’ to everything, especially in an effort to be a team player, show your worth to upper management, etc? If so, you’re not the only one as it is more common than you may think. However, remember that saying ‘No’ to requests that are unimportant will free up time and energy for what truly matters. So, don’t be afraid to leverage the power of ‘No’to help you get to a greater ‘Yes’!
Focus on Outcomes and Systems, Not Outputs
What’s the difference between the two? Outputs show what was produced. Outcomes show the desired result driven by systems and processes.
Going about your task plan using the tips above will help you reach the level of clarity needed to achieve an all-encompassing Activity Impact. With impact as your common result measure, you will be more focused and empowered to make a real difference in everything you take on.
To summarize, achieving clarity and prioritizing for impact is an ongoing process and requires a strategic approach. As your goals and values evolve, so too should your activities. By aligning tasks with your UPC, AA, and goals, you ensure that every action contributes meaningfully to your success. Effective delegation builds team capacity and ensures that tasks are handled appropriately. Additionally, consciously managing your interruption times creates a positive environment for internal and external stakeholders, balancing productivity and responsiveness.
As you embrace these strategies to enhance your Activity Impact and drive meaningful results in your professional journey, share your experience and questions with us in the comment section below.