What To Do When There's Too Much To Do

1. Ruthlessly Reduce: Prioritize High-Value Tasks

“The art of being wise is the art of knowing what to overlook.”

Focus on results. Productivity isn't about busyness; it's about achieving high-value goals. Many tasks on our to-do lists are unnecessary time-stealers, added because "somebody" thought it was a good idea. Instead of trying to do everything, ruthlessly cut back to focus only on tasks that truly matter for you and your organization.

Identify your value. Determine your Personal Return on Investment (PROI) by assessing what you're really good at, what makes you special, and how you help the organization achieve its goals. A good rule of thumb is that you should be able to prove you've earned or saved the organization at least three times your base salary every year. If a task doesn't contribute to your PROI, it's a prime candidate for elimination.

Triage your tasks. Use a triage system to prioritize tasks based on their urgency and importance. P1 tasks are critical and must be done immediately, P2 tasks are important but not urgent, P3 tasks are less important, and P4 tasks can be eliminated. Create a "Not-To-Do" list to avoid time-wasting behaviors and misaligned tasks.

2. Schedule Time: Protect Your Productive Hours

“If you don’t determine what you need to accomplish and schedule the time to do it, other people are going to be perfectly happy to fill up your day for you.”

Time is non-renewable. Time management is really self-management. You can't manage time, but you can manage how you use it. Structure your schedule carefully to ensure maximum productivity by blocking out time for important tasks and creating routines for common activities.

Prioritize and plan. Start by scheduling non-negotiable items, then add regular daily tasks, and finally, fill in your HIT (High Impact Tasks) list. Create your own deadlines for projects without them, and break large tasks into smaller segments. Be flexible, but don't let your schedule blow up in the first five minutes.

Use time wisely. Take your personal biological cycles into account when scheduling tasks. Tackle the most critical and difficult tasks during your peak energy periods, and leave simpler tasks for low-energy times. Delegate or outsource whenever possible, and practice purposeful abandonment, letting low-priority tasks drop off your list.

3. Focus Fiercely: Eliminate Distractions

“You have to put on the blinders and shut out distractions of all kinds when you need to concentrate on a difficult task.”

Distractions are enemies. Distractions, both external and internal, are a major impediment to productivity. External distractions include noisy coworkers, phone calls, and e-mail alerts. Internal distractions include multitasking, procrastination, perfectionism, and negative self-talk.

Control your environment. To handle external distractions, isolate yourself as much as possible. Close your door, use noise-canceling headphones, and turn your workspace away from busy areas. Turn off your cell phone, e-mail alerts, and social media notifications.

Master your mind. To handle internal distractions, practice self-discipline. Stop multitasking, break large tasks into smaller chunks, and challenge negative self-talk. Recognize that perfection is the enemy of progress, and that good enough is often good enough.

4. Process Efficiently: Master Information Flow

“There is nothing so useless as doing efficiently that which should not be done at all.”

Reduce information inflow. Be selective about the information you accept. Use e-mail filters, unsubscribe from unwanted lists, and block senders of irrelevant messages. Hone your research skills to find information quickly and efficiently.

Organize your files. Create a logical filing system for both paper and electronic documents. Use a tickler file to manage time-sensitive items. Develop a personal time management system that integrates your calendar, to-do lists, contacts, and notes.

Apply the 6-D System. Use the 6-D Information Management System™ to process all incoming information: Discard, Delegate, Do, Date, Drawer, or Deter. This system helps you make quick decisions and get information into the right place. Don't let your inbox become a to-do list.

5. Close the Loop: Continuously Improve Systems

“The most successful performers are not only self-starters; they are self-finishers as well.”

Organized implementation. A high level of organization leaves little to chance. Get rid of clutter, organize your workspace, purge files, and set up shortcuts for standard tasks. Continuously evaluate your systems and processes, and make changes as needed.

Address people problems. Poor communication, micromanagement, and lack of teamwork can all hinder productivity. Communicate clearly, directly, and concisely. Learn to manage micromanagers by documenting their requirements and setting clear expectations.

Reduce inefficiencies. Identify and eliminate bottlenecks in your workflow. Ask yourself what you dread because of the length of time it takes, and then find ways to streamline those processes. Involve your team members in identifying and solving problems.

6. Manage Your Capacity: Fuel Your Productivity

“If you don’t practice good self-care, you won’t be able to muster the energy required to practice the PWF on a daily basis.”

Energy is key. Your personal energy level is the axis on which your productivity spins. Manage your capacity by taking care of your physical and mental health. Reduce your energy expenditure by working smarter, not harder.

Prioritize sleep. Get enough sleep to recharge your body and mind. Control the temperature of your room, shut out noise, and take power naps when needed. Keep your bedroom sleep-related, and avoid using it as a second office.

Watch your diet. Eat nutritious foods in proper portions. Cut out junk food and sugary drinks. Eat a salad before your meal, and put only two things at a time on your plate. Don't skip meals, especially breakfast.

Exercise regularly. Engage in regular physical activity to boost your energy and mood. Incorporate "subversive exercise" into your daily routine, and find activities you enjoy.

7. Communicate Clearly: Avoid Misunderstandings

“You have to be constantly on the ball, thinking about what it takes to narrow your focus to the few things that really count, and putting what you discover into play.”

Direct and concise. Poor communication is a major source of wasted time and effort. Get straight to the point, avoid unnecessary qualifiers, and make your requests and requirements plain. Use clear, concise language, and avoid jargon.

Seek acknowledgment. Request acknowledgment of your communications, and provide acknowledgment when you receive messages from others. Encourage questions and clarification to ensure everyone is on the same page.

Active listening. Pay attention to what others are saying, and ask clarifying questions to ensure you understand their needs and requirements. Don't interrupt or assume you know what they're going to say.

Document everything. Keep a record of important communications, decisions, and agreements. This will help you avoid misunderstandings and resolve conflicts more easily.

8. Control Meetings: Make Them Productive

“The meetings you do attend should be results-oriented and limited in frequency.”

Meetings are time-stealers. Meetings are a necessary part of teamwork, but they can also be a major source of wasted time. Reduce the number of meetings you attend, and make the ones you do attend more productive.

Ask before scheduling. Before calling a meeting, ask yourself if it's really necessary. Can the information be shared via e-mail or another method? Do you really need all the people you're inviting?

Set clear objectives. Every meeting should have a clear objective and a formal agenda. Stick to the agenda, and avoid going off on tangents. Set a time limit for the meeting, and be willing to leave if it runs over schedule.

Follow up effectively. After the meeting, distribute minutes or action items to all attendees. Arrange for e-mail or telephone follow-up, rather than scheduling another meeting.

9. Say No Effectively: Guard Your Time

“You have the right to say no to any request you can’t afford.”

Protect your time. You must learn to say no to requests that don't align with your priorities or that you don't have time for. Don't be afraid of hurting someone's feelings; your time is valuable.

Say no politely. Say no in an upbeat, positive way. Don't make empty promises, and don't apologize or explain yourself unnecessarily. Negotiate as needed, and meet people halfway when possible.

Be persistent and consistent. Some people won't take no for an answer, so you must be persistent and consistent in your refusals. Be crystal clear, and don't worry too much about other people's feelings.

Prioritize your needs. Remember that your needs matter. If you want to say no, there's a reason behind it. Listen to your gut, and don't let others guilt you into saying yes.

10. Delegate Smartly: Leverage Others' Strengths

“Delegate or outsource whenever possible. Get rid of the tasks other people can do more cheaply and more effectively than you can.”

Don't do it all. You can't do everything yourself. Delegate or outsource tasks that others can do more efficiently or effectively. Get over the idea that if you want something done right, you have to do it yourself.

Trust your team. Trust your direct reports to do their jobs, and don't micromanage them. Delegate without nitpicking, and give people the opportunity to grow and develop their skills.

Focus on your strengths. Delegate tasks that are not in your skill set, and focus on the tasks that are most profitable and valuable to you. This will allow you to maximize your productivity and achieve your goals.

Outsource when needed. If you don't have the resources to delegate internally, consider outsourcing tasks to freelancers or contractors. This can be a cost-effective way to get things done without overextending yourself.

Last updated: January 14, 2025