Episode 57 | Why you are busy but don't feel productive

Episode introduction

Hello and welcome back! This episode addresses a common frustration: feeling busy all day yet getting nothing done. Niamh explores the reasons why this happens, from a lack of planning to the "recognition gap," and gives you practical tips to help you manage your time and feel more productive.

Episode Timestamps

00:00 Understanding Productivity vs. Busyness

01:06 The Importance of Planning

01:59 Dealing with Interruptions and Distractions

03:30 Recognizing Your Achievements

05:10 The 80-20 Rule in Productivity

Episode Summary

The Problem of Busyness Without Productivity

It's a frustrating feeling to go all day long and feel like you have nothing to show for it. One of the main reasons for this is a lack of planning. For knowledge workers, there's always more you can do, so it's hard to know when the work is done. Having a clear plan, such as a "minimum viable plan" with three key outcomes for the week, allows you to measure your progress and know what you've achieved. Without a plan, you can't tell if you've done enough.

Dealing with Interruptions and Unrealistic Expectations

Work rarely goes to plan, as interruptions, requests, and unexpected issues often take you away from your intended tasks. Niamh recommends tracking these unplanned tasks as they happen. This helps you recall where your time went and see that you were doing valuable work even if it wasn't what you initially planned. The third reason for feeling unproductive is what Niamh calls the "recognition gap," which comes from setting unrealistically high expectations for what can be accomplished in a day. This can make you feel like you are always falling short. The solution is to intentionally recognize the progress you have made, even if a task is not yet 100% complete.

• Learn how to plan your work to define a "finished" workday.
• Discover why tracking interruptions is a powerful way to justify your time.
• Understand the "recognition gap" and the importance of acknowledging progress, not just completion.
• Find out why the 80% of your work, which supports other people, is still valuable.

5 Key Takeaways from the Episode

• Plan Your Work to Define "Done": Create a plan to have a clear target for the day or week, which helps you recognize when you've done what's required.
• Track Your Interruptions: When your day is derailed by unplanned tasks, write them down. This helps you see where your time actually went and gives you a better sense of your productivity.
• Recognize Your Progress: Avoid the "recognition gap" by acknowledging that you're making headway on tasks, even if they aren't fully completed yet.
• Value the "80% Work": The work that supports others is still crucial and sets the foundation for bigger things.
• Create Space for High-Impact Work: Set a minimum amount of time each day or week to focus on your most important tasks. This ensures they get done without you feeling guilty about other work you are doing.

Get Started Today

Download the free "My Desk" productivity system template
mentioned in this episode. It's a spreadsheet that can help you plan your week and track the things that interrupt your plans, making it very helpful if this episode resonated with you.

About the Host and Podcast

Welcome to The Better Workday Podcast with your host, Niamh Moynihan. Niamh is the founder of Better Workday. She will challenge you to think differently about how you manage your time, energy, attention and relationships at work to be successful while supporting your well-being.

In each episode Niamh shares new insights and practical ideas to help you create a better workday.

Share This Episode

If you found this episode helpful, please share it with a friend or colleague who might also benefit from these tips. If you would like to support the podcast, please subscribe and leave a rating or review.

The Better Workday Podcast on Spotify

The Better Workday Podcast on Apple Podcasts