TBD 35: Broken capacity.
Sorry. I'm busy.
There are many Post-It notes lined up on the bottom of my computer screen like a little Rockette's kick line. Fluttering off the edge of my monitor, each note holds a project I'm working on. Everyday, I gaze at my project lineup and think “Why aren’t I further along on x, y, z? What’s my problem? I’m falling behind!”
Today, folks are overwhelmed and feeling ineffective because they are simply overcommitted. They are smart, passionate, and committed professionals. They feel buried with work and the stress impacts their mental health.
So how does it happen? Why do we keep falling into this situation?
Our culture perpetuates this cycle with a few tenants of magical thinking.
Magical Thinking:
Capacity is unlimited
Time is endless
Saying “no” will have (very) negative and lasting consequences
Things "should be done faster"
Things "should be easy"
Productivity = value. So more production = more value.
We can add more (endlessly) without impacting other things
Sound familiar?
I’ve been on both sides of this equation.
Unfortunately, I’ve been a leader who had ideas that overextended my team. I didn’t always give myself the thinking time required to reflect on what I was asking, why, and for the sake of what did we need to do this?
Even if it is a good idea, how does it compare to the other projects we had already committed to doing?
I've also been the team member on the receiving end of vague and urgent requests that felt un-declinable. But I wanted to make my manager happy! I certainly felt like if it was important to them, it should be important to me. I just needed to figure out how to get it done. (I'll get up earlier!)
But what happens?
In both situations, a large percentage of these projects kick around on a status report for awhile, or have tentative steps taken. Frequently they end in the Project Graveyard. The Land Where Good Intentions Go to Die.
Come to terms with your capacity.
It’s easy to have ideas - everyone has new ideas every day but we shouldn’t necessarily take action on them. And the cost is high. Over-commitment turns into mental health crisis, burnout and broken trust.
Practice saying “no” or spending time scoping the request and prioritizing it against what you’ve already committed to doing. Auditing what’s on your plate regularly helps you sort out anything that should be handed off or declined. You may see that you’re committed to some things that aren’t so important after all.
Working within your capacity helps you build focus, generate great outcomes, manage relationships and build trust. Your client or boss prefers that you deliver what you said you'd take on. Frankly, I remember more of the high-quality programs that were delivered than the half-baked ideas the folks declined to take on.
It’s a practice
Overcommitment is an epidemic. We all do it. We frequently return to it.
Even today, I work for myself AND I find myself writing more Post-Its (created by me! and assigned to me!) that stretch my capacity. I should volunteer. I can start that new project. I want to produce a new course. I want to start a new article.
Again, great ideas but starting with my core commitments, I probably simply don’t have time.
So practice your focus. It’s likely that we soon find ourselves back in our old habits. That’s okay, just get back to asking yourself, “What’s really important here? Why? What impact do I expect to make? For the sake of what?”
Time isn't the main thing, it's the only thing.
- Miles Davis
A few book recommendations:
📕 The 90 Day Year is an interesting take on establishing your goals and measuring progress against them in a consistent way week-over-week instead of trying to hit a deadline.
📗 4000 Weeks: Time Management for Mortals takes a different angle on the idea that our lives aren't endless and offers great points to think about your true priorities.