Structurally Refocusing To Overcome Busyness

First, a tired but true acknowledgment: This year has been hard. We’ve adapted to tough circumstances despite profound losses. And yet, I feel a sense of hope as vaccines make their rounds and we inch towards a life free of COVID-19’s burdens. Things are looking up.

Yet organizations are still very much in the residual shadows of the virus. Perhaps physical offices are reopening, but a palpable uncertainty remains. Employees are jittery about the economy and the status of their jobs. What will the post-COVID work environment look like? Perhaps most importantly, leaders are uncertain how to effect positive change. Indeed, change is a tough pitch at a time when “normalcy” is basically all we’ve wanted for the last 13 months.

When employees and leaders are burdened by uncertainty and doubt, they usually fall back on a harried form of busyness without purpose. Leaders focus on “urgent” but not important items. The days feel full but directionless. If this sounds familiar, you’re in good company. But it’s time to structurally refocus.

Most organizations have finalized their strategic plan for the upcoming year and have identified their strategic goals or, what Jim Collins has aptly named, their “Big Hairy Audacious Goals” (“BHAGs”). As the phrase implies, these BHAGs can be intimidating, and because they have longer timelines, they often get lost in the day-to-day.  Before you launch into Q2, it’s time to do a strategic reset and reintroduce structure to help you focus.

Step 1: Do a Mental Download

I suggest blocking out some time and writing down everything floating around in your head on sticky notes (a Word doc works too).

Step 2: Apply a Structural Approach To Help You Organize

Then, zoom out and implement an objective-based structure. I recommend adopting the “OKR” methodology championed by John Doerr in his book, Measure What Matters. Here are the basics: Identify your Objective, which is “what” you and/or your team want to achieve. You may have multiple objectives that support your larger BHAG. Once your Objective is identified, then shift your focus to the Key Results, which are “specific, time-bound, and measurable” progress markers for achieving your Objectives. Here’s an example: 

BHAG: Become a more customer-driven organization

Objective 1: Use data-driven insights to better understand the customer’s voice

Key Results: 

  • Sales to conduct 25 interviews with accounts that we have lost in the past 12 months
  • Marketing to launch a customer pulse survey to over 1,000 end-users
  • Senior team to conduct five in-depth meetings with members of our customer advisory board

Objective 2: Increase sales revenue by 15% in Q4

Key Results: 

  • Hire 7 new sales reps for the sales team by the end of Q2
  • Generate 10K leads and convert 35% into new sales opportunities by the end of Q3
  • Reduce closed/lost opportunities from 100 to 25

Step 3: Try to Place Your To-Do’s into the BHAG Framework

See if you can place your sticky notes (or copy and paste your Word bullets) into the BHAG and OKR structure identified above. If you find it hard to place your to-do’s within the framework, you may have fallen prey to busyness without direction.

So, if you’re feeling overwhelmed or have lost sight of the bigger picture, see if you can brain dump, zoom out, and structurally refocus. You will end your week with a greater purpose and focus for what matters.

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