Are you struggling to keep up with your workload? Feeling like there’s just too much on your plate? You’re not alone. Many professionals, especially project and program managers, face the same challenge of juggling multiple projects while keeping the culture of their organization intact. The question is, how can you handle it all without feeling overwhelmed?
In this blog post, we’ll dive deep into the wisdom shared by productivity experts like Guy Kawasaki and Gerald J. Leonard, exploring practical strategies that you can use to maximize your productivity and take control of your work-life balance.
What’s the Core Problem?
As project managers, we often get stuck in a cycle of putting out fires, managing tight deadlines, and working late into the night. We’re stressed, anxious, and constantly wondering if we’re forgetting critical tasks. The real problem? We’re missing a framework—a system that helps us focus on the most important tasks while freeing up our time for what truly matters.
If that sounds like you, keep reading. You’re about to discover life-changing strategies to overcome these hurdles.
The Productivity Smarts Philosophy
The Productivity Smarts podcast by Gerald J. Leonard brings together essential strategies to help people like us manage the chaos. One key principle is simple but powerful: focus on what you do best, and delegate the rest. This advice, echoed by Guy Kawasaki, helped him achieve great success in the tech industry. Kawasaki believes that by identifying and prioritizing the tasks only you can do better than anyone else, you create space to focus on your bigger goals.
But how do we do that?
Strategy #1: Delegating Like a Pro
We’ve all heard the phrase “work smarter, not harder,” but what does that really look like in a practical sense? Delegation is the key to working smarter, but it can be difficult to trust others with important tasks. If you’re managing a large team or portfolio of projects, how can you ensure that delegation doesn’t backfire?
Here’s a pro tip from Guy Kawasaki: Be ruthless about what you delegate. If someone else can do a task 70% as well as you can, delegate it. Not only does this free up your time, but it also empowers your team to grow and learn.
Question: What tasks are you still holding onto that someone else could handle? How much time could you reclaim by delegating more effectively?
Strategy #2: The Two-Minute Rule
Another one of Kawasaki’s go-to strategies is the two-minute rule: If a task can be completed in less than two minutes, do it immediately. This simple habit reduces procrastination and ensures that small tasks don’t pile up, adding unnecessary stress to your day.
I’ve tried this myself, and it’s amazing how much mental clutter you can clear just by knocking out quick tasks as they come in.
Example: Think about how often you put off responding to an email or making a quick call because you’re focused on a bigger project. Those little tasks eventually add up, creating an overwhelming to-do list that weighs on your mind. Implementing the two-minute rule can instantly relieve that pressure.
Strategy #3: Focus on Continuous Improvement
Both Kawasaki and Leonard emphasize the importance of continuous learning and improvement. This approach, rooted in the Japanese concept of Kaizen, means striving to make small, incremental improvements each day. You don’t have to overhaul your entire workflow in one go; start with small tweaks that make your processes more efficient.
Question: What’s one small change you can make today to improve your productivity?
The Power of Mentorship: Learning from “A Symphony of Choices”
In his book A Symphony of Choices, Gerald J. Leonard takes us behind the scenes of a symphony orchestra under pressure. The orchestra’s transformation came through the implementation of a mentorship program, which brought about remarkable improvements in performance. The same principles can apply to your workplace—mentorship can unlock your team’s potential and elevate productivity.
If you’re a manager, consider this: How can you mentor your team to foster a culture of continuous improvement? Mentorship not only helps your team grow but also empowers them to take on more responsibilities, freeing up your time to focus on high-priority tasks.
Example: Imagine having a team where everyone is constantly learning and improving. You’d be able to delegate tasks more confidently, knowing your team has the skills and experience to handle them. That’s the power of mentorship.
Are You Focusing on the Right Tasks?
One of the biggest mistakes project managers make is trying to do everything themselves. As Leonard explains, being busy doesn’t mean you’re being productive. You need to focus on what truly moves the needle.
Tip: Start with a time audit. Track how you spend your time each day for a week. You might be surprised to find that a significant portion of your time is spent on low-priority tasks. Once you identify these, you can either delegate them or eliminate them altogether.
Question: Are you spending your time on tasks that align with your most important goals?
Lifelong Learning: The Key to Staying Relevant
One of Kawasaki’s most powerful productivity secrets is his commitment to lifelong learning. He’s always reading, listening, and absorbing new information to stay ahead in a fast-changing industry. If you want to stay relevant and keep improving, you have to be open to new ideas and willing to learn continuously.
Case Study: Kawasaki’s career, from his time at Apple to his ventures as an entrepreneur, is built on the idea of continuous learning. He didn’t just rely on his previous successes; he constantly sought out new opportunities to grow.
Question: What are you doing to stay ahead of the curve in your industry? Are you investing time in learning new skills?
Overcoming Self-Doubt and Imposter Syndrome
Here’s something many professionals struggle with: self-doubt. Kawasaki himself dealt with imposter syndrome early in his career, despite being one of the most influential people in the tech industry. His advice? Focus on your strengths, acknowledge your weaknesses, and seek help when needed.
If Kawasaki, with all his success, can admit to feeling like an outsider at times, there’s no shame in acknowledging that you might feel the same way. What matters is how you respond.
Tip: The next time self-doubt creeps in, remind yourself of your accomplishments. Write them down if you need to. Then, ask for support when necessary—whether it’s a mentor, a colleague, or a coach.
Wrapping It All Up: Taking Action
We’ve covered a lot of ground today—from delegating tasks and applying the two-minute rule, to focusing on continuous improvement and lifelong learning. But the key to unlocking your productivity is to take action.
Here’s your next step: Start small. Pick one strategy—whether it’s doing a time audit, delegating more effectively, or applying the two-minute rule—and implement it today. Then, build from there.
Final Thoughts: Don’t Let Burnout Win
It’s easy to feel like burnout is inevitable when you’re managing multiple projects and dealing with constant pressure. But the truth is, with the right strategies, you can take control of your workload and regain a sense of balance.
By focusing on the essential tasks, delegating effectively, and continuously learning, you’ll find yourself not just surviving but thriving in your role. And remember, it’s okay to ask for help—whether it’s from a mentor, a coach, or your own team.
Action Item
If you’re feeling overwhelmed by project cutbacks and tight deadlines, I’m giving away my top strategies in my podcast below:
