Hint: It’s not because you’re working too slowly

You’ve probably felt it too many times to count, that minute-too-late, one-step-behind, can’t-catch-up feeling. It’s stressful! And while some days are just like that, sometimes you wake up and realize that feeling has been following you around for months, sometimes years, and it’s become a consistent source of stress. As leaders in the virtual assistant industry, we work with high-level executives every day (many of whom are parents and run their own businesses) and we’ve seen first-hand how even the busiest people can cultivate deeper peace and a greater sense of control over their lives. 

Here are 5 reasons it feels like you’re always playing catch-up, and what to do about it:

1. You haven’t gotten clear on your top priorities.

   Starting off with a bang! This one takes some soul-searching, but it’s well worth it. (When isn’t soul-searching worth it?) If your top priorities sound something like these: health, family, business… the trick is to get more specific and add values and goals to those priorities. And they can (and should) change! On the last day of every month, try writing your top priorities for the coming month so you can stay focused and clear on what matters most. Here’s an example of monthly priorities that are more specific, value-driven, and goal-oriented:

   • Improve my health through exercise. I value my health, and I know staying healthy is a benefit to both me and my family. Exercising three mornings a week helps me stay energized, mentally clear, and emotionally regulated so that I can show up as my best self to the people in my life.

   • Deepen a sense of company culture in my business. Community and equity are crucial for job (and life!) satisfaction, and it’s important to me that my team feels good at work. This month I will create new ways for my team to share feedback so that I can really listen to their needs and desires.

   • Show up more for my family’s “little moments.” I want to be present for my family. I don’t have to be at every game, recital, or event, but I will be at most of them, and I will make sure that at least three nights a week I leave work at work, so I can be fully present for whatever my family needs.

2. You’re delegating… but not nearly enough.

   Ever hear the quote, “Delegate everything except genius” by Dan Sullivan? If you have trouble delegating, it’s time to write that one on a post-it and stick it to your bathroom mirror. And, if you look around and can’t find anyone to delegate to, it’s time to hire an assistant. (And no, you’re not so busy that you don’t have time to hire an assistant, trust us.) We offer tailored, U.S. based, 100% online assistant services so you can keep growing personally and professionally. Talk with us about it; we’re here to help!

3. You’re confusing rest with avoidance.

   We’ve got a bone to pick with whoever started categorizing “productivity” as separate from “rest.” Rest is absolutely productive, and it’s crucial to maintaining mental, physical, and emotional health and resiliency. But if you think rest is taking 10 minutes to scroll on your phone, you may be missing the mark. Rest leaves you feeling more energized and improves your mood, while avoidance leaves you feeling just as tired and stressed as you did before. So, the next time you start to take a break, ask yourself if there’s something you’re avoiding. If yes, maybe it’s not a break you need and it would actually feel better to start addressing that thing. Another trick to tell the difference is, when your break is over, ask yourself if you feel any more rested. You might be surprised at the answer.

4. Your “off” time is full of interruptions.

   If you’re not putting your phone on Do Not Disturb at night or if you’re taking calls during family time, it’s no wonder you feel like you’re always playing catch-up! It may sound counterintuitive, but making sure your “off” time is uninterrupted and work-free is actually the key to getting the most out of both your free time and your work time.

5. Your schedule doesn’t leave room for inevitable mishaps and holdups.

   This one’s the easiest but could actually be the quickest fix to end your constant game of catch-up. If your calendar is back-to-back meetings and tasks, you’re always going to be falling behind schedule. Mishaps and holdups are unavoidable, and you should be planning for them! Pad your schedule with 5-10 minutes between each meeting, so if one goes long or if there are technical difficulties or any other host of things goes awry, you won’t spend your day scrambling from one thing to the next.

Do you feel it yet, that feeling of calm washing over you? Use this list to start getting clear about what matters most, and start swapping some of your daily chaos for peace and clarity. Trust us, even small steps can make a big difference. And if you ever want a trusted confidant at your side to help you tackle that inbox, plan trips, schedule appointments, handle your calendar, and everything else that’s taking up too much of your time, get in touch. We may just have the perfect person for you.