Let’s be honest. How much time do you spend on work that just doesn’t seem to be that important? Urgent maybe, but it hardly seems like work that is creating a big impact. Glorified admin. Busywork is something we are all familiar with. It refers to tasks that keep you occupied but don't add significant value or contribute towards your most important goals. These are activities that might seem urgent but aren't necessarily important. As a project manager, falling into the trap of busywork can derail your progress. It can be even more devastating for your team. In this article, we will explore how to identify busywork, and strategies to avoid it so that you can focus on what truly matters.

The Impact of Busywork

The prevalence of busywork in the workplace is well-documented.

A 2018 survey by Workfront found that 57% of workers feel that they spend the majority of their day on busywork, rather than strategic tasks that add value.

This statistic is alarming, especially for project managers who are responsible for steering their teams toward successful project completion.

The same survey revealed that employees believe they could be a whopping 60% more productive if they didn’t have to deal with busywork.

When busywork dominates your schedule, it not only hampers your productivity but also sets a poor example for your team.

Identifying Busywork

One of the telltale signs of busywork is when you feel like you are constantly doing things, but you don't see much progress towards your goals. Your calendar may be full, and your to-do list may be extensive, yet at the end of the day, you don't feel a sense of accomplishment. If your to-do list is filled with minor tasks that don't align with your main objectives, you might be caught in busywork. This could include activities like answering non-essential emails, attending unnecessary meetings, updating spreadsheets or spending too much time on admin tasks that could be delegated or automated.

Strategies to Avoid the Trap of Busywork

Avoiding busywork requires intentional planning and a clear understanding of your goals. Here are some strategies that can help you focus on what truly matters:

1. Be Crystal Clear with Your Goals

The first step in avoiding busywork is to have a clear understanding of your goals. What exactly are you trying to achieve in the short term and the long term? Without clearly defined goals, it’s easy to get sidetracked by tasks that don’t contribute to your overall objectives. Use the well-known SMART goal system to set specific, measurable, achievable, relevant, and time-bound goals. Alternatively, you can brainstorm project goals with your team and client to ensure everyone is on the same page.

Once your goals are clear, regularly review them to stay on track. This will help you stay focused on activities that drive progress and avoid wasting time with tasks that don’t add value.

2. Actively Plan Your Actions

Don’t leave your actions to chance. Actively plan your day with intention. First thing in the morning, ask yourself, "What is the most important thing I can do today to make a step towards my goals?". Write this down and prioritise it. It could be finishing an important client pitch, writing a project plan, or resolving a critical issue. It's okay to have more than one important task per day but don’t have more than three. This ensures you maintain focus and flow throughout the day.

Planning your day in this manner helps you tackle high-impact tasks first, which not only boosts your productivity but also reduces the likelihood of busywork creeping into your schedule.

3. Prioritize with the Eisenhower Matrix

In addition to identifying your most important tasks, it’s crucial to prioritize other incoming requests based on their importance and impact. The Eisenhower Matrix is a tool that can help you with this. This matrix categorizes tasks based on urgency and importance, helping you distinguish between tasks that require immediate attention and those that are merely distractions.

Here’s how the Eisenhower Matrix works:

• Urgent and Important: These tasks should be done immediately.

• Important but Not Urgent: These tasks should be scheduled for later.

• Urgent but Not Important: These tasks should be delegated if possible.

• Neither Urgent nor Important: These tasks are typically busywork and should be minimised or eliminated.

By consistently applying the Eisenhower Matrix, you’ll find that prioritising tasks becomes more intuitive and efficient. You’ll be able to focus on what truly matters and avoid the distractions of busywork.

4. Delegate Whenever Possible

As a project manager, you don’t have to do everything yourself. Delegation is a powerful tool that allows you to free up your time for more critical activities. If a task can be handled by someone else, let them take it on. This not only helps you avoid busywork but also empowers your team members by giving them ownership of certain tasks.

Remember, good delegation isn’t laziness—it’s smart management. By focusing on your Zone of Genius—the tasks that you are uniquely skilled at and that add the most value—you can achieve greater output, of higher quality, with a happier and more engaged team.

5. Save Time with Automation

Another effective way to reduce busywork is to leverage automation. Many routine tasks, such as sending reminders, updating project status, or generating reports, can be automated using the right tools. Automation not only saves time but also reduces the likelihood of human error, allowing you to focus on more strategic activities.

Investing in project management software that offers automation features can be a massive time saver. It streamlines workflows, improves efficiency, and frees up time for you and your team to focus on tasks that truly drive project success.

Conclusion

Busywork can be a significant drain on your productivity as a project manager, but with the right strategies, it can be minimised or eliminated. By being crystal clear with your goals, actively planning your actions, prioritising tasks with tools like the Eisenhower Matrix, delegating wisely, and leveraging automation, you can avoid the trap of busywork and stay focused on what truly matters.

Remember, being productive isn't about doing more things; it's about doing the right things. Don't let busywork consume your time and energy.