How to set boundaries
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Have you ever spent hours checking off tasks from your to-do list, only to look back and wonder if any of it really mattered? Maybe you were organizing your email inbox or rearranging your schedule for the third time this week, but at the end of the day, you’re left feeling drained and unfulfilled. Like you were doing busy work all day… but you didn’t really accomplish anything. Sound familiar?
Or maybe you’ve found yourself caught up in a whirlwind of small tasks—things that keep you busy but don’t actually get you any closer to your big goals. You know that feeling when you’re working hard, but deep down, you know it’s not the kind of work that’s going to move the needle?
If you’ve been there, you’re definitely not alone. That’s busy work, and that’s exactly what we’re diving into in this episode.
Today, I’m talking about:
- What busy work really is and how to spot it in your day-to-day life
- Why our brains love busy work, even when it doesn’t serve us
- How to recognize when you’re stuck in the busy work trap
- And most importantly, how to say NO to busy work and protect your time for what really matters
Alright, now that we’ve set the stage, let’s talk about what busy work actually is.
What is Busy Work?
Busy work is one of those sneaky things that can really take over your day if you’re not careful. It’s the kind of work that feels productive on the surface, but when you take a closer look, you realize it’s not really moving you closer to your goals. It’s all the little tasks that might make you feel like you’re accomplishing something, but in reality, they’re just distractions.
Think about it—how often do you find yourself spending an afternoon organizing files, tweaking your calendar, or tidying up your workspace instead of tackling that big project you’ve been meaning to start? Sure, these tasks might make your environment a little more organized, but they don’t actually push the needle forward on your most important work.
Busy work can also show up as overplanning. I know that as a time management coach, planning is a huge part of what I teach and practice. But there’s a fine line between making a thoughtful plan and getting stuck in endless planning mode. Maybe you’re creating detailed to-do lists, color-coding your calendar, or researching every single option before making a decision. It feels like you’re preparing, but at some point, preparation turns into procrastination.
And here’s the thing—busy work isn’t just a time thief; it’s also an energy drain. It can leave you feeling exhausted without that sense of accomplishment that comes from completing meaningful tasks. You might end up with a perfectly organized inbox or an immaculate desk, but what about that report that needed to be finished, or that creative project you’ve been putting off?
So why do we get so caught up in busy work? Why does it have such a strong pull on us?
Why do we gravitate toward these low-impact tasks, even when we know they’re not really helping us reach our goals?
Why Our Brains Love Busy Work
The truth is, our brains love busy work, and there are a few psychological reasons for this. First off, busy work gives us a quick hit of satisfaction. Every time we check something off our to-do list, no matter how small, our brain rewards us with a little burst of dopamine—that feel-good chemical that makes us want to keep going. It feels good to be ‘doing something,’ even if that something isn’t all that important.
Busy work is also comfortable. It’s often easier and less mentally demanding than tackling big, complex projects or making tough decisions. When we’re faced with something challenging, our brains might steer us toward busy work as a way to avoid stress or discomfort. It’s a way of tricking ourselves into thinking we’re being productive, while really just staying in our comfort zone.
Another reason we love busy work is that it’s often associated with visible, tangible results. When you spend an hour cleaning out your inbox, you can see the progress—you’ve got fewer emails staring back at you. It’s immediate gratification, and it’s easy to measure. But the things that truly matter, like long-term projects or personal growth, don’t always give us that instant feedback. They require patience and sustained effort, which can be a lot harder to stick with.
Finally, busy work can serve as a form of procrastination. We convince ourselves that we’re not avoiding the important stuff—we’re just getting these little things out of the way first. But what often happens is that we spend so much time on the little things that there’s no time left for the big things.
Understanding why our brains love busy work is the first step to overcoming it. And now that we know the why, it’s time to talk about how to recognize when we’re caught up in it.
How to Know When You’re Caught Up in Busy Work
Because the truth is, busy work can be sneaky—it can blend right into your day before you even realize it’s happening.
One of the first signs that you’re stuck in busy work is when you’re constantly moving from one small task to another, but you don’t feel like you’re making any real progress. Maybe you’re crossing off lots of items on your to-do list, but at the end of the day, you can’t really point to anything significant that you’ve accomplished. If you feel like you’re spinning your wheels but not actually getting anywhere, that’s a big red flag.
Another clue is when you find yourself putting off the bigger, more important tasks in favor of the easier, less critical ones. It’s natural to want to tackle the quick wins first, but if you’re consistently avoiding the tasks that require more time, focus, or creativity, busy work might be taking over.
Ask yourself this: are you doing something just because it feels productive, or because it actually is productive? Busy work often masquerades as necessary work, but when you take a step back, you might realize that it’s not actually contributing to your goals. For example, organizing your desk or inbox might feel satisfying in the moment, but is it really helping you move forward on that big project or important deadline?
Another way to spot busy work is to notice how you feel at the end of the day. If you’re exhausted but don’t have much to show for it, you might be spending too much time on low-value activities. Productive work tends to leave you with a sense of accomplishment, even if it’s challenging, whereas busy work can leave you feeling drained and unfulfilled.
Finally, take a look at your calendar. Is it filled with meetings, small tasks, and busy work, but lacking in time blocks for deep, focused work on your top priorities? If your schedule is packed but you’re not making progress on your most important goals, it’s time to reassess where your time is going.
So, now that we’ve explored what busy work is, why it’s so tempting, and how to recognize when you’re stuck in it, let’s talk about how to protect your schedule from falling into the busy work trap.
How to Protect Your Schedule from Busy Work
One of the best ways to safeguard your time is by creating a daily or weekly plan that prioritizes your most important tasks. Start by identifying your top goals for the week—those things that, if accomplished, will make the biggest difference in your life or work.
In the It’s About Time Academy, our All-Star and VIP members share their Top 3 priorities for the week every Monday, and it’s huge for getting clarity and staying focused on what matters.
Then, schedule dedicated time blocks to work on these priorities. The key here is to treat these time blocks as non-negotiable—just as important as a meeting with your boss or a doctor’s appointment.
But even with the best plans in place, busy work can still creep in. That’s why it’s important to build in regular check-ins with yourself. At the end of each day, take a few minutes to review how you spent your time. Did you make progress on your priorities, or did busy work sneak in? If you notice that you got off track, don’t beat yourself up—just use it as information to adjust your plan for the next day.
Creating a routine can also help keep busy work at bay. When you have a set routine, you’re less likely to waste time figuring out what to do next, and more likely to stay focused on meaningful work. Whether it’s a morning routine that sets the tone for a productive day, or an evening routine that helps you wind down and prepare for tomorrow, routines create structure and reduce the chances of slipping into busy work. And if you want to dive deeper into routines, head all the way back to Episode 17 – my tried and true first episode about the five essential routines.
And here’s something that’s often overlooked—schedule your downtime. Yes, actually block out time for rest and relaxation. When your brain knows that there’s a dedicated time to unwind, you’re less likely to fill every free moment with unnecessary tasks. Plus, regular breaks are essential for maintaining your energy and focus throughout the day.
Finally, accountability can make a big difference. Whether it’s a mentor, a colleague, a friend, or joining us in the It’s About Time Academy – having someone to check in with about your goals can help you stay committed to avoiding busy work. Share your priorities with them, and ask them to help you stay on track. Sometimes, just knowing that someone else is paying attention can be the motivation you need to stay focused.
By proactively protecting your schedule and being intentional with your time, you’ll find it much easier to avoid the lure of busy work and stay on course toward your most important goals.
Catch Thursday’s Episode on Saying NO to Busy Work
We’ve covered a lot of ground today when it comes to understanding and overcoming busy work. To quickly recap, we explored what busy work is and how it sneaks into our schedules, why our brains are so drawn to it, and how you can recognize when you’re caught up in it. And most importantly, we talked about ways to protect your schedule so you can focus on the work that truly matters.
Remember, busy work doesn’t have to control your days. By being intentional with your time, setting clear priorities, and building in those moments of reflection, you can break free from the cycle of constant busyness and start making real progress toward your goals.
I want to encourage you to take just one small step today—look at your to-do list and ask yourself if there’s any busy work lurking in there. If there is, see if you can either eliminate it, delegate it, or schedule it for later so you can focus on something more meaningful right now. And if you’re really up for beating busy work, make sure to tune in on Thursday. I’m dropping a bonus episode, all about how to say NO to busy work.
Breaking free from busy work is a journey, and it won’t happen overnight. But with a little persistence and a lot of self-compassion, you’ll start to see the difference in how you feel at the end of each day—more accomplished, more focused, and more aligned with your true goals.
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