Too Busy for Your Own Good (39 page)

1. Urgent, important
activities such as crises, pressing problems, and deadline-driven projects

2. Not urgent, important
activities such as prevention, relationship building, planning, and recognizing new opportunities

3. Urgent, not important
activities such as interruptions, some phone calls, some mail and reports, some meetings, pressing matters, and popular activities

4. Not urgent, not important
activities such as trivia, busywork, some mail and calls, time wasters, and personal activities

Covey goes on to say that “first things first” does not mean everything is put into area 1 without
prioritizing
first. Constantly working in area 1 can only lead to stress and burnout. Rather, effective people shrink area 1 down to size by spending more time in area 2 and trying to stay out of areas 3 and 4.

When Nike came up with their famous slogan “Just do it,” bosses everywhere adopted it as their mantra for efficient management. You became expected to say yes and “just do” your job without any quibble—increasing your “busy” and losing your balance along the way.

You must learn to say no when you have too much on your plate already and the request is not mandatory. Say it pleasantly, unapologetically, and with a smile (at least in your heart and with your tone).
No
may be the most efficient balancing word in the English language. It can save you time, enable you to focus on your priorities, and protect you from your own good-heartedness.

Expect your boss and coworkers to subtly (or not so subtly) throw roadblocks in the way of your getting balanced, less busy, and not catering to everyone's needs. They're not going to like the new and improved you because it won't serve them as well. After all, it's easier for them to justify being demanding and difficult if you're acting like a stressed-out crazy person. Your busyness alleviates them from having to do what they should. Looking the part communicates to them that you expect to be exactly this frantic.

The main reasons
no
can decrease your “busy” and rebalance work:

It doesn't beat around the bush.

It returns responsibility to the rightful person.

It allows you to focus on your priorities.

There are many ways to say no with discretion.

Short and Sweet

“I have a prior commitment.”

“I'm overextended right now.”

“Sorry, can't. Let me know how it goes.”

“I'm tempted, but I'll have to pass.”

Sincerely

“I'd really love to say yes, but I just can't.”

“I'm honored, but this is a busy time, and I won't be able to fit it in.”

Complimentary

“You're so good at that, you shouldn't have any trouble finding someone to help.”

“You know I'd never refuse you if I could help it. I am swamped right now.”

Offering an Alternative

“We are overcommitted now—perhaps you could hire a temp for that.”