Being Responsive vs Being Reactive

How to stay approachable without losing your focus

Do any of these sound familiar?

“I know what I should be doing – I’m just too busy fighting fires to get it done.”

“Every day is different, so I can’t plan my schedule in advance.”

“Handling interruptions is part of my job.”

“I don’t have time to learn time management!”

If that sounds like you, you’re probably getting pulled off course more often than you’d like. You might find yourself stuck in reactive mode, spending your valuable time dealing with the loudest voice, latest email, or the crisis of the day instead of getting ahead.

Reactive mode is like being stuck in a pinball machine. You’re busy bouncing around, but someone else is controlling the game.

Responsive mode is when you’re making intentional choices about what to work on and when, so the most important tasks always get done.

Responsive, Not Reactive

If it was feasible to just turn off your phone and close the door to all distractions, you’d have done that already. But you can’t, because you don’t want to create a bottleneck or leave people feeling like you don’t care for or respect them. Finding the right balance between staying responsive to your team and customers without falling into reactive mode is critical for the success of your business.

Rather than playing whack-a-mole with everyone’s demands, being responsive means thinking long term. It means that instead of leaping from one short-term solution to another, you’re making system-level changes to gain control of the game.

What needs to be documented so the answer is more easily available, even when you’re not?

What team training would allow you to get tasks off your plate permanently?

Are there structural changes to your org chart (like a new hire or a promotion) that would give someone else responsibility for handling day-to-day situations?

In responsive mode, you have a plan to work on your real priorities instead of getting distracted by minor issues. Your plan might include:

Batching the Small Stuff. Group similar tasks and do them at once. For example, set aside time(s) every day for responding to emails rather than dealing with each one as it hits your inbox.

Blocking off a Power Hour. Set a time for focused work every week and protect it fiercely. You may not be able to turn off your phone for days at a time, but unless you’re running an emergency room you can set aside (and commit to) a regular appointment with yourself.

Map the Steps. Take one big, important thing you’d love to achieve before the end of the year and list the steps you’ll take to make it happen. Once you know exactly what the next step is, it’s a lot easier to prioritize it.

This Week’s Takeaway

With the right habits and systems, you can meet the needs of the people around you without spending your whole day playing whack-a-mole.

We’re going to be working on these strategies and more at the Extra Mile ActionCLUB kick-off event on Oct 17. Visitor passes are $50, or right now you can scoop a Founder’s Pass valid for the next 15 months for just $250. I hope to see you there!

Please consider sharing this event with someone in your network who might like to attend.

Introducing: The Extra Mile ActionCLUB

As mentioned above, this month will mark the launch of a new event: The Extra Mile ActionCLUB! It’s a monthly space for entrepreneurs who want to grow their businesses together with coach support. My goal is to give you a community of like-minded entrepreneurs, with the tools and support needed to take your business to the next level!

If you’ve been craving a chance to get inspired and build alongside other driven businesses, this is for you.

Visitors welcome > book your guest pass here.

How Big Things Get Done: By Bent Flyvbjerg, Dan Gardner

If you’ve ever taken on a project, you know how quickly a big vision can slip off track. This book unpacks why most ambitious projects stumble and what sets the rare successes apart. With research data and a set of tested principles, you’ll find some solid takeaways on how to avoid costly missteps to get any ambitious project done (on time and on budget).

Check it out!