Are You Busy or Productive?
You’ve got a full calendar, a never-ending to-do list and a phone that rarely stops pinging.
You’re doing things all day, but when you finally sit down in the evening, feet up and exhausted, you realise… you haven’t actually made progress on what you wanted. Sound familiar?
We live in a world that rewards “busy.” Being run off our feet is often worn like a badge of honour, especially for women juggling work, family, caring responsibilities and the general admin of life.
Yet, there’s an important difference between being busy and being productive and it’s not just semantics. Understanding the difference can be a game-changer when it comes to time, energy and actually moving forward on the things that matter to you.
So, what’s the difference?
Being busy is doing a lot. Often reacting to everything around you, saying yes out of habit and ticking off small tasks that feel satisfying in the moment but don’t necessarily add up to anything meaningful.
Being productive is doing the right things. It’s intentional. You’re using your time and energy wisely, with a sense of direction, even if the steps are small.
It’s the difference between spending an hour replying to emails that didn’t need a reply vs. using that hour to finally register for the course you’ve been thinking about for a year.
One feels like motion. The other creates momentum.
The sneaky trap of “fake productivity”
Let’s be honest, there are plenty of things that feel productive but aren’t. Colour-coding your calendar over and over. Rewriting your to-do list for the third time. Perfecting the plan but never starting.
It’s not that these things are “bad,” but they can become distractions in disguise, especially when we’re tired, overwhelmed, or unsure where to start. It’s easier to tidy your desk (again) than to take the first step on something that matters. It’s easier to fill your day with ‘busywork’ than to face the discomfort of change.
And let’s not forget: you can be productive and still have a messy inbox. Productivity isn’t perfection. It’s progress.
Why does this matter?
Because being stuck in busy mode eats up your time and energy without giving much back. You get to the end of the week wondering why you’re so tired and yet your big goals (whether it’s decluttering the spare room, starting that side project, or finding more time for yourself) are still just sitting there, waiting.
This leads to frustration, guilt and the sneaking suspicion that something’s wrong with you. (Spoiler: there isn’t.)
The number of times I’ve felt busy, but then realised I’ve just been tweaking the same blog over and over. Or spent 5hours on a reel that about 20 people will see. It feels good to be busy, but actually it’s not. It’s better to be less busy, but more productive. So how do we get there?
What’s often missing is structure, not motivation.
We assume productivity means doing more. But actually, it’s often about doing less, more wisely.
One of the hidden traps we fall into is chasing the feeling of being busy. It gives us a strange sense of accomplishment, even if we’re just spinning our wheels. We pack our days full, rushing from one task to the next and when we do get a quiet moment? We feel guilty. Uncomfortable. Like we should be doing something.
But here’s the truth: rest, thinking time and reflection are doing something. They’re the spaces where clarity, ideas and direction take shape. Without them, we risk making ourselves endlessly busy without ever moving forward. Productivity isn’t about constantly being in motion, it’s about moving with purpose. And sometimes, that means slowing down on purpose.
A new definition of productivity
Let’s take the hustle out of the word.
Productivity doesn’t have to mean back-to-back tasks and squeezing every drop out of your day. It’s not about being “on” all the time. Instead, think of it like this:
Productivity is making intentional progress on the things that matter to you, with the time, energy and support you have.
Some days, that might be two solid hours on a work project. Other days, it might be getting one important thing done before the school run. It counts. It all adds up.
How to shift from busy to productive
Here are some gentle but powerful ways to start making the shift:
1. Ask: What am I actually trying to achieve?
Before saying yes to another thing or getting caught up in the flurry, pause and ask: What do I want to move forward this week? That might be something practical (sorting out the bills) or something bigger-picture (finding more breathing space).
A clear focus helps filter out the noise.
2. Make your to-do list work for you
Long lists are overwhelming. Instead, try picking:
1 x priority for the day
3 x “would be nice” tasks
Everything else goes on your forever list with a deadline
You’ll feel more in control and more able to spot what’s actually moving you forward.
3. Break it down
Big goals can feel paralysing. But when you break them into tiny steps, things that take 10–30 minutes, they become doable. Progress builds momentum.
Want to write a book? Start with one paragraph. Need to sort the garage? Pick one shelf. Small steps still count.
4. Build in breathing space
You’re not a robot. Rest is part of being productive. If you don’t pause, reflect, or recharge, your brain and body eventually force the issue. Schedule small moments for yourself. Whether that’s a cup of tea in peace or five minutes of journalling, before your energy hits zero.
5. Reflect regularly
It’s so easy to forget what you’ve achieved when you’re always moving on to the next thing. A weekly or monthly reflection can help you notice what’s working, what’s not and where your time’s really going.
Try asking yourself:
What am I proud of this week?
What drained me?
What do I want to focus on next?
Even five minutes of reflection can help you reset your direction.
Productivity isn’t just for work
This isn’t just about your job. Being productive with your time might look like:
Finally calling the dentist
Getting a food shop done so you’re not constantly panic-eating toast
Ring-fencing time to start that creative project you’ve been daydreaming about
The point is: your life goals matter, whether or not they’re linked to income, performance, or anyone else’s expectations.
If you’ve been feeling stuck in busy mode, you’re not alone. It’s a loop many of us get caught in, especially when life is demanding and time feels tight.
But it is possible to reclaim your time and attention, bit by bit. Productivity isn’t about doing more, it’s about doing what matters more often. It’s about choosing wisely, even if just once a day and letting that choice steer you forward.
You don’t need to overhaul your entire life to feel more on top of things. One small step. One focused moment. One clear “yes” and just as importantly, one brave “no.”
That’s how the shift begins.
Want more simple, grounded ways to feel more in control of your time and goals? Join my free email for checklists, planning tools and productivity resources designed to help you take gentle, consistent steps towards the life you want, without the pressure.
Or come and sit with us in The Coaching Circle and see what a difference having the right kind of support can make.
