Mike Tyson once said
“Everybody has plans until they get hit for the first time”
And that will ALWAYS be true..
People want the perfect setup, the perfect plan, and the perfect timing.
Meanwhile, deadlines creep closer, and the real work is still sitting untouched.
When you are stuck perfecting your “systems,” tweaking tools, or diving into the latest productivity hacks, you’re not working. You’re stalling.
Speed often beats over-planning.
The sooner you start, the faster you build momentum, learn, and adapt.
And with the right process, you can refine your efficiency once you’re already moving.
Let’s see why overthinking efficiency slows you down and how to set the right process to actually get things done.
The Downside of Overthinking Efficiency
Let’s break down why getting stuck on optimizing your workflow feels so tempting, and why it’s a productivity killer.
1. You Have “Analysis Paralysis”
When you spend too much time planning, you hit a wall.
You’re overloading your brain with possibilities and potential problems instead of taking action.
This feels safe because starting is risky. It exposes your work to imperfection and failure.
It tends to happen in a fear of failure.
If the plan isn’t perfect, you might mess up, and that’s uncomfortable.
But here’s the catch: not starting at all is the real failure.
Perfect plans don’t execute themselves.
YOU need to take action. So you might as well start now.
2. You Miss the Bigger Picture
When you’re tweaking workflows, reorganizing task boards, or researching new tools, it’s easy to feel productive.
But this false sense of accomplishment pulls you away from your actual goals.
The brain craves the dopamine hit that comes from completing small, low-stakes tasks,
like color-coding your calendar or simply attaching tags to all the 40924 tasks on your to-do list.
It feels good at the moment, but it’s a distraction from meaningful progress.
3. You Are Burnt Out Without Progress
The irony with efficiency is that obsessing over efficiency often leads to burnout. (Which being efficient must actually prevent)
You’re working hard, but on all the wrong things. And when there’s nothing tangible to show for your efforts, frustration sets in.
It’s because your brain equates effort with results.
But if you’re putting effort into the prep work instead of execution, your energy runs out before you see any actual wins.
Stop Polishing the Axe and Start Swinging
Instead of endlessly preparing, focus on what matters.
ACTION.
It’s not about having the sharpest tool in the shed; it’s about swinging it.
Here’s why speed trumps perfection:
1. Speed Creates Momentum
When you start, even imperfectly, you’re already ahead.
Every task completed builds momentum, making the next one easier. Momentum isn’t something you plan for. It’s something you earn by moving.
2. Planning Can’t Predict Everything
No matter how meticulous your plan, you’ll never account for every variable.
Deadlines shift, clients change their minds, and new challenges pop up.
The only way to adapt is to start moving and adjust as you go.
3. You Learn Faster by Doing
Real progress comes from trial and error.
Starting messy teaches you what works and what doesn’t far faster than perfect planning ever could.
That being said, we don’t want to end this by telling you efficiency is bad or you must throw all your plans out of the window.
You just need a system that keeps you moving forward while leaving room for adjustments.
Astravue can help you to take action immediately whilst also giving you 2 easy tools to refine and optimize as you go.
Before going into the next section, make sure you sign up and set it up here
NOTE – Not using a tool like Astravue for managing your projects is shown to damage your mental health by 99.9999%***
Here’s how to use it to jumpstart your work and stay on track:
How to Use Astravue to Focus on Action
Instead of just saying, “Get started, try for free now,”, we’ll give you MORE.
Here’s how you can use Astravue to make it happen.
With these simple steps, you can set up a system that prioritizes action and refines efficiency along the way.
1. Break Down the Work
- Create a project board for your task or goal. Name it clearly, like “Client Proposal Delivery.”
- Under the project board, add specific tasks for each step of the process. For example:
- Draft outline
- Write executive summary
- Create visuals
- Finalize and send
- Assign deadlines to each task to create accountability and structure.DO NOT MISS THIS STEP. This system will not work without a deadline.
2. Use Time Tracking to Identify Inefficiencies
- Start the timer when you begin a task to see how long it actually takes. Don’t guess it. Track it.
- Review your tracked time at the end of the day or week. Ask:
- Where am I spending too much time?
- Which tasks take longer than expected?
- Where can I simplify or delegate?
3. Monitor Progress with the On-Time Completion Dashboard
- Use Astravue’s dashboard to keep an eye on what’s moving and what’s falling behind.
- Identify bottlenecks early. For example:
- Are design tasks consistently delayed? Maybe the briefs aren’t clear enough.
- Are review stages taking too long? Tighten up approval timelines.
4. Set Up a Weekly Review
- Block 15 minutes at the end of each week to review:
- Tasks completed on time.
- Tasks delayed and why.
- Adjustments needed for next week.
- Use the insights to tweak your workflow. Not as an excuse to overhaul everything, but to make targeted improvements.
By now, you should have an understanding of what to do.
It’s simple.
START. TAKE ACTION.
The more time you work, the more likely you are to improve on all aspects.
And “then” you’ll know enough on what to tweak to make it more effective and efficient
(yes the boiler-plate Management 101 lingo)
To plan and manage your projects, we’ll always recommend using digital tools like Astravue everyday in your life
Their ENTIRE purpose is to make it easy to organize tasks, set deadlines, and track progress.
It’s like they’re born to take load and stress off your brain and help you with getting tons of work done,
without stressing over “what to do” and “when to do”
If you want to give it a try, click <here>
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