There’s a mental model I wish someone had given me earlier in life.
It’s simple, but once you see it, it reshapes how you handle almost everything—at work, at home, in relationships, even in personal goals.
Here it is:
Everything in life is one of two things.
Either it’s an operation.
Or it’s a project.
There is nothing else, these are mutually exclusive, and collectively exhaustive.
Once you understand the difference—and how to treat each—you unlock a whole new level of focus, progress, and peace of mind.
Let me explain.
What’s an Operation?
An operation is something that happens repeatedly.
It’s your job responsibilities. Your morning routine. Paying bills. Ordering supplies. Doing laundry. Grocery shopping. Running your team’s weekly check-in.
Operations are the stuff that keeps the machine running.
They require consistency. Systems. Habits. They don’t have a finish line—only a cycle. You’re not trying to “complete” your operations. You’re trying to keep them working.
When operations break down, everything slows down.
And when they run well, life feels lighter. Less chaotic. More under control.
What’s a Project?
A project, on the other hand, is something that has a beginning and an end.
It’s a goal with a finish line.
Projects are one-time efforts meant to create change, not maintain status quo. You do them to improve something, build something, fix something, or move from A to B.
It might be:
- Renovating the bathroom
- Planning a wedding
- Finding a new school for your kid
- Switching jobs
- Launching a new product
- Applying to University
- Planning a trip
- Getting certified in a new skill
- Writing a book
- Organizing a surprise party
- etc. etc. etc.
Projects require a different kind of energy (and skillset) than operations. They need decisions, planning, coordination, and real progress over time. And if you try to manage a project like an operation—just showing up and “doing stuff”—it drags on forever, will never finish, and/or falls apart entirely.
Why This Distinction Matters So Much
If you don’t understand the difference between operations and projects, life gets messy.
You confuse motion with progress.
You focus on what’s urgent instead of what’s important.
You wonder why you’re so busy but still feel stuck.
Here’s the mistake most people make:
They treat their projects like operations—just chipping away, hoping things will get done eventually.
And they treat their operations like projects—constantly tinkering, changing, and “restarting” instead of building habits and systems.
For example:
- If you want to get back in shape, that’s a project. It requires effort, coordination, and planning: find a program, build a routine, adjust your diet.
Once you’ve built the routine? Staying in shape becomes an operation. Just show up and repeat the system.
- If you want to find a new job, that’s a project. You can’t just “do it when you have time.” You need to break it down into steps, set timelines, and move intentionally. Once you’ve landed the job? Showing up and doing the work becomes part of your operations.
See the difference?
Mismanaging the type of task you’re dealing with leads to frustration, overwhelm, and stalled progress.
But when you get the lens right—when you ask, “Is this an operation or a project?”—you start making better decisions instantly.
How to Use This in Real Life
Let’s bring this down to earth. Here’s a simple way to apply this mental model in your day-to-day life.
Step 1: Look at your life through this lens.
Grab a sheet of paper. Draw a line down the middle. On one side, write “Operations.” On the other, “Projects.”
Now start listing everything on your plate. Don’t overthink it.
- Daily job tasks? Probably operations.
- Overhauling your onboarding process? Project.
- Grocery shopping? Operation.
- Learning how to cook plant-based meals? Project.
- Weekly check-in with your direct reports? Operation.
- Hiring and training a new teammate? Project.
The goal here isn’t perfection. It’s pattern recognition. Start noticing what you’ve been treating like an operation that’s actually a project—and vice versa.
Step 2: Adjust how you manage each.
Operations need systems. Projects need structure.
- For operations, ask:
“How can I make this repeatable, predictable, and easier over time?”
- For projects, ask:
“What’s the outcome? What does success look like? What are the steps? When will I get it done? How will I know when it's done?”
Once you stop mixing the two, your stress level drops dramatically.
Step 3: Protect project time.
Projects are fragile. They don’t happen by accident. They need protected time, clear focus, and proactive planning.
If you try to “fit them in” around your operations, they’ll always lose.
Operations feel more urgent—but projects are how you create real change.
Block time. Build momentum. Track progress.
That’s how you move forward.
Final Thought
Life doesn’t hand you clear labels.
No one announces, “Hey, this is a project—you should manage it differently.”
But if you can see the difference for yourself, you’ll show up differently:
- More focused
- Less reactive
- More effective with your energy and attention
Because once you stop trying to “wing” your projects and “rebuild” your operations every week, things start to flow.
Your weekly actionable Tip:
Once a week, take 5 minutes and ask yourself:
“What project am I neglecting because I’m stuck in operations mode?” Pick one.
It doesn’t have to be big. It just has to be real. Something you care about, that will make a difference if completed.
Then give it some love.
Carve out 90 minutes. Turn off the notifications. Make meaningful progress.
Do that once a week, and your year will look completely different.
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