Working with hundreds of leaders as an executive coach, I see this pattern repeatedly: highly capable, multi-talented professionals who can't seem to make progress on their big goals. They're frustrated because they know they have the skills - so why aren't things moving forward?
The answer lies in the difference between capability and capacity.
Capability vs Capacity
Capability is what you're able to do - your skills, talents, and expertise. Capacity is your bandwidth to actually do it - your mental resources, time, energy, and motivation to make it happen consistently.
Real Example: During the pandemic, I hired a VA whose work wasn't quite up to my standards. A friend pointed out I could do it better myself. True - but while homeschooling, doing a Masters, and running a business, I had zero bandwidth. Something done imperfectly was better than nothing done at all.
Meanwhile, that same friend completely disappeared from sharing online. When I asked her what happened she said ‘I just got overwhelmed from it all and ran away’.
Over time, that gap between capability and capacity becomes stark - consistent imperfect action beats sporadic perfection.
The Three Elements of Capacity:
1.Time and Energy
Mental bandwidth: Having proper headspace to tackle something new without feeling overwhelmed
Systems thinking: Energy to create routines that just "run in the background" rather than constant firefighting
Dedicated space: Those pockets in your week where you can go deep without distraction
Rest and renewal: Those times when you can properly switch off and recharge
Task juggling costs: The drain of constantly switching between different types of work
2. Expertise and Ideas
Social learning: That incredible flow of ideas you get from the right group
Walking wisdom: Those casual chats (like my mum walks!) where solutions just bubble up
Specialist circles: Your mastermind groups or alumni networks that fuel inspiration
Cross-pollination: When learning from one area creates "aha moments" in another
Collective problem-solving: Getting unstuck through others' experiences and perspectives
3. Emotional Investment
Personal growth: The inner work that's often needed for proper transformation
Keeping momentum: Moving beyond that initial burst of motivation
Support network: The people who hold you accountable but also celebrate your wins
Mindset shifts: Working through those limiting beliefs that keep you stuck
Safe experimentation: Having space to try new approaches without pressure
Progress recognition: Those small wins that compound over time
Making Progress When Stuck
If you're capable but not moving forward:
Create expansive space (try a staycation)
Tap into social groups for ideas
Get coaching for accountability
Accept that "good enough" beats perfect
The Domestic Example
I've always invested heavily in home support, despite family saying "I manage to fit it all in!" But when asked about descaling the kettle? "Oh, that's fallen off the list." My systematic approach means it happens regularly without thought.
The key insight for high achievers: the gap between your capability and others' can seem too big to delegate. But consider the cost of trying to do everything yourself - what important goals are you sacrificing because you don't have the capacity?
Sometimes the most capable people limit themselves the most. The solution isn't working harder - it's understanding and expanding your capacity through time management, support systems, and acceptance that not everything needs to be done to your highest standard.
To catch up on the full episode you can listen to the podcast at Apple Podcasts or Spotify
Comments