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Most of us have found that success requires staying focused on our top priorities. But keeping our eye on the big balls isn’t so easy when we feel like we are being pinged by a constant barrage of small demands, urgent requests and tasks that grow when not addressed immediately.
If you feel like the backlog of annoying little projects is distracting you from the challenges that really matter, perhaps it’s time to think about new ways to manage some of the routine demands of your busy life. As you contemplate a new system for handling your second-tier projects and personal errands, consider these steps:
Write it down. If you want to feel less distracted by thoughts of all the things you need to do, develop the habit of making a note of each task or idea. When once you’ve written it down you’ll feel less worried. A useful technique is to always carry a small “capture notebook” in which you note issues and action items as soon as you think of them. The capture notebook will also be handy for saving information you want to remember, like the title of a book recommended by your boss, or the great idea that comes to you when you’re riding in the back of a cab.
Make lists. From time to time, collect the notes from your capture book, think about your upcoming projects, and create a “to do” list of all the little things you need to get done. As you build the list, phrase each item in specific terms of the action to be taken. For example, if your capture list includes a note about Michael Pollan’s great new nutrition book, your “to do” list might say, “order ‘In Defense of Food,’ from Amazon.com.” Review your list frequently, and think about likely next steps and deadlines.
Fill the basket. Some pieces of paper require actions so minor they don’t need to go on your list. A good way to keep track of little things -- like responding to invitations, renewing subscriptions or inputting new addresses to your system – is to create a “small project” basket or file.
Batch projects. Once you’ve organized your lists or begun to fill your basket of small projects, the fastest way to move forward may be to group similar tasks. For example, make a list of quick phone calls and speed through them all at one time. Or give yourself one-half hour to answer as many emails as you can.
Schedule time for small projects. Once things are organized, you’re more likely to get it all done if you set aside a regular time to process the little stuff. You don’t need huge blocks of time, however. Try scheduling just 15 minutes a day and see how much progress you can make. Even 5-minute blocks can help.
Take baby steps. When you have a minute or two to spend on a small project, find a way to move forward, even just a tiny bit. For example, if you don’t have time to call for a doctor’s appointment, look up the phone number and add it to your “to do” list. Instead of waiting until you have enough time to finish something, challenge yourself to find a way to at least get started.
Build new habits. If your current approach to managing small tasks isn’t working, you need to come up with another system and then turn it into a habit. And if you are building new habits keep in mind that two keys are repetition and rewards. The more frequently you practice a new approach, the better the odds that it’ll start to feel automatic, replacing your old way of doing things. Remember that positive reinforcement works, whether you are training your dog or yourself. Challenge yourself to practice your new approach for a week or a month, and then allow yourself a reward for your success. Along the way, it can be effective to reward yourself with positive self-talk. For example, tell yourself “good job” each time you practice the new behavior.
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