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Published on July 30, 2020

How to Get Things Done: A Step-by-Step Guide

How to Get Things Done: A Step-by-Step Guide

There are always those days when 24 hours a day seem too little for you to finish all that you wanted to accomplish. The biggest question for a person with a lot of responsibilities on their shoulder is how to get things done before they are overdue.

Not being able to check off everything you had planned for the day can worsen your productivity due to the feeling of failure.

At the end of the day, there are only so many hours in a day. The only thing you can control is how you manage this time for maximum efficiency and minimal stress.

This 7 step guide along with some bonus tips will tell you exactly how to get things done without going through a mental breakdown once every day!

Step 1: An Effective To-Do List

Getting things done is impossible if you don’t know all the things that need to be done. What this means is that you need to have an organized plan of what the tasks are, when they’re due, what’s their order of priority, etc.

The best, easiest, and most effective method of organizing your work tasks is to make to-do lists. Yes, not one, but multiple to-do lists.

Generally, workplaces assign you tasks for the whole month or sometimes more. You know the goals that need to be accomplished over this period. So, what you should do is make a monthly to-do list with all these deadlines and tasks.

Next, break down the work per week. Which parts of which tasks will you tackle through the 4 weeks? Then, make it more detailed as you come down to your daily to-do list. In these lists, add the aspect of time as well.

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For example, if on the Thursday of the first week you have planned a meeting with the boss, mention how long you think it can take. This way you won’t over-schedule or under-schedule certain days.

One pro tip for making to-do lists is to add enough detail to have clarity of what you need to do. However, do not over-complicate them by adding too much information. A hefty to-do list can be intimidating and demotivating.[1]

Step 2: Get in the Mood to Work

You know how there are times when you’re so ready to work – during these times, you can literally get done with the hardest tasks without budging an eye. How does that happen?

Well, it’s all about your mind. If it’s ready to work, you’ll get the boost you need automatically. So, why not put in a small amount of time to prep your mind so that the rest of your workday goes on smoothly? Whatever has been bothering you or keeping you preoccupied, get rid of it.

Let’s say you’re super excited about your birthday that’s coming up in the next week. Do not let it distract you during work. For that, you can start the day with 5 to 10 minutes of meditation. It will also help you practice mindfulness for better focus.

You can also exercise, walk, or run to freshen up your body. Eat a filling breakfast so that you don’t lose your energy until lunchtime.

Another thing you can do to prepare your mind that it’s time to work  is to dress for it. Take a shower, wear comfortable but fresh clothes, spritz some perfume, do your hair, and put on some shoes. Your brain will automatically shift gears and encourage you to work, and this will help you to get things done.

Step 3: Set up Your Space

Your surroundings can work your productivity immensely. Have a well-set workspace. Well-set doesn’t mean it needs to be fancy, but you must have all essentials within reach.

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Things like your laptop, its charger, a snack, water, your to-do list, a pen, notebook, and other necessities should be within reach. Also, add the things that make you feel more comfortable, such as a candle, a table lamp, etc.

On the other hand, distractions should be cleared out. Keep your mobile phone silent or log out of your social media accounts.

Step 4: Get Done With the Hardest Tasks First

There’s this metaphor ‘eating the frog’ and a lot of experts have written books and articles about it. It is a concept to boost productivity which suggests getting done with the most challenging tasks first.[2]

You should implement the same strategy. Prioritize the tasks that need more work over the easier ones. Getting the hardest task out of your way early on in the day will give you a sense of relief.

Once the ‘big’ thing of the day is done, it is way easier to focus your energy on the easier and lesser important jobs. It also gives you a sense of accomplishment, which is the right energy booster you need to get things done.

Also, your energy and motivation are usually the highest at the beginning of the day. So that is the perfect time to push yourself.

Step 5: Delegate What You Can

If you’re familiar with the idea of delegation, you should put it to use. There’s a high chance that you can distribute your workload without compromising the output.

However, if you opt for delegation, make sure to delegate the right tasks only. Only then will you be able to manage more work in a shorter time. Otherwise, you’ll have to spend more time correcting others’ mistakes.

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Step 6: Get Done With the Short and Quick Tasks

This step is the second part of prioritizing your tasks. Once the most challenging job is out of the way, quickly move onto things that you can get done within the shortest time.

This strategy allows you to tick off more in lesser time.

So, for example, let’s say you have 10 tasks for the day and 5 of them are quick and easy things that you can get done within an hour or two. Once you’re done with these tasks, you’ll be left with half of the workload with plenty of time to get it done.

The brain will see it as a win and give you the motivation to push yourself to get done with the rest too.

Step 7: Turn Off Work When You’re Done for the Day

One major part of being able to do things is to keep yourself from getting exhausted. Do not over-burden yourself.

When you’re done for the day, switch off your work side. Even if you were able to manage the tasks of the day earlier than the finishing office time, give yourself that free time.

Relax whenever you can. Treat yourself when you deserve it. Turning off is very important to be able to restart the next day.

Bonus Tips

This was the step-by-step process of doing things. However, amid this process, there are a few other things to keep in mind too. These bonus tips will keep your work morale high throughout.

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Firstly, take care of yourself. There are quite a few things to consider here. You should be fresh, healthy, well-fed, well-slept, and your basics should be covered so that you can focus on your work with your full potential. Unless you’re healthy, you cannot produce useful outputs.[3]

Take enough breaks. Working non-stop is the biggest paradox because a person thinks they’ll get more done by forcing themselves to work every second through the office hours. But it actually drains your mind and body. Once again, you are unable to generate good work. So, give your mind and body a few minutes to refresh after every couple of hours.

Next, have room for flexibility in your to-do lists. An urgent task can always pop-up. Deadlines can be pushed forward for whatever reason. It is expected for things like this to happen. So, if you don’t have the option to reschedule your to-do list, your entire routine will mess up.

Lastly, don’t over-stress. Focus on the task at hand only. Things that are to follow should be thought about when you’re working on them. The task at hand is where your complete attention and time should be going. Being all over the place will only waste your time.

Bottom Line

In conclusion, let’s not forget that we’re all humans. No two humans are the same despite the similar psychic we all have. This step-by-step guide is a general example of how a smooth workday can be planned. However, a few tweaks here and there may help you improve this process even more for yourself.

Feel free to experiment with whatever you think will work best for you. With the general idea behind this step-by-step guide in mind, you can easily find a way to get things done as per your needs. As long as you keep the idea behind each step intact, you can go about it any way you prefer.

So, don’t waste any more time procrastinating or stressing out. Get all your tasks finished promptly by implementing this work strategy for maximum efficiency!

More Tips on Getting Things Done

Featured photo credit: Gabrielle Henderson via unsplash.com

Reference

More by this author

Leon Ho

Founder & CEO of Lifehack

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Last Updated on November 12, 2020

15 Reasons Why You Can’t Achieve Your Goals

15 Reasons Why You Can’t Achieve Your Goals

The truth about many of our failed goals is that we haven’t achieved them because we didn’t know how to set and accomplish goals effectively, rather than having not had enough willpower, determination, or fortitude. There are strings of mistakes standing in our way of accomplished goals. Fortunately for us, we don’t have to fall victim to these mistakes for 2015. There are many common mistakes we make with setting goals, but there are also surefire ways to fix them too.

Goal Setting

1. You make your goals too vague.

Instead of having a vague goal of “going to the gym,” make your goals specific—something like, “run a mile around the indoor track each morning.”

2. You have no way of knowing where you are with your goals.

It’s hard to recognize where you are at reaching your goal if you have no way of measuring where you are with it. Instead, make your goal measurable with questions such as, “how much?” or “how many?” This way, you always know where you stand with your goals.

3. You make your goals impossible to reach.

If it’s impossible of reaching, you’re simply not going to reach for it. Sometimes, our past behavior can predict our future behavior, which means if you have no sign of changing a behavior within a week, don’t set a goal that wants to accomplish that. While you can do many things you set your mind to, it’ll be much easier if you realize your capabilities, and judge your goals from there.

4. You only list your long-term goals.

Long-term goals tend to fizzle out because we’re stuck on the larger view rather than what we need to accomplish in the here and now to get there. Instead, list out all the short-term goals involved with your long-term goal. For instance, if you want to seek a publisher for a book you’ve written, your short-term goals might involve your marketing your writing and writing for more magazines in order to accomplished your goal of publishing. By listing out the short-term goals involved with your long-term goal, you’ll focus more on doing what’s in front of you.

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5. You write your goals as negative statements.

It’s hard to reach a goal that’s worded as, “don’t fall into this stupid trap.” That’s not inspiring, and when you’re first starting out, you need inspiration to stay committed to your goal. Instead, make your goals positive statements, such as, “Be a friend who says yes more” rather than, “Stop being an idiot to your friends.”

6. You leave your goals in your head.

Don’t keep your goals stuck in your head. Write them down somewhere and keep them visible. It’s a way making your goals real and holding yourself accountable for achieving them.

Achieving Goals

7. You only focus on achieving one goal at a time, and you struggle each time.

In order to keep achieving your goals, one right after the others, you need to build the healthy habits to do so. For instance, if you want to write a book, developing a habit of writing each morning. If you want to lose weight and eventually run a marathon, develop a habit of running each morning. Focus on buildign habits, and your other goals in the future will come easier.

Studies show that it takes about 66 days on average to change or develop a habit.[1] If you focus on forming one habit every 66 days, that’ll get you closer to accomplishing your goals, and you’ll also build the capability to achieve more and more goals later on with the help of your newly formed habits.

8. You live in an environment that doesn’t support your goals.

Gary Keller and Jay Papasan in their book, The One Thing, state that environments are made up of people and places. They state that these two factors must line up to support your goals. Otherwise, they would cause friction to your goals. So make sure the people who surround you and your location both add something to your goals rather than take away from them.

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9. You get stuck on the end result with your goals.

James Clear brilliantly suggests that our focus should be on the systems we implement to reach our goals rather than the actual end result. For instance, if you’re trying to be healthier with your diet, focus more on sticking to your diet plan rather than on your desired end result. It’ll keep you more concentrated on what’s right in front of you rather than what’s up in the sky.

Keeping Motivated

10. You get discouraged with your mess-ups.

When I wake up each morning, I focus all my effort in building a small-win for myself. Why? Because we need confidence and momentum if we want to keep plowing through the obstacles of accomplishing our goals. Starting my day with small wins helps me forget what mess-ups I had yesterday, and be able to reset.

Your win can be as small as getting out of bed to writing a paragraph in your book. Whatever the case may be, highlight the victories when they come along, and don’t pay much attention to whatever mess-ups happened yesterday.

11. You downplay your wins.

When a win comes along, don’t downplay it or be too humble about it. Instead, make it a big deal. Celebrate each time you get closer to your goal with either a party or quality time doing what you love.

12. You get discouraged by all the work you have to do for your goals.

What happens when you focus on everything that’s in front of you is that you can lose sight of the big picture—what you’re actually doing this for and why you want to achieve it. By learning how to filter the big picture through your every day small goals, you’ll be able to keep your motivation for the long haul. Never let go of the big picture.

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13. You waste your downtime.

When I take a break, I usually fill my downtime with activities that further me toward my goals. For instance, I listen to podcasts about writing or entrepreneurship during my lunch times. This keeps my mind focused on the goal, and also utilizes my downtime with motivation to keep trying for my goals.

Wondering what you can do during your downtime? Here’re 20 Productive Ways to Use the Time.

14. You have no system of accountability.

If you announce your goal publicly, or promise to offer something to people, those people suddenly depend on your accomplishment. They are suddenly concerned for your goals, and help make sure you achieve them. Don’t see this as a burden. Instead, use it to fuel your hard work. Have people depend on you and you’ll be motivated to not let them down.

15. You fall victim to all your negative behaviors you’re trying to avoid with your goals.

Instead of making a “to-do” list, make a list of all the behaviors, patterns, and thinking you need to avoid if you ever want to reach your goal. For instance, you might want to chart down, “avoid Netflix” or “don’t think negatively about my capability.” By doing this, you’ll have a visible reminder of all the behavior you need to avoid in order to accomplish your goals. But make sure you balance this list out with your goals listed as positive statements.

How To Stop Failing Your Goal?

If you want to stop failing your goal and finally reach it, don’t miss these actionable tips explained by Jade in this episode of The Lifehack Show:

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Bottom Line

Overcoming our mistakes is the first step to building healthy systems for our goals. If you find one of these cogs jamming the gears to your goal-setting system, I hope you follow these solutions to keep your system healthy and able to churn out more goals.

Make this year where you finally achieve what you’ve only dreamed of.

More Goal Getting Tips

Featured photo credit: NORTHFOLK via unsplash.com

Reference

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