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8 Ways to Translate Tasks

8 Ways to Translate Tasks

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    Emails. Memos. Project descriptions. It’s not uncommon to have a stack of communications each day that we have to translate into tasks that we can actually make a little progress on. It’s a skill that is becoming more and more important if you want to actually maintain a reasonable level of productivity. Even if you plan to say ‘no’ to any of the requests coming your way, you still have to identify them first.

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    1. Scan for requests
      More than a few people will bury their requests in polite communications. In between questions about your family and catching you up on what’s actually been done of a project, they’ll slip in something along the lines of “I need you to…” or “Could you…” or “Please take care of…” These words are like tags, noting what part of a particular memo or email is actually the task you need to complete. Jump right to them and skip all the long lead-ins in order to process requests faster.
    2. Look for action verbs
      Not everyone uses the phrases that make requests easy to identify. Stating the specific task is equally common — and such statements can typically be found by scanning a document for action verbs. Some action verbs can translate into big projects — or are difficult to actually translate into a task. Action verbs are easy to find but aren’t easy to act on.
    3. Take the sender into account
      Comprehending just what someone’s asking you to do is an issue of context. While it’s nice to think that we can just flip through a list of email messages and pluck out tasks with ease, the fact of the matter is that you have to at least read who sent you each message to provide the context of what the message means. After all, if your mom asks you to help her with a website, the request means something far different than if your supervisor asks you to help her with a website.
    4. Find the first step
      For the larger projects that get dropped on your desk, don’t bother trying to plan out a whole time line immediately. That, in and of itself, is easily a large task. Instead, identify the first step you really need to take and make a note that planning out the rest of your approach is also on your to-do list. There’s not always an easy way to identify a first task immediately, but if you routinely work on similar projects, you can probably guess what the first step will be on your next assignment.
    5. Process first
      There’s some debate over whether you should try to accomplish small tasks as you become aware of them. Personally, I stick to processing all but the smallest tasks first. For instance, as I read my email, I generally make a note of what I need to do to take care of whatever question, problem or specific task I find in my emails. I can process faster when I’m not stopping to complete minor tasks.
    6. Get everything in one inbox
      Even if you have to move around messages yourself having one inbox where you can sort through everything can make it easier to extract information from all the emails, documents and more that get passed your way. It especially helps you see when you’re getting the same request through different channels, minimizing the chance you’ll duplicate your work. Even if you’re just picking up a pile of papers and moving them to your physical inbox, you can help speed up the time it takes to process this sort of information, just by having it all in one place.
    7. Ask for clarification
      One of the few things I will do while processing new tasks is to get any necessary clarification. If there’s anything at all that confuses me, I immediately send an email requesting any necessary details or clarifications so that I can be sure that I’m adding the right task to my list. If you’re not sure that you’re correctly interpreting a message, go ahead and confirm you’re thinking the right way: send back an email restating the task and ask for a little confirmation.
    8. Avoid skipping complicated questions
      Skipping an email or memo and promising to come back to it later is an easy way to make sure something slips between the cracks. Rather than avoiding complicated requests or tasks, get them out of your inbox now. That doesn’t mean that you have to figure them out, though — if it’s taking forever to try and figure out just what’s being asked for you, ask for a clarification. You can even turn down the request if that’s a better option. Either way, though, don’t put it off until a later that will never come.

    There’s one bonus tip I can offer: make the emails and memos you send to others easy to translate into tasks. While it may not help you complete your own tasks, making the effort to streamline others’ efforts means that you can minimize back-and-forths about what a colleague really needs to accomplish. It will save you more time than you might expect and might just convince someone else to communicate tasks more clearly as well.

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    If you have any tips on processing all the communications that cross our desks into actions we can actually move forward on our tasks, please share them in the comments.

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    Last Updated on July 3, 2020

    30 Small Habits To Lead A More Peaceful Life

    30 Small Habits To Lead A More Peaceful Life

    In today’s world, true peace must come from within us and our own actions. Here are 30 small things you can do on a regular basis to increase your overall sense of harmony, peace, and well-being:

    1. Don’t go to every fight you’re invited to

    Particularly when you’re around those who thrive on chaos, be willing to decline the invitation to join in on the drama.

    2. Focus on your breath

    Throughout the day, stop to take a few deep breaths. Keep stress at bay with techniques such as “square breathing.” Breathe in for four counts, hold for four counts, then out for four counts, and hold again for four counts. Repeat this cycle four times.

    3. Get organized and purge old items

    A cluttered space often creates a cluttered spirit. Take the time to get rid of anything you haven’t used in a year and invest in organizational systems that help you sustain a level of neatness.

    4. Stop yourself from being judgmental

    Whenever you are tempted to have an opinion about someone else’s life, check your intentions. Judging others creates and promotes negative energy.

    5. Say ‘thank you’ early and often

    Start and end each day with an attitude of gratitude. Look for opportunities in your daily routine and interactions to express appreciation.

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    6. Smile more

    Even if you have to “fake it until you make it,” there are many scientific benefits of smiling and laughing. Also, pay attention to your facial expression when you are doing neutral activities such as driving and walking. Turn that frown upside down!

    7. Don’t worry about the future

    As difficult as this sounds, there is a direct connection between staying in the present and living a more peaceful life. You cannot control the future. As the old proverb goes, “Worry is like a rocking chair. It gives you something to do, but it won’t get you anywhere.” Practice gently bringing your thoughts back to the present.

    8. Eat real food

    The closer the food is to the state from which it came from the earth, the better you will feel in eating it. Choose foods that grew from a plant over food that was made in a plant.

    9. Choose being happy over being right

    Too often, we sacrifice inner peace in order to make a point. It’s rarely worth it.

    10. Keep technology out of the bedroom

    Many studies, such as one conducted by Brigham and Women’s Hospital, have connected blue light of electronic devices before bed to adverse sleep and overall health. To make matters worse, many people report that they cannot resist checking email and social media when their cell phone is in reach of their bed, regardless of the time.

    11. Make use of filtering features on social media

    You may not want to “unfriend” someone completely, however you can choose whether you want to follow their posts and/or the sources of information that they share.

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    12. Get comfortable with silence

    When you picture someone who is the ultimate state of peace, typically they aren’t talking.

    13. Listen to understand, not to respond

    So often in conversations, we use our ears to give us cues about when it is our turn to say what we want to say. Practice active listening, ask questions, process, then speak.

    14. Put your troubles in a bubble

    Whenever you start to feel anxious, visualize the situation being wrapped in a bubble and then picture that sphere floating away.

    15. Speak more slowly

    Often a lack of peace manifests itself in fast or clipped speech. Take a breath, slow down, and let your thoughtful consideration drive your words.

    16. Don’t procrastinate

    Nothing adds stress to our lives like waiting until the last minute.

    17. Buy a coloring book

    Mandala coloring books for adults are becoming more popular because of their connection to creating inner peace.

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    18. Prioritize yourself

    You are the only person who you are guaranteed to live with 24 hours a day for the rest of your life.

    19. Forgive others

    Holding a grudge is hurting you exponentially more than anyone else. Let it go.

    20. Check your expectations

    Presumption often leads to drama. Remember the old saying, “Expectations are premeditated resentments.”

    21. Engage in active play

    Let your inner child come out and have some fun. Jump, dance, play, and pretend!

    22. Stop criticizing yourself

    The world is a hard enough place with more than enough critics. Your life is not served well by being one of them.

    23. Focus your energy and attention on what you want

    Thoughts, words, and actions all create energy. Energy attracts like energy. Put out what you want to get back.

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    24. Assign yourself “complaint free” days.

    Make a conscious decision not to complain about anything for a whole day. It might be harder than you think and the awareness will stick with you.

    25. Surround yourself with people you truly enjoy being in the company of

    Personalities tend to be contagious, and not everyone’s is worth catching. Be judicious in your choices.

    26. Manage your money

    Financial concerns rank top on the list of what causes people stress. Take the time each month to do a budget, calculate what you actually spend and sanity check that against the money you have coming in.

    27. Stop trying to control everything

    Not only is your inner control freak sabotaging your sense of peace, it is also likely getting in the way of external relationships as well.

    28. Practice affirmations

    Repeat positive phrases that depict the life and qualities you want to attract. It may not come naturally to you, but it works.

    29. Get up before sunrise

    Personally witnessing the dawn brings a unique sense of awe and appreciation for life.

    30. Be yourself

    Nothing creates more inner discord than trying to be something other than who we really are. Authenticity breeds happiness.

    Featured photo credit: man watching sunrise via stokpic.com

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