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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 September 18, 2020

    13 Helping Points When Things Don’t Go Your Way

    13 Helping Points When Things Don’t Go Your Way

    For the original article by Celestine: 13 Helping Points When Things Don’t Go Your Way

    “We all have problems. The way we solve them is what makes us different.” ~Unknown

    “It’s not stress that kills us, it is our reaction to it.” – Hans Selye

    Have you ever experienced moments when things just don’t go your way? For example, losing your keys, accidentally spilling your drink, waking up late, missing your buses/trains, forgetting to bring your things, and so on?

    You’re not alone. All of us, myself included, experience times when things don’t go as we expect.

    Here is my guide on how to deal with daily setbacks.

    1. Take a step back and evaluate

    When something bad happens, take a step back and evaluate the situation. Some questions to ask yourself:

    1. What is the problem?
    2. Are you the only person facing this problem in the world today?
    3. How does this problem look like at an individual level? A national level? On a global scale?
    4. What’s the worst possible thing that can happen to you as a result of this?
    5. How is it going to impact your life in the next 1 year? 5 years? 10 years?

    Doing this exercise is not to undermine the problem or disclaiming responsibility, but to consider different perspectives, so you can adopt the best approach for it. Most problems we encounter daily may seem like huge issues when they crop up, but most, if not all, don’t have much impact in our life beyond that day.

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    2. Vent if you have to, but don’t linger on the problem

    If you feel very frustrated and need to let off some steam, go ahead and do that. Talk to a friend, complain, crib about it, or scream at the top of your lungs if it makes you happy.

    At the same time, don’t get caught up with venting. While venting may temporarily relieve yourself, it’s not going to solve the problem ultimately. You don’t want to be an energy vampire.

    Vent if there’s a need to, but do it for 15 to 20 minutes. Then move on.

    3. Realize there are others out there facing this too

    Even though the situation may be frustrating, you’re not alone. Remember there are almost 7 billion people in the world today, and chances are that other people have faced the same thing before too. Knowing it’s not just you helps you to get out of a self-victimizing mindset.

    4. Process your thoughts/emotions

    Process your thoughts/emotions with any of the four methods:

    1. Journal. Write your unhappiness in a private diary or in your blog. It doesn’t have to be formal at all – it can be a brain dump on rough paper or new word document. Delete after you are done.
    2. Audio taping. Record yourself as you talk out what’s on your mind. Tools include tape recorder, your PC (Audacity is a freeware for recording/editing audio) and your mobile (most mobiles today have audio recording functions). You can even use your voice mail for this. Just talking helps you to gain awareness of your emotions. After recording, play back and listen to what you said. You might find it quite revealing.
    3. Meditation. At its simplest form, meditation is just sitting/lying still and observing your reality as it is – including your thoughts and emotions. Some think that it involves some complex mambo-jumbo, but it doesn’t.
    4. Talking to someone. Talking about it with someone helps you work through the issue. It also gets you an alternate viewpoint and consider it from a different angle.

    5. Acknowledge your thoughts

    Don’t resist your thoughts, but acknowledge them. This includes both positive and negative thoughts.

    By acknowledging, I mean recognizing these thoughts exist. So if say, you have a thought that says, “Wow, I’m so stupid!”, acknowledge that. If you have a thought that says, “I can’t believe this is happening to me again”, acknowledge that as well.

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    Know that acknowledging the thoughts doesn’t mean you agree with them. It’s simply recognizing the existence of said thoughts so that you can stop resisting yourself and focus on the situation on hand.

    6. Give yourself a break

    If you’re very stressed out by the situation, and the problem is not time sensitive, then give yourself a break. Take a walk, listen to some music, watch a movie, or get some sleep. When you’re done, you should feel a lot more revitalized to deal with the situation.

    7. Uncover what you’re really upset about

    A lot of times, the anger we feel isn’t about the world. You may start off feeling angry at someone or something, but at the depth of it, it’s anger toward yourself.

    Uncover the root of your anger. I have written a five part anger management series on how to permanently overcome anger.

    After that, ask yourself: How can you improve the situation? Go to Step #9, where you define your actionable steps. Our anger comes from not having control on the situation. Sitting there and feeling infuriated is not going to change the situation. The more action we take, the more we will regain control over the situation, the better we will feel.

    8. See this as an obstacle to be overcome

    As Helen Keller once said,

    “Character cannot be developed in ease and quiet. Only through experiences of trial and suffering can the soul be strengthened, vision cleared, ambition inspired and success achieved.”

    Whatever you’re facing right now, see it as an obstacle to be overcome. In every worthy endeavor, there’ll always be countless obstacles that emerge along the way. These obstacles are what separate the people who make it, and those who don’t. If you’re able to push through and overcome them, you’ll emerge a stronger person than before. It’ll be harder for anything to get you down in the future.

    9. Analyze the situation – Focus on actionable steps

    In every setback, there are going to be things that can’t be reversed since they have already occurred. You want to focus on things that can still be changed (salvageable) vs. things that have already happened and can’t be changed. The only time the situation changes is when you take steps to improve it. Rather than cry over spilt milk, work through your situation:

    1. What’s the situation?
    2. What’s stressing you about this situation?
    3. What are the next steps that’ll help you resolve them?
    4. Take action on your next steps!

    After you have identified your next steps, act on them. The key here is to focus on the actionable steps, not the inactionable steps. It’s about regaining control over the situation through direct action.

    10. Identify how it occurred (so it won’t occur again next time)

    A lot of times we react to our problems. The problem occurs, and we try to make the best out of what has happened within the context. While developing a healthy coping mechanism is important (which is what the other helping points are on), it’s also equally important, if not more, to understand how the problem arose. This way, you can work on preventing it from taking place next time, vs. dealing reactively with it.

    Most of us probably think the problem is outside of our control, but reality is most of the times it’s fully preventable. It’s just a matter of how much responsibility you take over the problem.

    For example, for someone who can’t get a cab for work in the morning, he/she may see the problem as a lack of cabs in the country, or bad luck. However, if you trace to the root of the problem, it’s probably more to do with (a) Having unrealistic expectations of the length of time to get a cab. He/she should budget more time for waiting for a cab next time. (b) Oversleeping, because he/she was too tired from working late the previous day. He/she should allocate enough time for rest next time. He/she should also pick up better time management skills, so as to finish work in lesser time.

    11. Realize the situation can be a lot worse

    No matter how bad the situation is, it can always be much worse. A plus point vs. negative point analysis will help you realize that.

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    12. Do your best, but don’t kill yourself over it

    No matter how bad your situation may seem, do your best, but don’t kill yourself over it. Life is too beautiful to worry so much over daily issues. Take a step back (#1), give yourself a break if you need to (#6), and do what you can within your means (#9). Everything else will unfold accordingly. Worrying too much about the outcome isn’t going to change things or make your life any better.

    13. Pick out the learning points from the encounter

    There’s something to learn from every encounter. What have you learned from this situation? What lessons have you taken away?

    After you identify your learning points, think about how you’re going to apply them moving forward. With this, you’ve clearly gained something from this encounter. You’ve walked away a stronger, wiser, better person, with more life lessons to draw from in the future.

    Get the manifesto version of this article: [Manifesto] What To Do When Things Don’t Go Your Way

    Featured photo credit: Alice Donovan Rouse via unsplash.com

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