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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 20, 2018

    7 Powerful Questions To Find Out What You Want To Do With Your Life

    7 Powerful Questions To Find Out What You Want To Do With Your Life

    What do I want to do with my life? It’s a question all of us think about at one point or another.

    For some, the answer comes easily. For others, it takes a lifetime to figure out.

    It’s easy to just go through the motions and continue to do what’s comfortable and familiar. But for those of you who seek fulfillment, who want to do more, these questions will help you paint a clearer picture of what you want to do with your life.

    1. What are the things I’m most passionate about?

    The first step to living a more fulfilling life is to think about the things that you’re passionate about.

    What do you love? What fulfills you? What “work” do you do that doesn’t feel like work? Maybe you enjoy writing, maybe you love working with animals or maybe you have a knack for photography.

    The point is, figure out what you love doing, then do more of it.

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    2. What are my greatest accomplishments in life so far?

    Think about your past experiences and the things in your life you’re most proud of.

    How did those accomplishments make you feel? Pretty darn good, right? So why not try and emulate those experiences and feelings?

    If you ran a marathon once and loved the feeling you had afterwards, start training for another one. If your child grew up to be a star athlete or musician because of your teachings, then be a coach or mentor for other kids.

    Continue to do the things that have been most fulfilling for you.

    3. If my life had absolutely no limits, what would I choose to have and what would I choose to do?

    Here’s a cool exercise: Think about what you would do if you had no limits.

    If you had all the money and time in the world, where would you go? What would you do? Who would you spend time with?

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    These answers can help you figure out what you want to do with your life. It doesn’t mean you need millions of dollars to be happy though.

    What it does mean is answering these questions will help you set goals to reach certain milestones and create a path toward happiness and fulfillment. Which leads to our next question …

    4. What are my goals in life?

    Goals are a necessary component to set you up for a happy future. So answer these questions:

    Once you figure out the answers to each of these, you’ll have a much better idea of what you should do with your life.

    5. Whom do I admire most in the world?

    Following the path of successful people can set you up for success.

    Think about the people you respect and admire most. What are their best qualities? Why do you respect them? What can you learn from them?

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    You’re the average of the 5 people you spend the most time with.[1] So don’t waste your time with people who hold you back from achieving your dreams.

    Spend more time with happy, successful, optimistic people and you’ll become one of them.

    6. What do I not like to do?

    An important part of figuring out what you want to do with your life is honestly assessing what you don’t want to do.

    What are the things you despise? What bugs you the most about your current job?

    Maybe you hate meetings even though you sit through 6 hours of them every day. If that’s the case, find a job where you can work more independently.

    The point is, if you want something to change in your life, you need to take action. Which leads to our final question …

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    7. How hard am I willing to work to get what I want?

    Great accomplishments never come easy. If you want to do great things with your life, you’re going to have to make a great effort. That will probably mean putting in more hours the average person, getting outside your comfort zone and learning as much as you can to achieve as much as you can.

    But here’s the cool part: it’s often the journey that is the most fulfilling part. It’s during these seemingly small, insignificant moments that you’ll often find that “aha” moments that helps you answer the question,

    “What do I want to do with my life?”

    So take the first step toward improving your life. You won’t regret it.

    Featured photo credit: Andrew Ly via unsplash.com

    Reference

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