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15 Tips for Surviving a Task Explosion

15 Tips for Surviving a Task Explosion
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    A task explosion happens when you are suddenly faced with more tasks than you are used to. I’ve faced many times where you suddenly need to handle twice as much work, with twice the pressure. Stress levels rise, and you might feel about ready to snap.

    I’ve prepared a survival list of things to do when you get caught in the middle of a task explosion. Hopefully these tips can help you get a bit more done, and keep you from pulling the hair out of your head.

    1. Stop and Think – When the explosion hits, you are probably still reeling from the impact, unsure what to do. Working randomly is about the worst plan to use, since you may accomplish less critical tasks when big problems lie in the background.
    2. Know What You’re Prepared to Leave Behind – After you’ve paused yourself, it is time to assess your priorities. Ask yourself what you’ll need to give up if the time starts ticking down. Anything that isn’t crucial needs to be pushed back.
    3. Begin Immediately – As soon as you’ve decided what is most important, get working. Some people react to a task explosion by procrastinating or working on something easy. If that is your case, plan your next step and take action right away.
    4. Shuffle Work – A sudden doubling of your workload doesn’t give you much time to adapt. When this happens to me, I make sure I shuffle my work in 60-90 minute chunks so I don’t get overtired. Shuffling means placing tasks that use different skills after each other. Do reading tasks for sixty minutes then switch to one that involves writing or communicating. This will allow you to work longer and harder.
    5. Are You Heading for a Nuclear Winter? – Is this task explosion temporary or is it going to be a permanent adjustment. If you think that this explosion might have a long-term impact, it’s a good idea to assess your life in general. What commitments need to be dropped in order for you to survive?
    6. Useful Laziness – Taking breaks is a good idea if your explosion will last weeks or months. The key is to make sure that your rest counts. How often do you plan to relax but end up wasting your energy on something trivial? Decide what really rejuvenates you and spend your short breaks doing that.
    7. Morning Boost – If you know you have a few days with mountains of work ahead, sleep a bit earlier and wake up earlier. When you start your morning early, you are more likely to begin with full force. That momentum will carry you throughout the day so by noon you’ve already got your most important tasks done.
    8. Eat Light – Digestion eats up a huge amount of energy (no pun intended). A good way to keep your energy levels high is to eat water-rich vegetables and low fat foods. Stuffing your face with a burger and fries is only going to slow you down.
    9. List Everything – A mile is only a bunch of feet strung together. If you list everything that needs to be done, you will feel more confident that you can handle it. The listing process helps take the vague, amorphous blob of work and turns it into bite-sized pieces.
    10. Unplug – If the task-explosion injures you, distractions will finish you off. Unplug the phone, internet or computer if you don’t need them that moment. The more noise you have to fight through the harder it will be to focus. Even if the silence is uncomfortable for the first few minutes, you can speed up to a quick flow.
    11. Breakdown Delegation – If you’re working with a team, cut the work into large chunks and quickly discuss what needs to be done in each. Interpersonal communication should only happen when strictly necessary. Get everyone to stand up if you need to hold a meeting as that should pick up the pace.
    12. Reward Later, Work Now – Find something that can motivate you for the next few hours. Agree to give yourself a reward when you finish your work. The reward doesn’t need to be huge, but even a twenty minute break to do something enjoyable can do the trick. Don’t give yourself the reward first with the expectation to work afterwards! You’ve got your psychology backwards there as it will be just as hard to quit procrastinating after you’ve taken a break.
    13. Find Shortcuts – Almost any activity has shortcuts if you look at it broadly enough. Find ways you can cut corners and get things done faster to keep up with demand. Shortcuts might not be advisable when you’ve got time to focus on quality, but if time is against you, do what you need to do.
    14. Weigh Consequences – Sometimes you need to take a little pain to avoid a lot of pain. Look at the consequences for not following through on different commitments. If you feel you can’t handle every commitment, find the ones that will give the least pain and break them. It might be the only way to avoid a huge failure because you didn’t manage your time.
    15. Exercise – Many people, when they face a task explosion cut exercise first. This might be fine if your explosion lasts only a day or two. But if your workload overload spans weeks and months, this will only hurt you. Exercise helps you sustain high energy levels for working, even if you can only do a 30 minute power workout.

    More by this author

    Scott H Young

    Scott is obsessed with personal development. For the last ten years, he's been experimenting to find out how to learn and think better.

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    Last Updated on November 18, 2020

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
    Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

    1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
    2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
    3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
    4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
    5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
    6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
    7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
    8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
    9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
    10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
    11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
    12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
    13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
    14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
    15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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