Advertising
Advertising

Back to Basics: Processing

Back to Basics: Processing

Your Inbox

    In my first installment of “Back to Basics”, I discussed the importance of your inbox – a single place for collecting all of your inputs for processing. In this installment, we’ll discuss the processing itself – how to turn inputs into action.

    In principle, processing is simple. All it means is making a decision about what to do with every piece of information that enters your life. In practice, it’s actually very hard, mostly because with a few exceptions, we aren’t usually ready to make those decisions – or to make the commitment to act that decision-making implies.

    Advertising

    There are really only a handful of decisions you can make about an input:

    • you can delete it. It’s unimportant – junk mail, information you already have, reminders of tasks already completed, etc.
    • You can redirect it. If there is another person the task or information would be better suited for, forward it to them.
    • You can archive it. Anything you don’t need now but will likely need in the future – a business card or address, a vendor’s brochure, an article from a magazine – can be filed away for future reference.
    • You can record it. Information you might need again but don’t need in it’s original form can be extracted and entered into a note-taking program, your contact manager, a notebook, etc. and the original deleted/thrown away.
    • You can do it. Some inputs require immediate action and can be done at once.
    • You can schedule it. Some inputs require action but not immediately – block out a suitable length of time in your calendar to do them.
    • You can defer it. When an input requires action but you are unable to take that action, you have to defer it to later.

    Given the limited number of possible choices, it should be a relatively easy thing to power through your inbox, extract the information you need, file things away, add a few items to your todo list or your calendar, drop a few things into your outbox, and get on with things.

    But it’s not. We get hung up on things, mostly because of those pesky “defer” inputs – things we know we should do something about but can’t, for several reasons:

    Advertising

    • Lack of information: You don’t know enough to figure out what to do with something.
    • Lack of resources: You know what you should do, but you don’t have everything you need to do it – money, time, equipment, manpower, etc.
    • Lack of urgency: You know what to do and could do it, but it’s not important to do it right now so you put it off.
    • Lack of authority: You are ready, willing, and able to make a decision, but don’t feel empowered to act on that decision.

    The typical pattern where any of these barriers apply is to pick something up out of your inbox, look at it, recognize that you lack something important – information, resources, urgency, or authority – to act on it, and then: you drop it back into our inbox!

    Don’t do that.

    If you’re ever going to keep on top of everything and keep your inputs from overwhelming you, it’s important to break that habit. Which means you need to change the way you think about processing and about the decisions and actions processing entails.

    Advertising

    When an item hits your inbox that you’re not able to deal with immediately, it becomes a project – an outcome that will take several steps to accomplish. And the first step in that project is to solve the problem, to fill the lack that’s preventing you from completing the task.

    In order to avoid putting things back into your inbox, you need a place to keep pending projects. This could be an accordion file on your desk, or a filing cabinet drawer for live files. You also need a way to keep track of things – a project list with pointers to the pending file.

    And you need to add whatever action you need to take to make it possible to act to your todo list. “Get list of potential team members from HR for Build Team”; “Look up how to find a reliable drywall installer for Fix Hole in Kitchen Wall”; “Set appointment with VP of Marketing to discuss possible action on partnership offer for Movie Tie-In Offer”; “Read Lifehack’s Back to Basics series for Figure Out How to Process my Inbox”.

    Advertising

    This isn’t all that hard – I label a file with the project name, and I tag actions in my todo list with “for [Project Name]”. And I keep a list of active projects in my notebook. Give yourself permission to reuse the heck out of your folders – you don’t need any excuse to think of something as “too small” to be considered a project. If it’s not something you could sit down and do right now, it’s a project.

    Processing isn’t hard, but it takes some discipline and some clear-thinking time. Discipline because it’s easy to get distracted and easy to put off making a decision for things that you can’t do right now. Clear-thinking time because you ultimately do need to make a decision, and you can’t do that with a thousand other things on your mind.

    So I recommend scheduling a few 15-minute (or longer) blocks of time for processing your inbox throughout the day. Close the door (if you have a door) and get into the “processing zone”. Have your file folders, label-maker (if you use one – it seems silly, but it’s quite a help in getting into the right mindset), your todo list, and a pen handy. Do the same thing at home – set aside a few minutes every day or so to process everything.

    How many times you do this a day depends on your particular situation – keep an eye on your inbox for a few days and see how often it fills up and how urgent the items that come into your inbox are likely to be. For most people, once in the morning and once about an hour before you leave work is enough, and possibly once around lunchtime. If your inbox gets full particularly fast, you may need more than 15 minutes. The trick is to find a frequency and amount of time that leaves you as free as possible to do your actual work the rest of the time.

    And do keep yourself free the rest of the time. Don’t respond to each item as it hits your inbox.  You may as well not have an inbox at all if you’re going to give the world permission to interrupt whatever you’re doing at any time and place whatever they think is important in front of your face. That way madness doth lie!

    More by this author

    Building Relationships: 11 Rules for Self-Promotion How to Become an Expert (And Spot out One Nearby) The Importance of Reminders (And How to Make a Reminder That Works) Is Procrastination Bad? The Truth About Procrastination Revealed Back to Basics: Your Calendar

    Trending in Featured

    1 How to Get out of a Rut: 12 Useful Ways to Get Unstuck 2 15 Ways to Cultivate Lifelong Learning for a Sharper Brain 3 How to Get Promoted When You Feel Stuck in Your Current Position 4 Building Relationships: 11 Rules for Self-Promotion 5 7 Steps For Making a New Year’s Resolution and Keeping It

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

    Advertising

    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

    Advertising

    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

    Advertising

    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

    Advertising

    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

    Read Next