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Timeslicing for Humans

Timeslicing for Humans

I’m wired wrong. I’ll be the first to admit it. To be in the Getting Things Done crowd, I’m supposed to blissfully work along on a project until I’ve completed all the next actions, pausing one might assume, for lunch and bathroom breaks. Not me. I can’t do it. I need chunking.

Computer processors can work on lots of things at a time by taking chunks of resources and throwing them at various requirements a little bit at a time, right? When you eat dinner, most of you eat a little of everything on the plate, not one category of food at a time. Why not approach your projects that way? There are some pitfalls to consider, and some adjustments that must be made. Here’s a method to consider.

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  • List the Projects Out Clearly– I’m into 3×5 cards right now. I take a Sharpie and write out the titles of the projects I’m working on, and then I line them up on my cork board in a nice row. Up there right now are: record ___ podcast, finish audio edit of interview, do Jean’s picture, edit Father’s Day movie, and a few more (14, sadly). Each one has a card. Each one has room to add another card for the next step.
  • List the next actions for all these projects– Be realistic. List a few hours’ worth on a separate card for each project. So, if you’ve got 14 cards with project names, take 14 more 3×5 cards and put on each one individually everything you COULD work on with regards to that project for the next two hours.
  • Get a timer– You can use a manual digital timer ($5 at most big box stores), or an online-style timer. Set it for 20 minutes.
  • Map your time– If you have two hours to get things done, map the following: 20 minutes for work, 5 minutes to switch. Get as many iterations of that into two hours. If I did my math right, that’s five iterations of 20 minutes, and four iterations of 5 minutes. Our minds take five minutes to switch and re-engage between tasks of any decent level of complexity. By building this into your plan, you properly account for it. Now, take another 10 minutes out for fidgeting, getting up to use the bathroom, etc. Make it four iterations of 20 minutes, and six iterations of 5. Now you’re good.
  • Plot the map– Write down what you’re doing in the 20 minute spots.

    20- record podcast
    20- edit Jean’s photo
    20- finish audio
    20- fix old podcast

  • Do your work– Now, just execute against those two hours that you’ve set aside to do work, realizing that you’ve got four projects you can tackle bits of in those 20 minutes, and start picking off those next actions.

The purpose of this exercise is to say that you don’t have to work on projects in the start-to-finish approach mindset. You can, instead, chunk things up in a way that matches the way your brain works. The optimum amount of time someone focuses on anything is between 25-30 minutes (I read that once with regards to giving presentations and training classes). To that end, give yourself breaks.

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Yes, it looks a little less productive on paper when I tell you that every 2 hours really only yields 80 minutes of work. But really, if you examine your own situation, isn’t that true of what you’re doing now? Even if you work on one project linearly, aren’t you giving it 20 minute or so bursts, and then getting up for a stretch and a cup of coffee? So, in either case, you now can better allot your time.

Appropriately estimating time is a Top 3 complaint with regards to project management “lessons learned” reviews. Get ahead in this game whether you’re a project manager or an individual contributor by realizing how people work optimally. If you’re the individual contributor, and if the projects aren’t even your day job, feel free to play around with the idea of slicing your attention between projects.

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The results might be surprising.

–Chris Brogan slices time all day long. Last night, he sliced up a new podcast entitled “Sounds of BarCamp Boston,” and you can listen to it at Grasshopper Factory. There are some new tips posted on minimizing web surfing over at [chrisbrogan.com]. Stop by.

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Last Updated on September 16, 2019

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

1. Break Your Work into Little Steps

Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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  • (1) Research
  • (2) Deciding the topic
  • (3) Creating the outline
  • (4) Drafting the content
  • (5) Writing Chapters #1 to #10,
  • (6) Revision
  • (7) etc.

Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

2. Change Your Environment

Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

3. Create a Detailed Timeline with Specific Deadlines

Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

4. Eliminate Your Procrastination Pit-Stops

If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

5. Hang out with People Who Inspire You to Take Action

I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

6. Get a Buddy

Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

7. Tell Others About Your Goals

This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

8. Seek out Someone Who Has Already Achieved the Outcome

What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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9. Re-Clarify Your Goals

If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

10. Stop Over-Complicating Things

Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

11. Get a Grip and Just Do It

At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

Reality check:

I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

More About Procrastination

Featured photo credit: Malvestida Magazine via unsplash.com

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