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10 Tips to Make Decisions Quickly Like a Ninja

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10 Tips to Make Decisions Quickly Like a Ninja

How are you in decision making? Do you spend a long time thinking over every single decision, because you are afraid of making the wrong choice? Do you feel a need to analyze every single option before you come to a conclusion?

If so, congratulations — you “suffer” from analysis paralysis. Analysis paralysis is the state of over-thinking about a decision, to the point where a choice never gets made, thereby creating a paralyzed state of inaction.

As much as I’ve no problems making major life decisions quickly and precisely (I took less than a few months to realize my life purpose, a month to realize my boyfriend (now husband) is the one for me, and less than two months to decide to quit my day job to start my business), I used to suck at simple, daily decisions. From buying an external hard disk, to choosing the color to get for my new lip gloss, to deciding what to have for lunch or dinner, these were the little decisions which could leave me stumped for a good 15 minutes.

Needless to say, such indecisiveness would drain me of my time and energy. I would feel panicky over having to pick the “right” option and would get “stuck” with decision making. What should rightfully be simple decisions would explode into complicated messes as I would hunt down all options and mull over them obsessively — hence making it near impossible to arrive at any decision.

This was in the past though. Today, I’m prompt with both small and large decisions. This guide shares 10 key tips that I applied to break out of analysis paralysis. Tips #1, #3, #5, #6, and #7 have been particularly crucial for me.

Tip #1. Differentiate Between Big and Small Decisions

Firstly, differentiate between big and small decisions. Then, give them the attention they deserve based on their importance.

A big part of my analysis paralysis in the past came from treating all decisions as if they were life altering when really, they weren’t. While my meticulousness helped with life decisions like finding my soulmate and discovering my life path, it was very draining with other decisions because I would invest much time and energy in them even though they didn’t warrant the effort.

Are you stumped by a decision right now? Ask yourself:

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  1. How important is this decision?
  2. Will the outcome of this decision make a difference a year from now?
  3. What’s the worst thing that can happen from this?

Give a decision only the time and effort that it deserves, based on its importance.

If the decision isn’t going to make any major difference to your life in a year’s time and there are no serious consequences that will come out of it (e.g., picking the wrong color for your post-it notes), then it is a small decision. Chill and let go. Spend as little time and effort as you can to nail it.

If a decision will create major impact in your life even after a year and there are serious implications from making the wrong choice (e.g., marrying someone you no longer feel right about), then that’s a big decision. Set aside proper time to think over it; delay if necessary. I have a guide “How To Make Life’s Hardest Decisions” to break out of these dilemmas.

For anything in between, give it some level of thought, but don’t let it drag for too long.

Tip #2. Identify Your Top Objective(s)

Before entering into the decision making process, identify your top objective(s) for this decision. Then, use that to guide you in your decision making. This will help you to arrive at a valid decision quicker.

For example, many people often want to collaborate with me in my business. From promoting their products, to promoting their campaigns, having me create a course for their portal, to creating a new offering together, these are examples of pitches I get every week.

My criteria for this decision is simple: exposure for my blog. Will I gain any exposure for Personal Excellence from this engagement? is the question I ask myself. If the answer is “no” and they are simply trying to get free exposure with minimal/no contribution on their end, then it’s usually a “no”. In knowing my end objective, it helps me to be quick and decisive since I can immediately assess the option that’ll help me to realize my end goal.

Tip #3. Perfection is not the key; “Moderately okay” is

Unless it’s a life-altering decision, perfection isn’t the key. Your role is to pick a moderately okay decision in a fair amount of time, then move forward after that.

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Why do I say that? That’s because every option has its pros and cons, and it’s very hard to be in a situation where the perfect choice is available right there and right then. While you can work through and hunt down the perfect choice, it comes at a high cost. The 80/20 rule applies, where you need to invest 80% of effort just to achieve that incremental 20% improvement in your final decision.

Now, if the decision is a life-altering one, then it’s worth to invest time and effort to get the perfect pick. However, if the decision isn’t going to make a big difference in your life a year or two from now (see Tip #1), then it doesn’t matter whether you make a lousy, a not-so-lousy, or an awesome choice — the difference between the options will never create any far-reaching consequences. Even if you pump in hours of hard work to arrive at a top-notch solution, it will never result in a significant difference in your life.

This doesn’t mean that you should just pick a random option for all decisions: after all, negative effects can accumulate over time to create a huge negative impact. However, it does mean that you should go the 80/20 way and go with a moderately okay selection and not hunt down a “perfect” choice.

Tip #4. Eliminate the Bad Options

Next, eliminate the bad options. Having a flood of options can clutter up the decision making process, so eliminate the bad ones right away to make it easier to assess. Refer to your objectives for making this decision (see Tip #2), identify the options that will definitely not meet your objectives, and get rid of them.

The ones that are left should be the considerably good ones, which then allows you to make a more pinpointed assessment.

Tip #5. Pick One and Go — Don’t Look Back After That

If you are stumped by the options and you are not sure which one to pick… then just pick one and go. Don’t look back after that.

While this may seem reckless, it actually isn’t. The reason why you have shortlisted these options is because they are reasonably good. If it’s really crappy, you would have eliminated them as per Tip #4! Now, no matter which option you pick, you will miss out on the benefits exclusive to the other options, since each option probably has its unique pros and cons.

Hence, rather than agonize over which one to choose, it’s more important that you select one quickly and make the best out of it. In doing so, you will create your perfect outcome — simply because you made the commitment to make the best out of it.

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Tip #6. Let Go of Your Childhood Stories Surrounding Decision Making

Part of the reason for my past analysis paralysis is because my dad would always tell me to be prudent and to only buy the things I need (he still does that actually). Even though I grew up frugal, my dad still chides me over any new things I buy because he perceives them as wastage. “钱很难赚,不要乱乱花” is what he always says (translated from Mandarin means, “It’s hard to earn money; don’t spend it carelessly.”).

Hence, I became irrationally resistant to bad choices. Is this the best option? I would always ask myself. Is there a better option? What if I don’t like this later on? What if there are hidden cons to this option? What if a better option comes up later? That would mean that I’ve made a bad decision! 

Eventually, I realized that I was living under the shadow of my childhood stories. For example, every decision has its pros and cons, and it’s unrealistic to think that I have made a bad decision just because there are one or two things I don’t like about it. Even if I have truly made a bad decision, it’s silly to beat myself up over it since everyone makes bad decisions at one point or another. It’s more important that I learn from my mistakes and focus on the positive side of each situation, rather than focus on the bad side.

If you constantly freeze in the face of decisions, and your paralysis seems to have a life of its own, then it’s possible that there’s a childhood story driving you to act this way. What is your childhood story for decision making? How can you let go of it?

More on childhood stories and how to let go of them: What Childhood Stories Are You Reenacting in Your Life Today?

Tip #7. Set a Hard Time Limit

Set a hard time limit for your decision. Your time limit should be based on the importance of the decision (refer to Tip #1). Since time is relative and every decision is different, there is no hard and fast rule on the limit. Personally, I limit myself to more than two minutes for small decisions and no more than a few days to weeks for mid-level decisions. For big decisions, technically I allow myself to take as long as needed, though I always come to a conclusion within a couple of months.

Tip #8. Delegate the Decision to Someone Else

This tip is a little sneaky since you are effectively removing yourself from the decision-making process and shifting the decision-making responsibility to someone else. However, it works if you trust the opinion of that person and you’re okay with not handling the decision.

I recently put this at work in my business. A few months ago, I hired a permanent admin assistant — sort of like my right hand person — to take care of my admin work. This includes making administrative decisions on my behalf, after which I’ll review and approve or amend where needed. By doing so, I never get too involved in the admin work, which prevents me from going into analysis paralysis mode in my admin decisions.

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Tip #9. Get the Opinion of Someone You Trust and Go with It

The second to last tip is to get the opinion of someone you trust and go along with it. This is slightly different from Tip #8 in that you still take ownership of the decision even though you’re basing it on someone else’s opinion.

I often do this when I’m shopping and can’t make up my mind. Usually I narrow it down to two options, after which I’ll consult my friend whom I’m shopping with and/or seek the advice of the store assistant. If their recommendation makes sense, I’ll go along with it; if not, I’ll pick the one I prefer. Either way, getting their opinion accelerates my decision-making process since I get more inputs to help me decide what I really want.

Tip #10. Channel Your Energy into Other Things

If you are still in analysis paralysis mode despite the nine tips, it’s possible that you simply have extra energy that’s not being channeled into more meaningful areas!

For example, I notice that I sometimes obsess about things simply because I have the bandwidth to do so. I’ll ask myself: Are there more important things I can do now than hyper-analyze this decision? What more important tasks can I divert my time and energy to? How can I get started? Be it writing a new article, replying important emails, working on a new course, or creating a new video, I’ll then get to those things right away rather than obsess further on the decision.

Interestingly, as I do that, the decision becomes smaller in magnitude and I’m able to come to a conclusion after a short while.

So if your analysis paralysis is coming from having too much excess energy, then channel that energy into other tasks. Find more important tasks to devote yourself to. You’ll be much more productive this way; you’ll also find yourself getting clarity in your decision as you spend time away from it.

Read the original article in full: Stop Analysis Paralysis: How to Be Fast and Decisive in Decision Making | Personal Excellence

Featured photo credit: LendingMemo via flickr.com

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More by this author

Celestine Chua

Celestine is the Founder of Personal Excellence where she shares her best advice on how to boost productivity and achieve excellence in life.

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Last Updated on November 25, 2021

20 Essential Apps And Websites For Digital Nomads

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20 Essential Apps And Websites For Digital Nomads

Living a life of perpetual travel is pretty exciting – new destinations, new cultures and new incredible people to meet and hang out with! However, working on the road can get pretty hectic at times. As a digital nomad I have found myself in rather awkward situations a lot – from missed deadlines due to incorrect time zone conversion to a nearly missed plane when I forgot to print out my booking and confused the time (I did catch that plane though!).

Being your own boss is equally awesome and hellish. Juggling numerous tasks at once and getting things done super-fast with a terrible wi-fi connection requirea killer organizational skills and zen-like concentration. Try using the next 20 websites and apps to make your life as a digital nomad easier, less stressful and even more exciting!

1. Trello

Trello is your go-to website to stay organized and work super-efficiently on the road. It’s a free service that allows you to create numerous boards for your ongoing projects and plans. Tired of having numerous notes scattered around different apps and lengthy email threads with your clients or team? Just drag and drop them all to Trello, where you can easily collaborate, quickly exchange ideas and notes in the form of cards, leave comments and track the overall progress of the project. You can create numerous boards and organize them the way you like, upload files to each, set deadlines and notifications, plus easily share everything with one click.

My Trello contains two sets of boards – personal and business. I use the first to keep all my travel plans neat and make sure I won’t confuse the flight time or overstay my visa; the second to keep a visual account of my personal goals and various arrangements. The business board is where I have a list of ongoing projects composed into simple to-dos with their current statuses –  along with all the comments from my clients and a separate column for follow-ups.

Trello is an incredible free alternative to similar project management softwares I used before and it can be used for tackling any job – from house renovation to multi-stage marketing campaign! Also available as an app for iOS and Android devices to get updates on the go.

2. f.lux

As a digital nomad you often find yourself working late at night or early morning to keep up with your clients’ time zones. Love checking your email or reading a few articles from your iPad before going to bed? (I do!). Even if you don’t feel it yet, your eyes are seriously suffering from those habits and you can end up having troubles with sleeping as the blue light from your devices negatively impacts your sleeping patterns. Use f.lux – a handy software that will automatically adjust the color of your computer’s display to the time of day – warm at night and like sunlight during the day. F.lux allowed me to be more productive in the mornings and made it easier to slow down my activity in the evenings. As a digital nomad it is essential to stay refreshed as your income depends solely on your productivity. Besides, haven’t we escaped the cubicle to have a better work/life balance and more rest in the first place?

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3. Focus@Will

As we often find ourselves working at various places around the globe – from a crowded bus station to a jam-packed bar (the only place that has decent wi-fi in the area) – concentrating on your work gets extremely difficult. That’s where Focus@Will comes to rescue. The service offers a wide selection of white noise and simple tunes selected according to a neuroscience-based approach. It seems to work pretty great as I stayed way more concentrated on my work compared to the times when I just blasted my favorite tunes and murmured along. A 30-day free trial has a limited selection of tracks and will stop playing them in an hour (although it could be restarted immediately). The paid service will cost you around $10 for three months. Also available as a free app for iOS and Android devices.

4. Shopify

Let’s admit it, being a digital nomad and working solo gets challenging at times. There are days when you feel like a Renaissance man trying to tackle all things at once and getting expertise in numerous areas. That’s especially true when you are just about to launch your business website, blog or an online store. If you are a creative, you have only basic knowledge (if any) in CSS, HTML or integrated payment systems, so you spend endless hours figuring out how things work instead of doing what you are really good at and earning money.

Try Shopify – a service providing custom no-hassle ecommerce solutions. They offer everything from secure hosting and mobile-optimized websites to secure check-outs with some 70 payment getaways to choose from and assistance with running your online marketing campaign. The rates are incredibly affordable and start from just $29 per month for unlimited access to all their services and features or opt for a 14 day free trial to test them out first!

5. Rescue Time

Proper time management is another great struggle all digital workers face. How many times you have found yourself spending over 12 hours a day in front of your screen and not having all things done? Yeah, it happens to me quite in a while, so I’ve started using Rescue Time – to stay on top of my productivity while still having a normal work/life balance. Install it on your computer and all devices to have an accurate picture of how much time you spend doing certain activities or browsing certain sites (khm..cat videos on YouTube). At the end of each week you’ll receive an email with a fair statement on your (un)productivity.

Rescue Time enables you to give more accurate deadlines to your clients; create accurate hourly invoices as you know exactly how much time you’ve spent doing a certain task and adjusting your rates accordingly and eliminate random activity during your working hours. You can use Light Rescue Time version for free or opt for the premium plan at $6 per month.

6. Every Time Zone

As you probably work with people based anywhere from New Zealand to the West Coast keeping an eye on the deadline or updating them on your progress at 9 am each day may get tricky. Just as sending follow-ups, project proposals and invoices at the right time of the day. Every Time Zone is another great solution for keeping proper track of the time – your client’s time. Add all time zones you need, add your time in the marker at the top and see where this lands in everyone else’s day. No more crazy maths with figuring out when do you need to ring up Joe on Skype if he asked to do that at 11 am EST.

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7. XE Currency

How many currencies do you have in your wallet? My guess is more than two. As a digital nomad and perpetual traveler you have to keep track on the conversion rates and different currencies all the time. To make sure you are charging an equally fair price in USD/EU/GBP or any other currency out there use XE Currency. Get live conversion rates instantly or add up a list of your preferred and sync ahead of time to have instant offline access from any device. XE Currency is available as a web service, iOS, Android, Windows Phone apps and more.

8. Trail Wallet

My second essential money app for digital nomads is Trail Wallet (currently iOS only). It’s a beautifully crafted and easy-to-use app for tracking your expenses across multiple countries and currencies. You can organize your spendings by country or my month, set max daily budgets and add each dollar you’ve spent on the go. At the end of the month the app will tell you if you gone over your budget or where exactly did the cash flow. It’s perfect for analyzing the cost of living and working at different cities and countries, thus finding the optimal home-base for you when you get tired of being on the road and need to settle down for a while.

9. Xero

And to keep better track of your business-related expenses try Xero. Arguably, the best online bookkeeping and accounting service out there for all the non-accountants. It’s perfect for sending invoices, keeping track of the cash-flow and setting payment notifications on credit cards and recruiting payments. It neatly categorizes all your bank transactions and reconciles them with the transactions you have made in Xero to keep things even more simple. Available for numerous iOS and Android devices, so you can always have access to your data at no time.

10. Tripit

Tripit is one of the best travel planners out there! It’s free, fast and most importantly – works off-line. Just say no more to papers and lost emails. Forward all your booking confirmations – hotels, flights, car rental etc and let the app do all the magic for you by turning it into an easy-to-follow itinerary. You can set up notifications and get access to your data from any device without internet connection. Tripit reduced my frustration of arriving to the wrong terminal or roaming around the new city with my baggage as I haven’t written down the hotel address correctly. It’s a great app I seriously recommend using it to basically anyone who travels.

11. 1Password

Sharing sensitive data, especially passwords with your clients or team and keeping track of them can get challenging. That’s why I’ve started using 1Password – a super secure password-sharing service that allows you to create special vaults with a set of passwords to tools and services only accessible to the people you’ve shared it with. Available for numerous devices, the service gives you peace of mind when sharing anything sensitive via unprotected networks. Speaking of which…

12. Private Internet Access

Keep all your data and computer protected by opting for Private Internet Access. Often we need to make those last minute payments or credit card purchases and the only internet available is a suspicious unprotected network your device somehow found. By using an anonymous encrypted VPN and a private IP you can be 100% sure none of your payment data will be fished or passwords stolen.

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13. Workfrom

Find the best coffee shops and cafes in your area with this service. Workfrom has a great pool of venues in major US cities – New York, Portland, San Francisco, Seattle – and more destinations worldwide to be added soon! The service is free to join and you’ll get access to numerous cool spots with unbiased opinions of wi-fi connection and cappuccino quality from digital nomads just like you. Reviews also include price range, meals available, general atmosphere and noise range, along with some pro-tips on where to find sockets and which table is the most secluded. I have discovered some of my all time favorites this way like Mr Bean in Amsterdam.

14. Spotted by Locals

Another awesome service to discover good meals and thrilling events at your current base. Spotted by Locals is not that typical city guide with boring touristy routes, but an amazing resources with awesome recommendations from the locals on things to do and places to check out. After all, you’ve chosen a location independent lifestyle to explore the world more, not just spend hours tapping on the keywords in a different environment.

Currently, the website has numerous recommendations for all major European cities – Paris, Madrid, Vienna, Warsaw and many more, plus it gradually expands into North America with Boston, LA, Toronto and Montreal guides recently added. You can browse around the free categorized selection of activities at the website or pay$ 2.99 for a PDF guide with all tips and places neatly listed on the map. Or opt for iOS or Android app ($3.99 each) to gain offline access to one of the city guides along with a detailed map.

15. Jawbone UP

Now when you know where to go and what to see, here’s a handy app that will help you get unstuck from your laptop. Jawbone UP will gently nag you when it’s time to get up and unwind a bit. Install the app and connect it to all your hardware, than let the Up Activity Tracker (a lovely bracelet) analyze your sleeping and activity patterns to help you creating a better lifestyle. The app will monitor and analyze all your actions and suggest you a healthier schedule, help you sleep better and keep up with the exercise routine (which gets erratic when you are on the move). Why do we need more time if we don’t spend it wise, right? The app is free for iOS and Android, however you’ll have to pay 129$ for the bracelet tracker or 49.99$ for the clip.

16. SugarSync

Some like DropBox, others opt for Google Drive, yet my go-to cloud storage service is SugarSync. It’s simpler, more powerful and has a really slick design. After you install it, you just need to right-click the file/folder to instantly back them up at the cloud. Besides, any further change you make to that data will be automatically synchronized. Large files get uploaded extra fast and you can get 250 GB storage space for just $99.99 per year. Also you can access, share and edit all your files via free iOS or Android app supported on numerous devices. Now, I’ve finally stopped worrying what should I do if my laptop gets broken/stolen.

17. Contactually

If you don’t like to get broke and return home, you have to invest a fair share of your time in building ongoing relationships with your clients, vendors or customers depending on what do you do for a living. To avoid this whole thing becoming a huge pain try using Contactually – a simple, yet powerful service that will tell you when and whom you should keep in touch with and how you could maximize your ROI by connecting with the right people at the right time. It will send you notifications when you’ve fallen out of touch with certain contacts (which can mean missed opportunities in the perspective) and prompt when you should reconnect with the most important contacts from your network by providing helpful context clues like social updates and recent conversations to make the whole thing look more genuine. The service boasts that their users get up to 40% more referrals after using their service (backed by case studies) which is kind of essential for you if you’d like to live the nomadic life and work for yourself!

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18. Schedule Once

If you are working on multiple projects with multiple clients at a time – Schedule Once is your kick-ass service to schedule online meetings and conferences. Create a sleek pre-set calendar when you are available and send people a unique link that allows them to select a suitable time for both of you to connect. The service is fantastic for anyone offering consulting services or coaching sessions and costs just 5$ per month!

19. Spaxtel

Sometimes the internet gets so crappy that calling by Skype is impossible. Or you have a very-very important conversation scheduled and you don’t want any possible glitches to interrupt you. That’s when it’s worth using Spaxtel – a cool service that enables you to make land-line quality phone calls via callback. You don’t need to install any software or have internet access. The rates depends on the quality of call you choose (the lowest discount is pretty great) and the countries from/to you are calling. So far, the price proved to be nearly Skype-affordable for a better overall quality of connection.

20. Earth Class Mail

Snail mail isn’t that popular these days, but you still get some important stuff via it. Say bills and some paychecks. If you don’t want to bug your parents or friends’ to deal with your mail while you are out, try using Earth Mail Class – an affordable mail forwarding service that scans and forwards your mail to the e-mail address of your choice, deposits your checks (for a fee), saves PDFs of your postal mail online and offers in-person pickup and package signing.

Featured photo credit: Avi Richards via unsplash.com

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