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10 Tips to Make Decisions Quickly Like a Ninja

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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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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Published on October 14, 2019

10 Organizational Skills Training Techniques for the Overwhelmed

10 Organizational Skills Training Techniques for the Overwhelmed

Do you constantly feel overwhelmed by the amount of tasks you have to complete at work? If so, then it may be time to look into some organizational skills training techniques.

Organizational skills are an asset. They allow you to add structure to your day so that you meet deadlines, attend every meeting, and even have enough time to take your breaks (imagine that!). As transferable skills, they can also add value to your personal life.

So, if being organized and able to perform at your very best at work, even when you’re inundated with duties, sounds appealing to you, then read on.

Why You Need Organizational Skills Training

According to the Cambridge Dictionary, organizational skills refers to:[1]

“the ability to use your time, energy, resources, etc. in an effective way so that you achieve the things you want to achieve.”

When you’re feeling overwhelmed at work (or anywhere really) achieving anything seems impossible. This is why organizational skills training is crucial. The skills you learn can help you to overcome the feeling of defeat so you can take command of your tasks again.

The Benefits of Organizational Skills

Having organizational skills allow you to not only be more organized, but to also be more productive and more effective. You’ll have greater control of your tasks and be able to accomplish more things. It can also reduce stress-levels, and experiencing less stress means leading a healthier lifestyle.

Examples of organizational skills include:

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As previously mentioned, while a major benefit for the workplace, they are also valuable in your personal life.

Think about it, our personal lives are also filled with many tasks and activities. Whether it’s going to the bank or buy groceries, or doing household duties such as vacuuming or taking out the trash, each responsibility is basically a task that needs to be completed in order for our home lives to run as smoothly as possible.

How to Learn Organizational Skills

Many businesses and organizations provide organizational skills training, whether it’s a workshop, company presentation, online training course, or an all-out conference. Attending these events is a great start to learning organizational skills. Then, of course, you can set your own goals.

For most people, organizational skills don’t come naturally. However, fortunately, just like any other skill, they’re learnable. Once you acquire an understanding of a skill, the more you practice it, the better you’ll get at it.

If you’re completely new to all of this, your best bet is to start small. Set yourself one goal, select one thing you’d like to improve on, and repeat it regularly until it becomes a habit. Once you’re confident in maintaining the habit, you can add to your goal or expand on it.

Starting small and gradually adding as you progress is a good course of action, as it can ensure that you actually achieve what you set out to accomplish. If you dive straight into the deep end, you risk being even more overwhelmed than before and may fail to meet expectations completely.

Surrounding yourself with people that have particular behaviors is another way to learn organizational skills. Having a super organized team leader, manager, or head of business can greatly influence your own actions and behavior.

10 Organizational Skills Training Techniques

If you’ve noticed yourself feeling overwhelmed and stressed at work recently, then perhaps you could try out one of the following organizational skills training techniques. They could help you to get back control, focus on your tasks, and reduce stress-levels.

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1. Make a List

If you’re feeling swamped with tasks, creating a to-do list is great for taking back control of the things you need to do.

By writing down your tasks in order of importance (make sure you prioritize your list!), you’ll have a visualization of what needs to get done.

You’ll also get to experience the feeling of great relief when you get to cross a task off your to-do list when it’s completed!

2. Don’t Rely on Your Memory

Even if you have superhuman memory, it’s always a good idea to write everything down.

From project deadlines, to customer details, to product prices, writing things down can serve as a reminder so you don’t forget the important things when you’re feeling overwhelmed.

And with most of us carrying around smartphones, you’re never far from a tool where you can write something down.

3. Schedule

A huge part of being organized is knowing how to plan, and expert planning involves a lot of scheduling.

Scheduling is taking a step further than creating a to-do list. Not only do you have the things you need to do recorded, but you have a timetable when you should complete them. This helps you to develop your time management skills as you’re expected to coordinate tasks and activities so that deadlines are met and everything is done on time.

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4. Learn to Delegate

Learning to delegate tasks is a valuable skill that will help to keep you organized. Not only will it lighten your workload, but it will sharpen your planning and prioritization skills as you will have to learn which tasks should be done by you and which tasks are okay to be given to someone else.

5. Avoid Multitasking

While the idea of attempting to do more than one task simultaneously may seem brilliant, in practice, it’s the complete opposite. Multitasking is known to actually lower your productivity as it diminishes your focus and attention and things become more difficult and take longer to complete.

6. Minimize Interruptions

It’s impossible to control every aspect of your environment but it doesn’t hurt to try. By minimizing interruptions while you’re at work, it gives you a better chance of completing them as effectively and efficiently as possible.

Investing in noise-cancelling headphones or installing a social media block on your desktop are examples of ways you could reduce distractions.

7. Reduce Clutter

A notable organizational skills training technique is to create a filing system for your documents. Whether it’s at work or at home, we all accumulate documents that we may not currently need but are too afraid to throw away in case we will need it in the future.

Having an organized system can allow you to locate necessary documents any time you need them. It also keeps them safeguarded which reduces the chance of losing something important. This filing system applies to both actual paperwork and digital documents.

8. Organize Your Workspace

Where we work greatly influences how we work. If you have a cluttered and messy workspace, then the chances of you working in an unorganized fashion can be very high.

Keeping an organized workspace ensures that you’re able to perform at your most productive. You won’t waste time looking for things that have been misplaced and working in a clutter-free environment can be soothing for your mind.

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9. Get Rid of What You Don’t Need

Clutter is known to lead to stress and anxiety.[2] If you’re already feeling overwhelmed, then the sight of clutter can increase that feeling.

Getting rid of things you no longer need clears out your environment and, hopefully, your mind as well.

Done with that sticky-note? Throw it away! Inbox is filled to the brim with unread emails? Unsubscribe to newsletters you no longer read! Whatever you no longer require in your physical and digital life, get rid of it.

Here’s a guide to help you declutter: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

10. Tidy up Regularly

While working, it can get easy for your desk to get untidy. You’re focused on work and so keeping everything at your desk in order is probably a lower priority. But it’s something to be conscious of. Doing a regular tidy up can ensure the mess on your desk doesn’t go overboard.

Whether it’s a quick clean up every day, or a deep clean every month. Being aware of tidying up and fitting it into your routine will help keep you organized and less stressed.

The Bottom Line

Possessing organizational skills enables you to get back control of your tasks when you’re feeling overwhelmed and perform better at work. They can make you more productive, more efficient, and of course, more organized.

Remember, they’re not only valuable at work! Because of their transferability, they can be beneficial in other areas of your life. And really, it doesn’t hurt to be organized at home and socially, as well as at work.

Featured photo credit: Jeff Sheldon via unsplash.com

Reference

[1] Cambridge Dictionary: Organizational Skills
[2] Psychology Today: Why Mess Causes Stress: 8 Reasons, 8 Remedies

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