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Are “Gatekeeper” Tasks Stalling Your Projects?

Are “Gatekeeper” Tasks Stalling Your Projects?

Picture this scenario: When you started your project about renewing your business website, you were full of enthusiasm. Things were looking good and you were making a good progress on every front. However, now your sky has been crowded by dark clouds. What happened was that the one crucial element of your site—the opt-in box for the site—is missing; it was supposed to be developed and installed by the web design company that has been redesigning your site.

The delay was because you forgot to mention about the opt-in functionality in the first place. Since the web design firm got the information too late, they are now unable to get the work done before your set deadline. Needless to say, you have lost your night’s sleep,and the longer the delay of your project is, the more you are going to lose customers and profits. You are disappointed and you blame yourself for the situation.

You forgot the gatekeeper

In this scenario, our character is facing a very common obstacle: he is facing a “gatekeeper” task in his project. These gatekeepers aren’t just limited to business projects, however—they can happen in your everyday life as well.

The “gatekeeper” is a task which is blocking other tasks that need to be done. In order to get other work done, you have to clear out this blocker first (for instance, you have to fix your car before you can go to the grocery store, then to the post office, and then to take your kids to football practice). Many times these gatekeepers exist because of a lack of planning and understanding of what is ahead of you. When you fail in these two elements, this may stall your progress completely.

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Additionally, a gatekeeper task can be something that has to completed by someone else before you can start your work. If the delegation process is weak and the deadlines are not clearly defined, they can turn a gatekeeper into a nasty companion until it’s taken care of.

Assuming is the mother of all mistakes

Years ago, my former boss told me and my colleagues that “assuming is prohibited”. The advice made sense and I still find it valuable. By default, a gatekeeper task is not necessarily harder than any other task, but when it’s not handled properly or early enough, it can show its ugly face and turn into a nightmare.

The problem is that you assume that you can handle the task with ease and that it requires much less effort than what it really does. You also assume that you can handle the task at the last minute, but you’re wrong.

You should know the tasks that you’re facing—whether in a business project or in your personal life—thoroughly, so you can take proactive action. Otherwise you’ll face a gatekeeper task which will drive you insane. If a task is supposed to be handled by others, it’s essential that you ensure they complete the task in time so that you can take off from there.

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Good preparation goes a long way

No matter how many times you have heard this advice, the fact is that this still holds true: take proactive action and prepare properly instead of jumping into something head first without proper planning. The planning part ensures that you understand your tasks and take appropriate action to complete them. It doesn’t matter if you think that you are wasting your time with the planning part; it could save you many hours in the long run.

If you see that a task requires someone else’s input before you can continue, make sure that this task is prioritized first and that they have a clearly-defined deadline. The same principle can be applied to a situation in which you have to take care of the gatekeeper task yourself: make sure that task is on top of your task list and that it’s taken care of first.

Finally, break the task into manageable pieces. This way it’s easier for you to see which tasks could be potentially blocking others, or if a task requires someone’s input before it can be completed.

How to manage the gatekeepers effortlessly

To tackle the gatekeeper tasks with ease, follow these simple steps:

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1. Don’t assume. First and foremost, don’t assume anything when it comes to taking care of your tasks. If you assume that you know your tasks and how much effort is required to complete them—instead of truly knowing— you are giving a task the opportunity to turn into something that stalls your progress (whether in a business project or in your personal life).

2. Be proactive. Learn what’s ahead of you and identify the tasks that could be potential gatekeepers, or the tasks that require another’s input first. When you do this, you are also mentally prepared to what is coming (the fewer surprises, the better).

3. Break up the task.  Avoid having tasks that are too big on your list— it increases the likelihood that one could turn out to be a gatekeeper task that you notice too late. Once the task is broken into smaller parts, it’s much easier to see which should be dealt with first and if any job will potentially block another.

4. Prioritize. Once you have broken the tasks into small pieces, it’s time to prioritize them. Make sure that gatekeepers get your primary attention, and that they get handled first.

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5. Set deadlines. If a task is done by someone else, make sure you set the clear deadlines so that they know when you want the work completed. If you are doing the job yourself, you can set the deadlines for yourself as well. This way those blocker tasks get done in a timely manner, without any nasty surprises.

Conclusion

As you can see, gatekeeper tasks can drive you crazy if you are not proactive and don’t plan ahead. However, with some preparation and planning, you can prevent the nasty surprises from happening.

Over to you:  How do you handle gatekeeper tasks?

 

 

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Last Updated on November 13, 2018

Do You Want to Know the Secret to Living a Fulfilling Life?

Do You Want to Know the Secret to Living a Fulfilling Life?

Don’t we all want to live a full, happy and satisfied life? For some of us, it need not be a long life as long as it’s been a fulfilling life of achievements, happiness and no regrets. But, how many of us actually go on to experience that entirely? It sometimes sounds more like a pipe dream–a fantasy rather than reality.

And then you’ll also get comments from some, saying that this ‘fulfilling life’ is only possible if you’re so rich that you don’t have to care about working, paying the bills or providing for your family. While there is some truth to that, I’m happy to say that financial freedom isn’t the only answer to living a fulfilling life.

Living a Fulfilling Life is Within Reach

Anyone can pursue a life of fullness, and it all starts with the willingness to learn. How many years has it been since you last attended a class in school? If you’re well into your adult years as a working professional, chances are it’s been a while. Do you remember the times where you had to wake up for early morning lectures? Or the times where you were rushing through a paper or project? And, of course there were the endless exams that you had to cram for.

As a young college student, I remember looking forward to the time when I would finally be done with school! No more homework, no more grades to worry about, no more stress! The learning was finally done and I could enter the working world.

Not so much!

Now that I’ve finally entered the working world, there are moments where I do wish to be a student again; it seemed less stressful then!

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There is simply so much out there that I still need to learn and experience. Yet I find myself pressed for time. With family commitments, my business and my own social life to juggle, I’ve had to keep on finding for new ways to learn and absorb new information efficiently. Over the years, I’ve found that by learning new skills and knowledge, I was able to find answers and solutions to my problems, which allowed me to achieve a greater sense of fulfillment.

Learning Never Ends

The truth is, learning never ends. Generally speaking, it is true that a formal education and the resulting qualifications are important in securing good jobs; jobs that allow you to excel, earn more and perhaps become more successful in our chosen career. But going to school is only one type of learning. All throughout your life, you’re learning in many ways. All these experiences shape and grow you into the person that you are today.

There are many opportunities to further your knowledge and develop the skills you need throughout life. Knowledge can be acquired and skill-sets can be developed anywhere. However, lifelong learning is about creating and maintaining a positive attitude to learning both for personal and professional development.

Many people overlook the fact that learning can take place anywhere and in many forms. Most would tend to think of learning as the years spent in a learning institute, which occurs mostly in their younger days. And once you go out into the working world, your ‘learning’ ends.

This is not how it has to be–in fact, lifelong learning is a gift that keeps on giving.

The Importance of Lifelong Learning

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Why is it important to become a lifelong learner?

A lifelong learner is motivated to learn and develop because they want to; it is a deliberate and voluntary act. Lifelong learning can enhance our understanding of the world around us, provide us with more and better opportunities, and improve our quality of life.

You’ll Remain Relevant in the Workplace

With advancements in society today, the human life expectancy continues to increase, which means more people are also retiring at a later age. So no matter what stage of life you’re in, being a lifelong learner brings its own rewards. It means we can get more personal satisfaction from our lives and jobs as we understand more about who we are and what we do.

This can lead to better results and a more rewarding working day in turn. Whether it’s for advancing your career, a personal interest or wanting to pursue new dreams, learning automatically pushes you forward towards progress and enhances your wellbeing.

You’ll Increase Your Earning Potential

From a financial point of view, a more highly skilled and knowledgeable worker is an asset to any company. This also leads to faster promotion with associated salary increases.

Someone who can offer more expertise will be of more value not just to employers but also to customers. Expertise is also, often, a key quality of an effective leader.

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And since you’ll constantly be accumulating knowledge, you’ll have an edge on those who don’t value lifelong learning and can’t bring as much to the table. Your extra knowledge will translate into transferable skills, which means you’ll always be primed to blow the competition out of the water.

Learning Gives You Options

Of course, one of the most rewarding reasons for continuous learning, is that it gives you options! Successfully changing career path in mid-life and spending time informally developing expertise is more common than ever, especially during rapidly changing market conditions.

Whatever your age, it’s never too late to start fresh in life. When you start educating yourself and exposing yourself to new knowledge and information, you widen your opportunities. This will allow you to do more than what you may currently be doing, or give you a way out if you’re not happy or fulfilled with where you’re at now.

Our economy is shifting increasingly towards short-term and part-time contracts with more flexible work-patterns. We have to adapt to changes going on in the work-world, make more of ourselves by stepping out of our comfort zones, and break the false ideas about our potential and how we believe life is going.

Gain More with Cornerstone Skills

You may be well into your career, but feel like somehow, something is still missing. Or maybe you’re not entirely happy with where you’re at in your career path and feel it’s time to reflect and perhaps do something new. Or you might be thinking of retiring soon, and thinking about next steps after retirement.

The learning never needs to stop!

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This can be your chance to go after a dream or interest that you’ve always had (but never had the opportunity, or time, to pursue). This could finally be the time for you to create the change that you know you should have made ages ago.

Why not take the first step to learn about 7 important Cornerstone Skills, which will help take your life to the next stage?

Whatever situation you’re in, having these 7 Cornerstone Skills will no doubt equip you to tackle the challenges of life much more efficiently. Don’t let age, your limitations or a comfort zone stop you from seeking greater rewards and self-improvement.

Transformation and change is in your hands–you have the power to make big things happen, and we can help teach you the skills. Don’t let life pass you by! It’s time to pursue a fulfilling and happy life.

Featured photo credit: Artem Bali via unsplash.com

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