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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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Timo Kiander

Productivity Author and Founder of Productive Superdad

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Last Updated on September 24, 2020

17 Ways Learn New Skills Faster and Enjoy the Process

17 Ways Learn New Skills Faster and Enjoy the Process

In the movie The Matrix, everyone was intrigued with the ability that Neo and his friends possessed to learn new skills in a matter of seconds. With the incredible rise in technology today, the rapid learning in the movie is becoming much more of a reality than you realize.

The current generation has access to more knowledge and information than any before it. Through the internet, we are able to access all sorts of knowledge to answer almost every conceivable question. To become smarter, it’s more about the ability to learn faster, rather than being a natural born genius.

Here are 17 ways to kickstart your Matrix-style learning experience in a short amount of time.

1. Deconstruct and Reverse Engineer

Break down the skill that you want to learn into little pieces and learn techniques to master an isolated portion. The small pieces will come together to make up the whole skill.

For example, when you’re learning to play the guitar, learn how to press down a chord pattern with your fingers first without even trying to strum the chord. Once you are able to change between a couple of chord patterns, then add the strumming.

2. Use the Pareto Principle

Use the Pareto Principle, which is also known as the 80 20 rule. Identify the 20% of the work that will give you 80% of the results. Find out more about the 80 20 rule here: What Is the 80 20 Rule (And How to Use It to Boost Productivity)

Take learning a new language for example. It does not take long to realize that some words pop up over and over again as you’re learning. You can do a quick search for “most commonly used French words,” for example, and begin to learn them first before adding on the rest.

3. Make Stakes

Establish some sort of punishment for not learning the skill that you are seeking. There are sites available that allow you to make a donation toward a charity you absolutely hate if you do not meet your goals. Or you can place a bet with a friend to light that fire under you.

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However, keep in mind that several studies have shown that rewards tend to be more motivating than punishment[1].

4. Record Yourself

Seeing yourself on video is a great way to learn from your mistakes and identify areas that you need to improve. This is very effective for any musicians, actors, speakers, performers, and dancers.

5. Join a Group

There are huge benefits to learning in a group. Not only are you able to learn from others but you’ll be encouraged to make progress together. Whether it’s a chess club, a mastermind group, or an online meet-up group, get connected with other like-minded individuals.

6. Time Travel

Visit the library. Although everything is moving more and more online, there are still such things called libraries.

Whether it’s a municipal library or your university library, you will be amazed at some of the books available there that are not accessible online. Specifically, look for the hidden treasures and wisdom contained in the really old books.

7. Be a Chameleon

When you want to learn new skills, imitate your biggest idol. Watch a video and learn from seeing someone else do it. Participate in mimicry and copy what you see.

Studies have shown that, apart from learning,[2]

“Mimicry is an effective tool not only to create ties and social relationships, but also for maintaining them.”

Visual learning is a great way to speed up the learning process. YouTube has thousands of videos on almost every topic available.

8. Focus

Follow one course until success! It’s easy to get distracted, to throw in the towel, or to become interested in the next great thing and ditch what you initially set out to do.

Ditch the whole idea of multitasking, as it has been shown to be detrimental and unproductive Simply focus on the one new skill at hand until you get it done.

9. Visualize

The mind has great difficulty distinguishing between what is real and what is imagined. That is why athletes practice mentally seeing their success before attempting the real thing[3].

Visualize yourself achieving your new skill and each step that you need to make to see results. This is an important skill to help when you’re learning the basics or breaking a bad habit.

Take a look at this article to learn how to do so: How to Become a Person Who Can Visualize Results

10. Find a Mentor

Success leaves clues. The best short cut to become an expert is to find an expert and not have to make the mistakes that they have made.

Finding out what NOT to do from the expert will fast-track your learning when you want to learn new skills. It is a huge win to have them personally walk you through what needs to be done. Reach out and send an email to them.

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If you need help learning how to find a mentor, check out this article.

11. Sleep on It

Practice your new skill within four hours of going to sleep.

Josh Kaufman, author of The Personal MBA, is a noted rapid learning expert. He says that any practice done within this time frame causes your brain to embed the learning more rapidly into its neural pathways. Your memory and motor-mechanics are ingrained at a quicker level.

12. Use the 20-Hour Rule

Along with that tip, Kaufman also suggests 20 as the magic number of hours to dedicate to learning the new skill.

His reasoning is that everyone will hit a wall early on in the rapid learning stage and that “pre-committing” to 20 hours is a sure-fire way to push through that wall and acquire your new skill.[4]

Check out his video to find out more:

13. Learn by Doing

It’s easy to get caught up in reading and gathering information on how to learn new skills and never actually get around to doing those skills. The best way to learn is to do.

Regardless of how unprepared you feel, make sure you are physically engaged continuously. Keep alternating between research and practice.

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14. Complete Short Sprints

Rather than to force yourself into enduring hours upon hours of dedication, work in short sprints of about 20-30 minutes, then get up and stretch or take a short walk. Your brain’s attention span works best with short breaks, so be sure to give it the little rest it needs.

One study found that, between two groups of students, the students who took two short breaks when studying actually performed better than those who didn’t take breaks[5].

15. Ditch the Distractions

Make sure the environment you are in is perfect for your rapid-learning progress. That means ditching any social media, and the temptation to check any email. As the saying goes, “Out of sight, out of mind.”

Before you sit down to learn new skills, make sure that potential distractions are far from sight.

16. Use Nootropics

Otherwise known as brain enhancers, these cognitive boosters are available in natural herbal forms and in supplements.

Many students will swear by the increased focus that nootropics will provide[6], particularly as they get set for some serious cramming. Natural herbal nootropics have been used for thousands of years in Ayurvedic traditions to improve the mind and learning.

Find out more about brain supplements in this article.

17. Celebrate

For every single small win that you experience during the learning process, be sure to celebrate. Your brain will release endorphins and serotonin as you raise your hands in victory and pump your fits. Have a piece of chocolate and give yourself a pat on the back. This positive reinforcement will help you keep pushing forward as you learn new skills.

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The Bottom Line

Learning a new skill should be exciting and fun. Whether you use online courses, real world experience, YouTube videos, or free online resources, take time to learn in the long term. Keep picturing the joy of reaching the end goal and being a better version of yourself as continual motivation.

More Tips on How to Learn New Skills

Featured photo credit: Elijah M. Henderson via unsplash.com

Reference

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