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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?

 

 

More by this author

Timo Kiander

Productivity Author and Founder of Productive Superdad

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Last Updated on November 19, 2019

7 Signs That You’re Way Too Busy

7 Signs That You’re Way Too Busy

“Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

“Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

To help you in that self-assessment, here are 7 signs that you’re way too busy:

1. You Can’t Remember the Last Time You Took a Day Off

Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

“The time to relax is when you don’t have time for it.”

2. Those Closest to You Have Stopped Asking for Your Time

Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

3. Activities like Eating Are Always Done in Tandem with Other Tasks

If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

Try these 5 Ways to Find Time for Exercise.

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6. You Dread Getting up in the Morning

If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

7. “Survival Mode” Is Your Only Mode

If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

So, How To Get out of Busyness?

Take a look at these articles to help you get unstuck:

Featured photo credit: Khara Woods via unsplash.com

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