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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 January 21, 2020

What Is Creativity? We All Have It, and Need It

What Is Creativity? We All Have It, and Need It

Do you think of yourself as a creative person? Do you play the drums or do watercolor paintings? Perhaps compose songs or direct plays? Can you even relate to any of these so called ‘creative’ experiences? Growing up, did you ever have that ‘artistic’ sibling or friend who excelled in drawing, playing instruments or literature? And you maybe wondered why you can’t even compose a birthday card greeting–or that drawing stick figures is the furthest you’ll ever get to drawing a family portrait. Many people have this common assumption that creativity is an inborn talent; only a special group of people are inherently creative, and everyone else just unfortunately does not have that special ability. You either have that creative flair or instinct, or you don’t. But, this is far from the truth! So what is creativity?

Can I Be Creative?

The fact is, that everyone has an innate creative ability. Despite what most people may think, creativity is a skill that everyone can learn and hone on. It’s a skill with huge leverage that allows you to generate enormous amounts of value from relatively little input. How is that so? You’ll have to start by expanding your definition of creativity. Ironically, you have to be creative and ‘think out of the box’ with the definition! Creativity at its heart, is being able to see things in a way that others cannot. It’s a skill that helps you find new perspectives to create new possibilities and solutions to different problems. So, if you encounter different challenges and problems that need solving on a regular basis, then creativity is an invaluable skill to have.Let’s say, for example, that you work in sales. Having creativity will help you to look for new ways to approach and reach out to potential customers. Or perhaps you’re a teacher. In this role you have to constantly look for new ways to deliver your message and educate your students.

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How Creativity Works

Let me break another misconception about creativity, which is that it’s only used to create completely “new” or “original” things. Again, this is far from the truth. Because nothing is ever completely new or original. Everything, including works of art, doesn’t come from nothing. Everything derives from some sort of inspiration. That means that creativity works by connecting things together in order to derive new meaning or value.From this perspective, you can see a lot of creativity in action. In technology, Apple combines traditional computers with design and aesthetics to create new ways to use digital products. In music, a musician may be inspired by various styles of music, instruments and rhythms to create an entirely new type of song. All of these examples are about connecting different ideas, finding common ground amongst the differences, and creating a completely new idea out of them.

What Really Is Creativity?

Creativity Needs an Intention

Another misconception about the creative process is that you can just be in a general “creative” state. Real creativity isn’t about coming up with “eureka!” moments for random ideas. Instead, to be truly creative, you need to have a direction. You have to ask yourself this question: “What problem am I trying to solve?” Only by knowing the answer to this question can you start flexing your creativity muscles. Often times, the idea of creativity is associated with the ‘Right’ brain, with intuition and imagination. Hence a lot of focus is placed on the ‘Right’ brain when it comes to creativity. But, to get the most out of creativity, you need to utilize both sides of your brain–Right and Left–which means using the analytical and logical part of your brain, too. This may sound surprising to you, but creativity has a lot to do with problem solving. And, problem solving inherently involves logic and analysis. So instead of throwing out the ‘Left’ brain, full creativity needs them to work in unison. For example, when you’re looking for new ideas, your ‘Left’ brain will guide you to a place of focus, which is based on your objective behind the ideas you’re searching for. The ‘Right’ brain then guides you to gather and explore based on your current focus. And when you decide to try out these new ideas, your ‘Right’ brain will give you novel solutions outside of the ones you already know. Your ‘Left’ brain then helps you evaluate and tune the solutions to work better in practice. So, logic and creativity actually work hand in hand, and not one at the expense of the other.

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Creativity Is a Skill

At the end of the day, creativity is a skill. It’s not some innate or natural born talent that some have over others. What this means is that creativity and innovation can be practiced and improved upon systematically.A skill can be learned and practiced by applying your strongest learning styles. Want to know what your learning style is? Try this test. A skill can be measured and improved through a Feedback Loop, and can be continuously upgraded over time by regular practice. Through regular practice, your creativity goes through different stages of proficiency. This means that you can become more and more creative! If you never thought that creativity was relevant to you, or that you don’t have a knack for being creative… think again! You can use creativity in any aspect of your life. In fact you should use it, as it will allow you to to break through your usual loop, get you out of your comfort zone, and inspire you to grow and try new things. Creativity will definitely give you an edge when you’re trying to solve a problem or come up with new solutions.

Start Connecting the Dots

Excited to start honing your creativity? Here at Lifehack, we’ve got a wealth of knowledge to help you get started. We understand that creativity is a matter of connecting things together in order to derive new meaning or value. So, if you want to learn how to start connecting the dots, check out these tips:

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Featured photo credit: rawpixel via unsplash.com

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