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Back to Basics: Processing

Back to Basics: Processing

Your Inbox

    In my first installment of “Back to Basics”, I discussed the importance of your inbox – a single place for collecting all of your inputs for processing. In this installment, we’ll discuss the processing itself – how to turn inputs into action.

    In principle, processing is simple. All it means is making a decision about what to do with every piece of information that enters your life. In practice, it’s actually very hard, mostly because with a few exceptions, we aren’t usually ready to make those decisions – or to make the commitment to act that decision-making implies.

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    There are really only a handful of decisions you can make about an input:

    • you can delete it. It’s unimportant – junk mail, information you already have, reminders of tasks already completed, etc.
    • You can redirect it. If there is another person the task or information would be better suited for, forward it to them.
    • You can archive it. Anything you don’t need now but will likely need in the future – a business card or address, a vendor’s brochure, an article from a magazine – can be filed away for future reference.
    • You can record it. Information you might need again but don’t need in it’s original form can be extracted and entered into a note-taking program, your contact manager, a notebook, etc. and the original deleted/thrown away.
    • You can do it. Some inputs require immediate action and can be done at once.
    • You can schedule it. Some inputs require action but not immediately – block out a suitable length of time in your calendar to do them.
    • You can defer it. When an input requires action but you are unable to take that action, you have to defer it to later.

    Given the limited number of possible choices, it should be a relatively easy thing to power through your inbox, extract the information you need, file things away, add a few items to your todo list or your calendar, drop a few things into your outbox, and get on with things.

    But it’s not. We get hung up on things, mostly because of those pesky “defer” inputs – things we know we should do something about but can’t, for several reasons:

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    • Lack of information: You don’t know enough to figure out what to do with something.
    • Lack of resources: You know what you should do, but you don’t have everything you need to do it – money, time, equipment, manpower, etc.
    • Lack of urgency: You know what to do and could do it, but it’s not important to do it right now so you put it off.
    • Lack of authority: You are ready, willing, and able to make a decision, but don’t feel empowered to act on that decision.

    The typical pattern where any of these barriers apply is to pick something up out of your inbox, look at it, recognize that you lack something important – information, resources, urgency, or authority – to act on it, and then: you drop it back into our inbox!

    Don’t do that.

    If you’re ever going to keep on top of everything and keep your inputs from overwhelming you, it’s important to break that habit. Which means you need to change the way you think about processing and about the decisions and actions processing entails.

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    When an item hits your inbox that you’re not able to deal with immediately, it becomes a project – an outcome that will take several steps to accomplish. And the first step in that project is to solve the problem, to fill the lack that’s preventing you from completing the task.

    In order to avoid putting things back into your inbox, you need a place to keep pending projects. This could be an accordion file on your desk, or a filing cabinet drawer for live files. You also need a way to keep track of things – a project list with pointers to the pending file.

    And you need to add whatever action you need to take to make it possible to act to your todo list. “Get list of potential team members from HR for Build Team”; “Look up how to find a reliable drywall installer for Fix Hole in Kitchen Wall”; “Set appointment with VP of Marketing to discuss possible action on partnership offer for Movie Tie-In Offer”; “Read Lifehack’s Back to Basics series for Figure Out How to Process my Inbox”.

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    This isn’t all that hard – I label a file with the project name, and I tag actions in my todo list with “for [Project Name]”. And I keep a list of active projects in my notebook. Give yourself permission to reuse the heck out of your folders – you don’t need any excuse to think of something as “too small” to be considered a project. If it’s not something you could sit down and do right now, it’s a project.

    Processing isn’t hard, but it takes some discipline and some clear-thinking time. Discipline because it’s easy to get distracted and easy to put off making a decision for things that you can’t do right now. Clear-thinking time because you ultimately do need to make a decision, and you can’t do that with a thousand other things on your mind.

    So I recommend scheduling a few 15-minute (or longer) blocks of time for processing your inbox throughout the day. Close the door (if you have a door) and get into the “processing zone”. Have your file folders, label-maker (if you use one – it seems silly, but it’s quite a help in getting into the right mindset), your todo list, and a pen handy. Do the same thing at home – set aside a few minutes every day or so to process everything.

    How many times you do this a day depends on your particular situation – keep an eye on your inbox for a few days and see how often it fills up and how urgent the items that come into your inbox are likely to be. For most people, once in the morning and once about an hour before you leave work is enough, and possibly once around lunchtime. If your inbox gets full particularly fast, you may need more than 15 minutes. The trick is to find a frequency and amount of time that leaves you as free as possible to do your actual work the rest of the time.

    And do keep yourself free the rest of the time. Don’t respond to each item as it hits your inbox.  You may as well not have an inbox at all if you’re going to give the world permission to interrupt whatever you’re doing at any time and place whatever they think is important in front of your face. That way madness doth lie!

    More by this author

    How to Become an Expert (And Spot out One Nearby) The Importance of Reminders (And How to Make a Reminder That Works) Is Procrastination Bad? The Truth About Procrastination Revealed Back to Basics: Your Calendar Learn Something New Every Day

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    Last Updated on November 28, 2018

    Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Are you one of those people who are always suffering setbacks? Does little ever seem to go right for you? Do you sometimes feel that the universe is out to get you? Do you wonder:

    Why do I have bad luck? Is bad luck real?

    A couple of months ago, I met up with an old friend of mine who I hadn’t seen since last year. Over lunch, we talked about all kinds of things, including our careers, relationships and hobbies.

    My friend told me his job had become dull and uninteresting to him, and despite applying for promotion – he’d been turned down. His personal life wasn’t great either, as he told me that he’d recently separated from his long-term girlfriend.

    When I asked him why things had seemingly gone wrong at home and work, he paused for a moment, and then replied:

    “I’m having a run of bad luck.”

    I was surprised by his response as I’d never thought of him as someone who thought that luck controlled his life. He always appeared to be someone who knew what he wanted – and went after it with gusto.

    He told me he did believe in bad luck because of everything happened to me.

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    It was at this point, that I shared my opinion on luck and destiny:

    While chance events certainly occur, they are purely random in nature. In other words, good luck and bad luck don’t exist in the way that people believe. And more importantly, even if random negative events do come along, our perspective and reaction can turn them into positive things.

    Your luck is no worse—and no better—than anyone else’s. It just feels that way. Better still, there are two simple things you can do which will reverse your feelings of being unlucky and change your luck.

    1. Stop believing that what happens in life is out of your control.

    Stop believing that what happens in your life is down to the vagaries of luck, destiny, supernatural forces, malevolent other people, or anything else outside yourself.

    Psychologists call this “external locus of control.” It’s a kind of fatalism, where people believe that they can do little or nothing personally to change their lives.

    Because of this, they either merely hope for the best, focus on trying to change their luck by various kinds of superstition, or submit passively to whatever comes—while complaining that it doesn’t match their hopes.

    Most successful people take the opposite view. They have “internal locus of control.” They believe that what happens in their life is nearly all down to them; and that even when chance events occur, what is important is not the event itself, but how you respond to it.

    This makes them pro-active, engaged, ready to try new things, and keen to find the means to change whatever in their lives they don’t like.

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    They aren’t fatalistic and they don’t blame bad luck for what isn’t right in their world. They look for a way to make things better.

    Are they luckier than the others? Of course not.

    Luck is random—that’s what chance means—so they are just as likely to suffer setbacks as anyone else.

    What’s different is their response. When things go wrong, they quickly look for ways to put them right. They don’t whine, pity themselves, or complain about “bad luck.” They try to learn from what happened to avoid or correct it next time and get on with living their life as best they can. They have this Motivation Engine, which most people lack, to keep them going.

    No one is habitually luckier or unluckier than anyone else. It may seem so, over the short term (Random events often come in groups, just as random numbers often lie close together for several instances—which is why gamblers tend to see patterns where none exist).

    When you take a longer perspective, random chance is just . . . random. Yet those who feel that they are less lucky, typically pay far more attention to short-term instances of bad luck, convincing themselves of the correctness of their belief.

    Your locus of control isn’t genetic. You learned it somehow. If it isn’t working for you, change it.

    2. Remember that whatever you pay attention to grows in your mind.

    If you focus on what’s going wrong in your life—especially if you see it as “bad luck” you can do nothing about—it will seem blacker and more malevolent.

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    In a short time, you’ll become so convinced that everything is against you that you’ll notice more and more instances where this appears to be true. As a result, you will drown yourself in negative energy and almost certainly stop trying, convinced that nothing you can do will improve your prospects.

    Not long ago, a reader (I’ll call her Kelly) has shared with me about how frustrated she felt and how unlucky she was. Kelly’s an aspiring entrepreneur. She had been trying to find investors to invest in her project. It hadn’t been going well as she was always rejected by the potential investors. And at her most stressful time, her boyfriend broke up with her. And the day after her breakup, she missed an important opportunity to meet an interested investor. She was about to give up because she felt that she’d not be lucky enough to build her business successfully.

    It definitely wasn’t an easy time for her. She was stressful and tired. But it wasn’t bad luck that was playing the role.

    Fatalism feeds on itself until people become passive “victims” of life’s blows. The “losers” in life are those who are convinced they will fail before they start anything; sure that their “bad luck” will ruin any prospects of success.

    They rarely notice that the true reasons for their failure are ignorance, laziness, lack of skill, lack of forethought, or just plain foolishness—all of which they could do something to correct, if only they would stop blaming other people or “bad luck” for their personal deficiencies.

    Your attention is under your control. Send it where you want it to go. Starve the negative thoughts until they die.

    I explained to Kelly that to improve her fortune and have “good luck”, first decide that what happens is nearly always down to her; then try to focus on what works and what turns out well, not the bad stuff.

    Then Kelly tried to review her current situation objectively. She realized that she only needed a short break for herself — from work and her just broken-up relationship. She really needed some time to clear up her mind before moving on with her work and life. When she got her emotions settled down from her heartbreak, she started to work on improving her business’ selling points and looked for new investors that are more suitable.

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    A few months later, she told me that she finally found two investors who were really interested in her project and would like to work with her to grow the business. I was really glad that she could take back control of her destiny and achieved what she wanted.

    Your “fate” really does depend on the choices that you make. When random events happen, as they always will, do you choose to try to turn them to your advantage or just complain about them?

    What’s Next?

    Now that you’ve learned the 2 simple things you can do to take control of your fate and create your own luck. But this isn’t it! These simple techniques you’ve learned here are just part of the essential 7 Cornerstone Skills — a skillset that will give you the power to create permanent solutions to big problems in life — any problem in any area of your life!

    If you think you’re “suffering from bad luck”, you can really change things up and start life over with these 7 Cornerstone Skills. It may even be a lot easier than you thought:

    How to Start Over and Reboot Your Life When It Seems Too Late

    Thomas Jefferson is said to have used these words:

    “I’m a great believer in luck and I find the harder I work, the more I have of it.”

    Your luck, in the end, is pretty much what you choose it to be.

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    Featured photo credit: LoboStudio Hamburg via unsplash.com

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