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Easy Project Organization in 10 Minutes Flat

Easy Project Organization in 10 Minutes Flat

    One of the easiest things you can do when starting a new project is create a bunch of ideas. These ideas come naturally because you are so enthusiastic with the thought of something new and potentially beneficial to you or your business ventures. But, you soon see that all those ideas become incredibly hard to sift through and organize into a project.

    Project organization can seem like it takes forever, especially if you get caught “in the weeds” of the details of your project. The fact is that initial project organization, for almost any size project, can take as little as 10 minutes if you follow these simple steps.

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    2 Minutes – Define

    Take the first 2 minutes of your planning sessions to write out the goal of the project. Answer these questions to further solidify the goal:

    1. What is the purpose of the project and what will it accomplish?
    2. How will you know when you are done with this project?
    Answering these two questions is essential to organize any project. Without knowing what you are trying to accomplish and what done looks like you won’t be able to identify the right tasks and actions moving forward.

    1 Minute – Identify

    Take the next 1 minute to identify the single next, physical action of your project. If you are a GTD nerd then you know all about the power of the next action and how it can propel you to get form “I don’t know what the heck I am doing” to “one step closer to done.”

    When I say “the next, physical action”, I mean that exactly. If you need to call someone to get a quote on a new set of tires but you don’t know the number of the tire guy, then you next action would be “Google tire guy’s number”. That seems obvious, but it can also be quite subtle.

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    Rather than say my next action is to “think about ‘x’”, ‘x’ being anything under the sun, make my next action “draft 10 reasons why I want to ‘x’”. This gives you a next action that is physical and something that is accomplishable.

    It may seem extreme, but identifying your next action gives you a stake in the ground to start from. Since you identified what the project will look like when it’s done, you now have the starting point and the ending point.

    5 Minutes – Organize

    The next 5 minutes is spent organizing the next steps of your project. This is where you can become too detailed if you aren’t careful; don’t let that happen to you. Instead of analyzing why a certain task will be the best one to do after another certain task, which tasks can be parallel to one another, or what are all the major and minor dependencies of tasks and sub-projects, simply find the tasks that can be done at any time or have a natural order to them.

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    You don’t have to plan the entire project in a matter of 5 minutes, what you need to do is organize a list of tasks in a natural order to move the project past the next physical action. You can always come back and do another 10 minute project planning session to finish your project organization.

    2 Minutes – Review

    Now that you have the bulk of your project organization out of the way, take the last 2 minutes to step back and review your project. If you see any glaring things that need to be changed before you dive in or pass it off to a coworker, take care of them now. Make sure that you next action is truly a next action. Ensure that your list of subsequent actions are laid out naturally and aren’t full of awkward dependencies.

    Lastly, quickly go over the goal of the project and what will be true in your world when the project is completed successfully.

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    There isn’t anything like being able to take a large amount of ideas and snippets of actions and quickly put them together into a full fledge project in 10 minutes. It helps keep the momentum of the ideas flowing and greatly reduces the resistance between idea andaction. While this simple plan may not work for a project like “build a replica of Taj Mahal”, many of the projects that we need to accomplish for our work and lives can be organized in a matter of 4 steps and 10 minutes.

    (Photo credit: An image of a hand with a pen drawing a sketch via Shutterstock)

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    CM Smith

    A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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    Last Updated on July 8, 2020

    How to Prevent Decision Fatigue From Clouding Your Judgement

    How to Prevent Decision Fatigue From Clouding Your Judgement

    What is decision fatigue? Let me explain this with an example:

    When determining a court ruling, there are many factors that contribute to their final verdict. You probably assume that the judge’s decision is influenced solely by the nature of the crime committed or the particular laws that were broken. While this is completely valid, there is an even greater influential factor that dictates the judge’s decision: the time of day.

    In 2012, a research team from Columbia University[1] examined 1,112 court rulings set in place by a Parole Board Judge over a 10 month period. The judge would have to determine whether the individuals in question would be released from prison on parole, or a change in the parole terms.

    While the facts of the case often take precedence in decision making, the judges mental state had an alarming influence on their verdict.

    As the day goes on, the chance of a favorable ruling drops:

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      Image source: Proceedings of the National Academy of Sciences

      Does the time of day, or the judges level of hunger really contribute that greatly to their decision making? Yes, it does.

      The research went on to show that at the start of the day the likelihood of the judging giving out a favorable ruling was somewhere around 65%.

      But as the morning dragged on, the judge became fatigued and drained from making decision after decision. As more time went on, the odds of receiving a favorable ruling decreased steadily until it was whittled down to zero.

      However, right after their lunch break, the judge would return to the courtroom feeling refreshed and recharged. Energized by their second wind, their leniency skyrockets back up to a whopping 65%. And again, as the day drags on to its finish, the favorable rulings slowly diminish along with the judge’s spirits.

      This is no coincidence. According to the carefully recorded research, this was true for all 1,112 cases. The severity of the crime didn’t matter. Whether it was rape, murder, theft, or embezzlement, the criminal was more likely to get a favorable ruling either early in the morning, or after the judges lunch break.

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      Are You Suffering from Decision Fatigue Too?

      We all suffer from decision fatigue without even realizing it.

      Perhaps you aren’t a judge with the fate of an individual’s life at your disposal, but the daily decisions you make for yourself could hinder you if you’re not in the right head-space.

      Regardless of how energetic you feel (as I imagine it is somehow caffeine induced anyway), you will still experience decision fatigue. Just like every other muscle, your brain gets tired after periods of overuse, pumping out one decision after the next. It needs a chance to rest in order to function at a productive rate.

      The Detrimental Consequences of Decision Fatigue

      When you are in a position such as a Judge, you can’t afford to let your mental state dictate your decision making; but it still does. According to George Lowenstein, an American educator and economy expert, decision fatigue is to blame for poor decision making among members of high office. The disastrous level of failure among these individuals to control their impulses could be directly related to their day to day stresses at work and their private life.

      When you’re just too tired to think, you stop caring. And once you get careless, that’s when you need to worry. Decision fatigue can contribute to a number of issues such as impulse shopping (guilty), poor decision making at work, and poor decision making with after work relationships. You know what I’m talking about. Don’t dip your pen in the company ink.

      How to Make Decision Effectively

      Either alter the time of decision making to when your mind is the most fresh, or limit the number of decisions to be made. Try utilizing the following hacks for more effective decision making.

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      1. Make Your Most Important Decisions within the First 3 Hours

      You want to make decisions at your peak performance, so either first thing in the morning, or right after a break.

      Research has actually shown that you are the most productive for the first 3 hours[2] of your day. Utilize this time! Don’t waste it on trivial decisions such as what to wear, or mindlessly scrolling through social media.

      Instead, use this time to tweak your game plan. What do you want to accomplish? What can you improve? What steps do you need to take to reach these goals?

      2. Form Habits to Reduce Decision Making

      You don’t have to choose all the time.

      Breakfast is the most important meal of the day, but it doesn’t have to be an extravagant spread every morning. Make a habit out of eating a similar or quick breakfast, and cut that step of your morning out of the way. Can’t decide what to wear? Pick the first thing that catches your eye. We both know that after 20 minutes of changing outfits you’ll just go with the first thing anyway.

      Powerful individuals such as Steve Jobs, Barack Obama, and Mark Zuckerberg don’t waste their precious time deciding what to wear. In fact, they have been known to limiting their outfits down to two options in order to reduce their daily decision making.

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      3. Take Frequent Breaks for a Clearer Mind

      You are at your peak of productivity after a break, so to reap the benefits, you need to take lots of breaks! I know, what a sacrifice. If judges make better decisions in the morning and after their lunch break, then so will you.

      The reason for this is because the belly is now full, and the hunger is gone. Roy Baumeister, Florida State University social psychologist[3] had found that low-glucose levels take a negative toll on decision making. By taking a break to replenish your glucose levels, you will be able to focus better and improve your decision making abilities.

      Even if you aren’t hungry, little breaks are still necessary to let your mind refresh, and come back being able to think more clearly.

      Structure your break times. Decide beforehand when you will take breaks, and eat energy sustaining snacks so that your energy level doesn’t drop too low. The time you “lose” during your breaks will be made up in the end, as your productivity will increase after each break.

      So instead of slogging through your day, letting your mind deteriorate and fall victim to the daily abuses of decision making, take a break, eat a snack. Let your mind refresh and reset, and jump-start your productivity throughout the day.

      More Tips About Decision Making

      Featured photo credit: Kelly Sikkema via unsplash.com

      Reference

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