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Fight The Flab!

Fight The Flab!

How To Lose the Useless Items that Weigh Down Your Day (Part 1)

This isn’t another dieting post. This is about getting rid of the flab that fills your working days: unnecessary activities that weigh you down and make your day tougher to get through. Activities that leave you breathless and exhausted … with little or nothing to show for all that extra effort.

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We’ve all got them: bloated in-trays; calendars that contain more junk activities than there are calories in a Mega-Mighty-Gigantic Whoppaburger with triple fries; grotesquely obese work schedules, and an e-mail inbox that fills every 15 minutes.

If you could drop all this useless flab, wouldn’t you feel better? Imagine what a difference it would make to your day … your life … your enjoyment of the world. Time to do what you want to do. Time to get things done. The chance to end the day knowing you’ve accomplished more than you dreamed you could.

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Well, you can. It takes effort and self-discipline, but anyone — and that includes you — can do it. Here’s how to get started with controlling useless e-mails. How many of these matter? How many matter enough to interrupt whatever else you are doing?

Almost none. Zilch. Nada. It’s time to get tough with these time and energy thieves. What about blowing away those irritating e-mails and Instant Messages for good?

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  • If you have Instant Messaging on your computer, turn it off. Now! Better still, remove the hideous abomination altogether. Do not use IM. You don’t need it, unless you’re a pre-teen geek without a life.
  • Never keep your e-mail software open all the time. Open it to check for e-mails only when you choose.
  • Set fixed times to check for new e-mails and let everyone know when they are. At other times, ignore it.
  • Filter everything coming in, so you can sort out what matters from what doesn’t. For e-mails, use the filtering facility in your software.
  • Give each one a priority and deal with it when you choose. Only respond immediately to genuine emergencies. Make everyone else wait (and I mean everyone).
  • When you send someone an e-mail, make a practice of telling them when you need a response (be specific; say “by Monday at 3.00 p.m.” not “a.s.a.p.”). Ask them to do the same when they e-mail you.
  • When you receive e-mail copies that you don’t want, send a polite note to the sender asking them to take you off the circulation list. Don’t stay on the list from inertia, or “just in case” something important comes along. It won’t. Be ruthless. If they don’t take you off the list, use your filtering software to classify that e-mail as “junk” and ignore it.

The worst complaints will come from … yourself. People get addicted to e-mails because of fear. The fear of missing something, being “out of the loop,” or not knowing what’s going on.

Get used to it. Like most fear, it’s irrational. You can either have a sensible work schedule, or give in to your inner demon and waste your time “just in case” you might miss something. Are you too weak to cope with this stupid obsession? Of course not. Kick it out. Bad news travels very quickly and will be sure to reach you. Good news will be a nice surprise when you next check your e-mail. In the meantime, you’ll have a calmer, more productive day.

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Next week, I’ll be looking at the curse of cellphones.

P.S. If you want a good way to spend some of the time these tips will save you, please fill out the “Slow Leadership” survey on today’s problems connected with overwork and burnout. You can find it through this link. Thanks.

Adrian Savage is an Englishman and a retired business executive who lives in Tucson, Arizona. You can read his serious thoughts most days at Slow Leadership, the site for anyone who wants to bring back the taste, zest and satisfaction to leadership; and his crazier ones at The Coyote Within.

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Published on September 25, 2018

The Careful Art of Delegation

The Careful Art of Delegation

Do you find yourself constantly feeling busy? Or, maybe you feel like you have too much on your plate? Perhaps you have a to-do list with no end in sight, or many responsibilities to juggle on a daily basis at work. When you get home, you have household responsibilities to take care of, too, and it just seems like you never have much time for a breather.

Being busy is good, it’s better than not having anything to do and letting time slip away. But, what many people don’t realize is, being busy doesn’t always mean you’re being productive. The more time you take to complete something does not equal to more success. Many people end up falling into this trap as they pack their day with tasks and errands that may sometimes produce little outcome or output for the effort that they’ve put in.

For example, let’s say that your washing machine at home broke down and you need to fix it. Instead of calling the handyman to come, your husband decides he’s going to fix the machine. He ends up spending half a day figuring out the machine, and does eventually fix it. He did however have to make a trip to the tool shop to buy some extra tools and parts for the machine. Now, if you had called the handy man, it would probably have taken the handyman much less time, and he would have all the necessary tools and parts already, because that is his job. So in this instance, was your husband’s time and effort worth it? Oh, and because he took half the day fixing the machine, you now had to take over his duties of dropping the kids off at soccer and swim practice.

We Need Not Be That Busy

I hope you would agree, that it would have been ideal to delegate this task to the handyman. That would have saved you time and effort, so that you and your husband could focus on doing other things that were more important to you, like being there for your kids or spending time with each other. This is just one example of how we often impose busyness on ourselves without us even realizing it.

But, I’m going to show you just how you can gain quality time from external sources. Whatever big goals or ambitions that you may have, it’s normal for them to involve a lot more of your time than you first expect. I’m talking about things like starting a new business, changing careers, perhaps even moving to a new city. New challenges often involve things that are outside of our experience and expertise, so covering all the bases ourselves is sometimes not feasible as it takes too much time to learn and do everything.

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You Are Just One Person

At the end of the day, you are just one person, and you have a limited amount of time. So, you have to do things that are meaningful to you. While an overall goal may be meaningful, not all of the milestones needed to get there may be meaningful. Because we all have our strengths and weaknesses, likes and dislikes, not every task will be enjoyable or all fun & games. Some simply require pure willpower and discipline to grind through. And that is where delegation comes in.

What is Delegation?

You may hear this term a lot in the business or corporate world; it’s an effective way for managers to distribute (or sometimes avoid!) work. But, that’s not what I’m referring to. Instead, delegation means leveraging time from an outside source to give you opportunities to increase your quality time. By outside source, we simply mean that it’s not your own time that you’re spending.

What Should You Delegate?

To delegate effectively, it has to be done with deliberate intention. So the aim of delegation is to create more quality time for yourself. There are 3 types of tasks that you should generally delegate, called the Delegation Triangle.

The first are tasks you don’t enjoy doing. These are things that you know how to do, but don’t enjoy. Second, are tasks you shouldn’t do. These are things you know how to do and may even enjoy, but may not be the best use of your time. Third, are tasks you can’t do. These are things that need doing, but you don’t have the skills or expertise to follow through with them at this moment.

Have a look through your daily tasks and responsibilities, and see if you can fit them under these 3 categories.

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Pitfalls of Delegation

Using the Delegation Triangle, you can decide which tasks are worth delegating. In theory, it might look easy to sort actions at first glance; but often, it’s actually harder than you think! 

One such example, is diverting time on tasks you shouldn’t do. Let’s go back to the washing machine example. Your husband decides to fix it on his own instead of simply getting an expert to fix it. Why? Because it’s probably a challenge he enjoys, and it’s an accomplishment that would bring him satisfaction. However, if the value of the task is too low, you really ought to delegate it to others.

Sometimes, when you have a larger goal in mind, you might have to sacrifice some actions in return for making progress. Always think about the bigger picture! One thing that can help you avoid this pitfall is to keep your deadlines in mind whenever you set milestones for a project or task.

Deadlines are a commitment to yourself, and every bit of time is precious. So if an activity you’re focusing on is taking time away from progress towards your goal, it may be time to let go of it for now. You can always decide to pick it up again later.

Then there’s the other extreme of delegation. And that’s when you start delegating everything you dislike doing to external sources.Sometimes it’s tempting to abuse delegation and get carried away outsourcing everything on your “don’t like doing” list.

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Some people are too picky on what they’re going to do. But sometimes, if you don’t like doing so but you’re the only one who can do it, you still need to finish the job. At the end of the day, it does take your own hard work and effort to achieve the success you want.

So if you find that you’re constantly running into this problem of over delegating, then it may be time to re-evaluate your motivation, or reason for doing whatever it is that you’re doing.

Ask yourself, “Is this task contributing towards a meaningful objective that I want to achieve?” and “what kind of progress do I make each time I carry out the task myself?” If the task is both meaningful and creates progress, then the next step is to ask yourself questions that can help you create actions.

What obstacles are causing you to avoid this task? Is it because of low confidence in your ability? Do you think someone else can do a better job? Is it your level of focus? Or is there an alternative action you can take that can produce the same results?

Take Action Now

Take a look at your current tasks or to-do’s that you have planned this week. Which tasks are possible candidates that fall under the Delegation Triangle? Are there any that fall under the pitfalls mentioned above? Which tasks can you immediately identify that should be delegated out right now?

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I hope this exercise helps declutter your tasks and responsibilities a little and allows you to see how much more time you can be saving for more important things. But, this is not the end of delegation. After you’ve sorted out the tasks that can be delegated, the next step is to determine who it should be delegated to. Besides people like your co workers, or spouse/family members, did you know that there is a whole delegating industry out there?

If you’re keen to learn more about this delegating industry, and find out how you can decide who’s the best fit to do your delegated tasks, subscribe to our newsletter today. We will help you discover many more skills that will boost your productivity by leaps and bounds!

Featured photo credit: Kelly Sikkema via unsplash.com

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