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Get Things Done Despite Single Point Failures

Get Things Done Despite Single Point Failures

Imagine a scenario where you are full of enthusiasm to start working on a task or a certain part of a project. You are really ready to kick some butt… until you realize that your hands are tied: Perhaps you can’t start working on the task because someone else’s input is needed first, or maybe a network drive which stores your project files is inaccessible because of a hardware failure.

Since you are unable to continue with your work for now, the next logical question is: How are you going to prepare for these kinds of scenarios the next time, so that you won’t end up wasting your time again?

Are you too busy to prepare?

There is one obvious reason why you are experiencing the frustration over what just happened: You weren’t prepared enough for a scenario like this. Exactly why you were unprepared was a result of two reasons:

First, you didn’t allocate enough time for the preparation. Since you were busy with your other stuff, you neglected the preparation—even if you knew it was necessary.

Perhaps you even thought that preparing was unnecessary in the first place. You didn’t understand the importance of it and you didn’t bother sitting down and thinking of your plan B for your task or for your project.

So there you are, and you don’t know what to do next since you don’t have any secondary plan in place.

Trusting too much that things go well

You have now realized that the unprepared route you have taken is not a professional way to do things, and simply assuming that everything will go OK is not a solid plan.

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It goes without saying that you need to learn to appreciate the planning part as well. It doesn’t matter how good your task list looks; if the tasks are not executable because of unexpected dependencies, you can trash your task list this very moment.

When you learn to see the big picture and allocate enough time for planning, only then are you able to avoid the roadblocks and stop wasting your time.

Learn to stop (in order to keep on going)

From now on you should do certain things to secure the smooth execution of your tasks and projects.

First, take enough time to plan your next move. In fact, FORCE yourself to take the time for planning. It will pay off handsomely, especially when things are not going as planned.

Understand that planning time is actually working on the task already: It’s preparing for the worst-case scenario and making sure that everything goes well if something unexpected happens.

Secondly, see every part of the task: Who is involved, which systems are being used, and which parts are integral to your work?Seeing this in advance is crucial, because it gives you a better level of preparedness later on.

Thirdly, imagine every possible scenario before taking action. What happens if a system goes down? What about a situation where you need another person’s input before you can continue with your own work?

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Once you have considered these scenarios in advance, you can continue with your work without minimum downtime. And believe me—it’s more than possible that you are going to experience the unexpected, something that wasn’t written on your task list.

Keep the ball rolling by preventing these 4 common SPOF scenarios

SPOF stands for Single Point of Failure, and it’s a fancy way of saying that if one part of the system collapses, it takes the whole system down.

Apply this knowledge to your project or a task the same way: If your work is dependent of something or someone and the person or system lets you down, then your work gets delayed and time gets wasted.

Here are the four most common scenarios that you can prevent with some planning. Be proactive on these and your work will continue as smoothly as possible.

1. Task cannot be continued without someone else’s input first

Oftentimes your work can only continue when someone else has done his/her part first. To make sure that this is the case, spot these kinds of tasks in the early phases of your project and prioritize them if possible.

The sooner you start with the delegation, set deadlines and communicate clearly why the task is important to take care of, the bigger chance there is to have the necessary input completed before you are starting your part.

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2. You have lost your work

Do you take backups regularly? Is it easy to restore things back to normal if your hard disk crashes? If you answered no to these questions, then make sure you fix the situation as quickly as possible.

First, try saving your content in the cloud. For instance, I’m saving all the important documents not only to my hard drive, but also to DropBox by using its client software. If my hard drive happens to crash, the backup copy is available on the cloud.

Then, buy an additional backup system for your computer. In many cases, this can be bought as a service that is offered by your Internet Service Provider. You can also subscribe to an onlinebackup system.

3. You realize you can’t do the task yourself

Have you ever realized that completing a certain task will actually require expertise that you don’t own? And since you don’t have the expertise, the task can’t be done right now? Well, I have run into this issue many times before, and with a little preparation this can be avoided.

In this situation everything comes down to the planning, where you actually go through the different scenarios (as mentioned before). During this phase, you also understand whether you can do the work yourself or if you have to hire an outsider to do the work for you.

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Be absolutely honest with yourself about this: If you have any doubts that you can’t do the task yourself, it’s better to outsource it. Nothing is worse than doing a mediocre job yourself, when the results could be outstanding by an outsider.

Be sure to gather the required expertise well before you start working on your task/project. That way you are not wasting your time on doing the task yourself.

4. Your idea is lost

You have this great idea that popped into your head while you were at work, but now you can’t remember what it is. Had you stored it immediately, you’d still have an idea and it could potentially add a bigger figure to your bottom line or save hours of your work.

You owe it to yourself to write down the idea immediately as it pops into your head. You could use traditional pen and paper, use your mobile phone to store it temporarily (even if it hasn’t got Internet access) or even use your smartphone for storing the idea directly on Google Docs or EverNote.

Don’t convince yourself that “I’ll remember the idea when I get back home”. Most likely you’ll forget it and feel annoyed and frustrated.

Conclusion

As you can see, there are many things that can halt your productivity and cause you to waste your time. Don’t let this happen and create a fail-proof system which lets you continue with your work – even if one part of the system collapses.

Make sure you spend enough time by going through the different scenarios in advance. You’ll thank yourself that you did this when something unexpected happens.

Over to you: How do you make sure you can continue with your tasks – even when part of the system collapses?

More by this author

Timo Kiander

Productivity Author and Founder of Productive Superdad

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Last Updated on July 23, 2019

5 Steps To Move Out Of Stagnancy In Life

5 Steps To Move Out Of Stagnancy In Life

In the journey of growth, there are times when we grow and excel. We are endlessly driven and hyped up, motivated to get our goals.

Then there are times when we stagnate. We feel uninspired and unmotivated. We keep procrastinating on our plans. More often than not, we get out of a rut, only to get back into another one.

How do you know if you are stagnating? Here are some tell-tale signs:

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  • If you have been experiencing chronic procrastination on your goals
  • If you don’t ever feel like doing anything
  • If you keep turning to sleep, eating, games, mindless activities and entertainment for comfort
  • If you know you should be doing something, but yet you keep avoiding it
  • If you have not achieved anything new or significant now relative to 1 month, 2 months or 3 months ago
  • If you have a deep sense of feeling that you are living under your potential

When we face stagnation in life, it’s a sign of deeper issues. Stagnation, just like procrastination, is a symptom of a problem. It’s easy to beat ourselves over it, but this approach is not going to help. Here, I will share 5 steps to help you move out of this stagnation. They won’t magically transform your life in 1 night (such changes are never permanent because the foundations are not built), but they will help you get the momentum going and help you get back on track.

1. Realize You’re Not Alone

Everyone stagnates at some point or another. You are not alone in this and more importantly, it’s normal. In fact, it’s amazing how many of my clients actually face the same predicament, even though all of them come from different walks of life, are of different ages, and have never crossed paths. Realizing you are not alone in this will make it much easier to deal with this period. By trying to “fight it”, you’re only fighting yourself. Accept this situation, acknowledge it, and tell yourself it’s okay. That way, you can then focus on the constructive steps that will really help you.

2. Find What Inspires You

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Stagnation comes because there isn’t anything that excites you enough to take action. If you don’t have a habit of setting goals, and instead just leave yourself to daily mundanes, it’s not surprising you are experiencing stagnation. What do you want to do if there are no limitations? If you can have whatever you want, what will it be? The answers to these questions will provide the fuel that will drive you forward.

On the other hand, even if you are an experienced goal setter, there are times when the goals you set in the past lose their appeal now. It’s normal and it happens to me too. Sometimes we lose touch with our goals, since we are in a different emotional state compared to when we first set them. Sometimes our priorities change and we no longer want to work on those goals anymore. However, we don’t consciously realize this, and what happens is we procrastinate on our goals until it compounds into a serious problem. If that’s the case for you, it’s time to relook into your goals. There’s no point in pursuing goals that no longer inspire you. Trash away your old goals (or just put them aside) and ask yourself what you really want now. Then go for them.

3. Give Yourself a Break

When’s the last time you took a real break for yourself? 3 months? 6 months? 1 year? Never? Perhaps it’s time to take a time-out. Prolonged working can cause someone to become disillusioned as they lose sight of who they are and what they want.

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Go take some extended leave from work. A few days at bare minimum; a few weeks or months will be great. Some of my ex-colleagues have quit their jobs and took months out to do some self-reflection. Of course, some of us might not have that luxury, so we can stick to a few weeks of leave. Go on a trip elsewhere and get away from your work and your life. Use this chance to get a renewed perspective of life. Think about your life purpose, what you want and what you want to create for your life in the future. These are big questions that require deep thinking over them. It’s not about finding the answers at one go, but about taking the first step to finding the answers.

4. Shake up Your Routines

Being in the same environment, doing the same things over and over again and meeting the same people can make us stagnant. This is especially if the people you spend the most time with are stagnant themselves.

Change things around. Start with simple things, like taking a different route to work and eating something different for breakfast. Have your lunch with different colleagues, colleagues you never talked much with. Work in a different cubicle if your work has free and easy seating. Do something different than your usual for weekday evenings and weekends. Cultivate different habits, like exercising every day, listening to a new series of podcasts every morning to work, reading a book, etc (here’s 6 Proven Ways To Make New Habits Stick). The different contexts will give you different stimulus, which will trigger off different thoughts and actions in you.

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When I’m in a state of stagnancy, I’ll get a sense of what’s making me stagnate. Sometimes it’s the environment I’m in, sometimes it’s the people I’ve been hanging out with, sometimes it’s my lifestyle. Most of the times it’s a combination of all these. Changing them up helps to stir myself out of the stagnant mode.

5. Start with a Small Step

Stagnation also comes from being frozen in fear. Maybe you do want this certain goal, but you aren’t taking action. Are you overwhelmed by the amount of work needed? Are you afraid you will make mistakes? Is the perfectionist in you taking over and paralyzing you?

Let go of the belief that it has to be perfect. Such a belief is a bane, not a boon. It’s precisely from being open to mistakes and errors that you move forward. Break down what’s before you into very very small steps, then take those small steps, a little step at a time. I had a client who had been stagnating for a long period because he was afraid of failing. He didn’t want to make another move where he would make a mistake. However, not wanting to make a mistake has led him to do absolutely nothing for 2-3 years. On the other hand, by doing just something, you would already be making progress, whether it’s a mistake or not. Even if you make a supposed “mistake”,  you get feedback to do things differently in the next step. That’s something you would never have known if you never made a move.

More to Help You Stay Motivated

Here are some resources that will help you break out of your current phase:

Featured photo credit: Anubhav Saxena via unsplash.com

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