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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 April 6, 2020

15 Best Productivity Hacks for Procrastinators

15 Best Productivity Hacks for Procrastinators

Let me guess.

You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

1. Give (10+2)*5 a Try

Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

2. Use Red and Blue More Often

Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

3. Create a Break Agenda

List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

4. Set a Timetable for Your Tasks

Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
9:10 – 10:00 am – Internet research
10:00 – 10:45 am – Look through existing files
10:45 – 11:00 am – Break time!
11:00 – 12:00 pm – Outline the research report

Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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5. Take It Outside!

Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

6. Become Productively Lazy

Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

7. Assign a ‘Task Deputy’

It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

8. Consider a Gadget-Free Desk

According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

9. Prepping the Night

Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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10. Do a 7-Minute Workout in the Morning

Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

11. Set-up Mini Tasks

If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

12. Create an Inspirational Board or Reminder

I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

13. Redecorate Your Room

Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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14. Ready Your Nibbles

You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

Bonus productivity hacks you can do at home:

15. Schedule Your Chores

Write down your chores in a weekly basis with matching day and time when you should be doing these.

For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

More Tips to Overcome Procrastination

Featured photo credit: Glenn Carstens-Peters via unsplash.com

Reference

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