Advertising
Advertising

How To Make Fewer Decisions Every Day

How To Make Fewer Decisions Every Day

Filling your schedule with tedious tasks and chores will kill your productive power. It isn’t the amount of decisions you make that matters, but rather the impact of them. If you want to stop being “busy” and start being effective, make fewer decisions every day in these seven ways.

1. Set a “wake-up” time and stick with it.

I know, I know, “stop hitting the snooze button,” is an obvious tip you’ve heard a million times now. But there is no denying that the quality of your morning tends to determine how the rest of your day goes. Think about it: how do you think you’re going to feel if you…

  • Hit the snooze button too many times
  • Look at the clock and jolt out of bed, because you’re going to be late if you don’t hurry
  • Rush through a shower so quickly that you can’t even enjoy it
  • Feel bad for having to make your dog hurry up about going to the bathroom
  • Skip breakfast because there’s no way you have time for that
  • Feel like you’re starving, probably eat too much at lunch as a consequence, and get a bellyache

Sounds miserable, doesn’t it? Observe how much better things would be if you just woke up when you’re supposed to:

Advertising

  • Get up when you’re supposed to
  • Look at the clock and gently roll out of bed, because you’ve got plenty of time to get ready
  • Take a relaxing shower that you can actually enjoy
  • Walk your dog through the neighborhood and let it potty at its leisure
  • Eat a healthy breakfast including fat and protein
  • Feel like you’re nourished, eat “just enough” at lunch, maybe even pack it to save some money?

2. Rotate a few established outfits every week.

Treating trivial matters like what you’re going to wear today as if they are life-changing decisions is as foolish as it gets. While you should try to establish a professional appearance if your job calls for it, that doesn’t mean you need agonize over your outfit every morning. To make life easy, you could simply pair a matching top and bottom together in your closet after you do laundry every week. If you want more variety, just shift things around on a weekly basis, but don’t get carried away with it, because you shouldn’t need to think about what to wear for more than a minute.

3. Treat exercise like an important appointment.

There is no “best” time to exercise. Just make it fit your schedule, however you need to do it. If you use a day-planner or online calendar, go ahead and grab it. Do you see 3-5 days with time slots of at least 30 minutes that are wide-open most of the time? If so, congratulations… you just found the time to exercise! Exercising at the same days and times every week makes it easier to stick with a fitness routine, because eventually you will become so accustomed to this behavior that it feels like second-nature (read: you will just do it without thinking about it so much).

4. Cook in bulk to put your meals on autopilot.

It’s interesting that a lot of people eat the same thing for breakfast every day without batting an eye, yet they’d never imagine eating the same thing for lunch or dinner. I’ve gotta ask… why not? Cooking in bulk, or more specifically, preparing 5-7 days of meals at one time is a great way to make healthy eating more convenient and less expensive. You don’t need to be a master chef: for example, you could simply grill a pound or two of chicken at once, chop up a whole onion or pepper, and refrigerate in reusable containers. These foods could be used to make chicken tacos (make sure to get salsa, sour cream, and shredded cheese!) or chicken salad (all you need is spinach or lettuce and a healthy dressing), which could serve as lunch or dinner for the entire week. If you’d like to learn more about cooking in bulk, my favorite book on the topic is “Fix, Freeze, Feast: The Delicious, Money-Saving Way to Feed Your Family.”

Advertising

5. Plan the next day of work before bed time.

Do you ever feel so overwhelmed by all the work you need to do that you don’t know where to start? Me, too, but it’s best not to dwell on that feeling, because it leads to procrastination. It will never feel like there is enough time in the day, and the longer you stress out about how “busy” you are, the harder it will be to motivate yourself to get to work. When you’re caught up in the daily hustle, it can be hard to look at things with any perspective, so I recommend planning your workday the night before. Write down the three most important things you need to get done in a notebook (or you could even email it to yourself to make sure you don’t miss it). As long as you tackle those priorities, consider your day a success.

6. Admit that not all tasks are worth doing.

No matter how well you might plan, your intentions could be ruined if you allow distractions to interrupt your flow. People have a tendency to perform “busy-work” that makes them feel better about the fact that they are procrastinating. For example:

Are you organizing your desk for a good reason, or are you putting off that presentation you don’t want to work on?

Advertising

Are you checking your email because you need to, or are you delaying those sales calls you should be making?

Are you washing the dishes to be a good Samaritan, or are you avoiding that report that’s due today?

There is nothing wrong with having a tidy desk, responding to emails, or being nice enough to do the dishes; but it would be silly to do these things while you have more pressing concerns that need to be addressed.

Advertising

7. Dedicate your decision making power to the right people.

Why should you waste your time trying to please people who will never appreciate you? If a person can’t accept you for who you are, then they aren’t worthy of your time. Be more selective about who you spend your time with, because friendships should be reserved for people you trust.

The fewer decisions you make, the more time you’ll have for the important things. Tell us how you set priorities in the comments, and feel free to share with anyone who might be helped by it.

Featured photo credit: crossroads/Carsten Tolkmit via flickr.com

More by this author

Daniel Wallen

Freelance Writer

10 Reasons Why New Year’s Resolutions Fail How to Stay Calm and Cool When You Are Extremely Stressful 9 Surprising Benefits of Being Single That No One Has Told You Before 7 Ways To Let Go Of Insecurity In Your Relationship How To Ask A Girl Out And Get A Yes (Almost) Every Time

Trending in Productivity

1 How to Effectively Manage a Heavy Workload at Work 2 Better Alternatives to New Year’s Resolutions to Reduce Your Stress 3 How Personal Finance Software Helps You Get More Out of Your Money 4 7 Steps For Making a New Year’s Resolution and Keeping It 5 How to Concentrate and Train Your Brain to Focus Better

Read Next

Advertising
Advertising
Advertising

Published on January 16, 2019

How to Effectively Manage a Heavy Workload at Work

How to Effectively Manage a Heavy Workload at Work

We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

You might have such a heavy workload that it feels too intimidating to even start.

You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

Here’re 13 strategies you can use to get out from under your overwhelming workload:

1. Acknowledge You Can’t Do It All

Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

2. Focus on Your Unique Strengths

Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

The challenge is that many people end up doing things that they’re simply not very good at.

In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

It is often not about how to complete this project more effectively but who can help deliver this project.

Advertising

So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

  • Are you a great strategist?
  • Are you an effective planner?
  • Is Project Management your strength?
  • Is communication and bringing people together your strength?
  • Are you the ideas person?
  • Is Implementation your strength?

Think about how you can bring the biggest value to your work and the projects you undertake.

3. Use the Strengths of Your Team

One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

Delegation or better teamwork is the solution.

Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

4. Take Time for Planning

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

You can take the time to think about:

  • What’s the purpose of the project?
  • How Important is it?
  • When does it need to be delivered by?
  • What is the best result and worst result for this project?
  • What are the KPIs?
  • What does the project plan and key milestones look like?
  • Who is working on this project?
  • What is everyone’s responsibilities?
  • What tolerances can I add in?
  • What are the review stages?
  • What are the challenges we may face and the solutions for these challenges?

Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

5. Focus on Priorities

Not everything is a priority, although it can often feel, in the moment, that it is.

Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

  1. Urgent and important (tasks you will do immediately).
  2. Important, but not urgent (tasks you will schedule to do later).
  3. Urgent, but not important (tasks you will delegate to someone else).
  4. Neither urgent nor important (tasks that you will eliminate).

James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

Advertising

    The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

    If you didn’t get everything accomplished, start the next day with your number one priority.

    If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

    6. Take Time Out

    To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

    If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

    Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

    In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

    Take a look at this article learn about The Importance of Scheduling Downtime.

    7. Maintain a Healthy Work-Life Balance

    Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

    I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

    Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

    If you feel there is not enough balance, then it may be time to make a change.

    8. Stop Multitasking

    Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

    So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

    When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

    Advertising

    If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

    9. Work in Blocks of Time

    To keep your energy up to produce your best results it’s essential to take regular breaks.

    I use the 60-60-30 method myself and teach it to my coaching clients.

    Work on a project for a sustained period of 50 minutes.

    Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

    Then continue to work on the project for a further 50 minutes.

    Then take another 10-minute break.

    Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

    By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

    10. Get Rid of Distractions

    Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

    “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

    Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

    If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

    11. Commit Focused Time to Smaller Tasks

    You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

    Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

    Advertising

    Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

    12. Take a Time Audit

    Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

    Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

    You can start by taking a piece of paper and creating three columns:

    Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

    Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

    At the end of the week, record the total time spent in each column.

    If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

    13. Protect Your Confidence

    It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

    When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

    Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

    When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

    Final Words

    A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

    The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

    If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

    Featured photo credit: Hannah Wei via unsplash.com

    Reference

    Read Next