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How to Get Out of a Work Backlog

How to Get Out of a Work Backlog

    You have goals and since you are reading Lifehack you may probably have a lot of them you want to accomplish. Goals lead to projects and projects lead to a sea of tasks. The problem with this is that those sea of tasks may never dry up and you could find yourself drowning in them.

    Here is how you can get your head above a backlog of work.

    Create Your Focus

    The worst part about taking on work is that you say ‘yes’ to a lot more than you are actually capable of doing.

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    The best way to get out of a backlog of work is to not do the work. I’m not trying to be cynical (yes I am), but if you have committed to doing something that you shouldn’t have committed to, today is the day to stop doing it and find your focus. Don’t wait and think that having a million “look into” type of projects is okay.

    Find the things that don’t fit and cut them.

    Turn off life as much as possible

    After you have found some focus it’s time to get down to the nitty gritty of identifying and starting to process the piles of work in front of you. When you do this, it’s much better to unplug from everything that you can to keep your attention.

    Turn the cell phone off, silence notifications, and try to find a few hours of time that you can devote to merely identifying what you need to do. Most people don’t realize it, but sometimes the only reason they are bogged down by work is because they don’t know what the work is that they have to do. This is the time to recognize it.

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    Stick to the two minute rule

    While you are going through your email and other piled up, potential work, if you see something that you think will only take two minutes to do then do it immediately. This is probably one of my favorite GTD rules to forget, but it definitely works.

    It’s sometimes hard to know how long something will take, so use a digital timer or stopwatch to time yourself. You can blow through a lot of work in these short little two minute bursts plus you will be moving projects along that you thought were dead in the water.

    Know when to say no

    As you are identifying your work make sure that you are still focusing on what you ought to be doing. If an email crosses your inbox that is some potential, crazy, new project, make sure that you have the time and bandwidth to accept it. If not, say no for the time being and possibly throw it on a someday/maybe list Better yet, get rid of it completely if it doesn’t match your focus.

    It’s not a good idea to create more work for yourself when you are trying to get out of a backlog.

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    Do

    The next part is just doing your work. Once you have identified what needs done and what doesn’t need done, it’s time to find the right time and context to get those things done. This may take much longer than the whole identifying process above, but at least you have a workable set of tasks that can slowly and surely get you out of your backlog.

    Some people like making time blocks to get things done while other prefer a more relaxed approach. If you have a serious amount of work to get through, you may want to consider doing the former and scheduling yourself some time blocks to get through the work, if only it is until you are caught up.

    Re-Focus

    As you get closer and closer to the end of your work backlog and you start to see the light of day again, make sure that you stop for a moment and refocus. The only way that you got yourself in a backlog in the first place was that you were unfocused when accepting unwanted or unneeded work or that you were ignoring things altogether. Make sure that you are mindful of the work that you have accomplished and the work that you want to move towards next.

    This will help to keep yourself away from backlogs in the first place.

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    Conclusion

    Having a backlog of work doesn’t mean you are unproductive, necessarily. What it means is that you lack a sense of focus and possibly haven’t take the time to identify what you need to do to get things back on track.

    Taking the time to identify your work and then making a conscious effort to move forward with what you should be focused on is the best way to make it out of the dreaded work backlog. And hey, since you are going into Saturday (at least here in the States), now is as good time as ever to out of your rut.

    (Photo credit: Yellow coffee mug atop pile 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 December 10, 2019

    How to Stay Motivated and Reach Your Big Goals in Life

    How to Stay Motivated and Reach Your Big Goals in Life

    It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

    So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to stay motivated and get what you want:

    1. Find Your Good Reasons

    Anything you do, no matter how simple, has a number of good reasons behind it.

    You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

    If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

    Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

    Some ideas for what a good reason can be:

    • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
    • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
    • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
    • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

    2. Make It Fun

    When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

    Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

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    Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

    They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

    Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

    A simple approach is to start working on any task by asking yourself a few questions:

    • How can I enjoy this task?
    • What can I do to make this task fun for myself and possibly for others?
    • How can I make this work the best part of my day?

    As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

    Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

    However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

    3. Change Your Approach And Don’t Give Up

    When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

    You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

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    That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

    If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

    Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

    My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

    4. Recognize Your Progress

    Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

    We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

    Here’s how tracking and recognizing your progress is different:

    Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

    For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

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    You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

    Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

    For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

    5. Reward Yourself

    This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

    Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

    Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

    For some tasks, just taking a break and relaxing for a few minutes will do.

    For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

    For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

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    Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

    The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

    Mix and Match

    Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

    Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right way. Mix different approaches and match them to your task for the best results.

    Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

    Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

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    Featured photo credit: Lucas Lenzi via unsplash.com

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