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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 July 13, 2020

    How Not to Feel Overwhelmed at Work & Take Control of Your Day

    How Not to Feel Overwhelmed at Work & Take Control of Your Day

    Overwhelm is a pernicious state largely caused by the ever-increasing demands on our time and the distractions that exist all around us. It creeps up on us and can, in its extreme form, leave us feeling anxious, stressed and exhausted.

    If you’re feeling overwhelmed at work, here are 6 strategies you can follow that will reduce the feeling of overwhelm; leaving you calmer, in control and a lot less stressed.

    1. Write Everything down to Offload Your Mind

    The first thing you can do when you begin to feel overwhelmed is to write everything down that is on your mind.

    Often people just write down all the things they think they have to do. This does help, but a more effective way to reduce overwhelm is to also write down everything that’s on your mind.

    For example, you may have had an argument with your colleague or a loved one. If it’s on your mind write it down. A good way to do this is to draw a line down the middle of the page and title one section “things to do” and the other “what’s on my mind”.

    The act of writing all this down and getting it out of your head will begin the process of removing your feeling of overwhelm. Writing things down can really change your life.

    2. Decide How Long It Will Take to Complete Your To-Dos

    Once you have ‘emptied your head,’ go through your list and estimate how long it will take to complete each to-do.

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    As you go through your list, you will find quite a few to-dos will only take you five or ten minutes. Others will take longer, often up to several hours.

    Do not worry about that at this stage. Just focus on estimating how long you will need to complete each task to the best of your ability. Here’s How to Cultivate a More Meaningful To Do List.

    3. Take Advantage of Parkinson’s Law

    Now here’s a little trick I learned a long time ago. Parkinson’s Law states that work will fill the time you have available to complete it, and us humans are terrible at estimating how long something will take:((Odhable: Genesis of Parkinson’s Law))

      This is why many people are always late. They think it will only take them thirty minutes to drive across town when previous experience has taught them it usually takes forty-five minutes to do so because traffic is often bad but they stick to the belief it will only take thirty minutes. It’s more wishful thinking than good judgment.

      We can use Parkinson’s Law to our advantage. If you have estimated that to write five emails that desperately need a reply to be ninety minutes, then reduce it down to one hour. Likewise, if you have estimated it will take you three hours to prepare your upcoming presentation, reduce it down to two hours.

      Reducing the time you estimate something will take gives you two advantages. The first is you get your work done quicker, obviously. The second is you put yourself under a little time pressure and in doing so you reduce the likelihood you will be distracted or allow yourself to procrastinate.

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      When we overestimate how long something will take, subconsciously our brains know we have plenty of time and so it plays tricks on us and we end up checking reviews of the Apple Watch 4 or allow our colleagues to interrupt us with the latest office gossip.

      Applying a little time pressure prevents this from happening and we get more focused and more work done.

      4. Use the Power of Your Calendar

      Once you have your time estimates done, open up your calendar and schedule your to-dos. Go through your to-dos and schedule time on your calendar for doing those tasks. Group tasks up into similar tasks.

      For emails that need attention on your to-do list, schedule time on your calendar to deal with all your emails at once. Likewise, if you have a report to write or a presentation to prepare, add these to your calendar using your estimated time as a guide for how long each will take.

      Seeing these items on your calendar eases your mind because you know you have allocated time to get them done and you no longer feel you have no time. Grouping similar tasks together keeps you in a focused state longer and it’s amazing how much work you get done when you do this.

      5. Make Decisions

      For those things you wrote down that are on your mind but are not tasks, make a decision about what you will do with each one. These things are on your mind because you have not made a decision about them.

      If you have an issue with a colleague, a friend or a loved one, take a little time to think about what would be the best way to resolve the problem. More often than not just talking with the person involved will clear the air and resolve the problem.

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      If it is a more serious issue, then decide how best to deal with it. Talk to your boss, a colleague and get advice.

      Whatever you do, do not allow it to fester. Ignoring the problem will not make it go away. You need to make a decision to deal with it and the sooner you do so the sooner the problem will be resolved. (You can take a look at this guide on How To Make Good Decisions All The Time.)

      I remember long ago, when I was in my early twenties and had gone mad with my newly acquired credit cards. I discovered I didn’t have the money to pay my monthly bills. I worried about it for days, got stressed and really didn’t know what to do. Eventually, I told a good friend of mine of the problem. He suggested I called the credit card company to explain my problem. The next day, I plucked up the courage to call the company, explained my problem and the wonderful person the other end listened and then suggested I paid a smaller amount for a couple of months.

      This one phone call took no more than ten minutes to make, yet it solved my problem and took away a lot of the stress I was feeling at the time. I learned two very valuable lessons from that experience:

      The first, don’t go mad with newly acquired credit cards! And the second, there’s always a solution to every problem if you just talk to the right person.

      6. Take Some Form of Action

      Because overwhelm is something that creeps up on us, once we feel overwhelmed (and stressed as the two often go together), the key is to take some form of action.

      The act of writing everything down that is bothering you and causing you to feel overwhelmed is a great place to start. Being able to see what it is that is bothering you in a list form, no matter how long that list is, eases the mind. You have externalized it.

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      It also means rather than these worries floating around in a jumbled mess inside your head, they are now visible and you can make decisions easier about what to do about them. Often it could be asking a colleague for a little help, or it could be you see you need to allocate some focused time to get the work done. The important thing is you make a decision on what to do next.

      Overwhelm is not always caused by a feeling of having a lack of time or too much work, it can also be caused by avoiding a decision about what to do next.

      The Bottom Line

      Make a decision, even if it is to just talk to someone about what to do next. Making a decision about how you will resolve something on its own will reduce your feelings of overwhelm and start you down the path to a resolution one way or another.

      When you follow these strategies to can say goodbye to your overwhelm and gain much more control over your day.

      More Tips for Reducing Work Stress

      Featured photo credit: Andrei Lazarev via unsplash.com

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