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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 January 24, 2020

    10 Good Habits To Have in Life To Be More Successful

    10 Good Habits To Have in Life To Be More Successful

    Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

    Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

    Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

    • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
    • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
    • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

    Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

    Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

    Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

    That’s why I would share 10 good habits to have to be more successful in life.

    1. Begin Your Day with Meditation

    I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

    Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

    Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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    2. Be Grateful for What You Have

    Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

    Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

    “I say one thing I’m grateful for each day when I sit down to eat dinner.”

    3. Smile

    Can you pause and smile before you continue reading this?

    Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

    Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

    Can you smile again?

    4. Start Your Day with a Healthy Breakfast

    Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

    If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

    This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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    Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

    5. Exercise Daily

    One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

    Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

    ‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

    He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

    6. Manage Your Time as You Manage Your Finance

    Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

    Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

    So how do you manage your time effectively?

    Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

    “I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

    And this is Dorsey’s weekly theme:[5]

    • Monday – Management
    • Tuesdays – Product
    • Wednesday – Marketing and growth
    • Thursdays – Developers and partnerships
    • Fridays – Culture and recruiting
    • Saturdays – Taking off
    • Sundays – Reflection, feedback, strategy, and preparing for Monday

    No wonder he was able to run two companies when others were struggling with one job.

    7. Set Daily Goals with Intentions

    Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

    Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

    Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

    “What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

    Be intentional about your daily goals!

    8. Seek Inspiration

    It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

    A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

    Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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    Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

    “The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

    9. Save Steadily, Invest with All Prudence

    I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

    However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

    10. Budget and Track Your Spendings

    Benjamin Franklin warned of taking the precaution of little expenses. He said,

    “A small leak sinks a great ship.”

    It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

    Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

    The Bottom Line

    Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

    More About Habits

    Featured photo credit: Andrijana Bozic via unsplash.com

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    Reference

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