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How to Be Successful by Using Backward Planning

How to Be Successful by Using Backward Planning

During my thirteen years in the US Army Special Forces, I actually learned backward planning before I attended the Special Forces Qualification “Q” Course.  My first education in planning came from the US Army Ranger School, which is primarily a leadership course that uses patrolling in harsh conditions to duplicate the stresses of combat.  It’s a very demanding course with a planned lack of food and sleep. While some might say that for a lot people, Ranger School was spent in a daze of confusion, hunger and fatigue, backward planning does not mean that you have to plan in confused or awkward manner.

One of the biggest factors that determine whether you get your task completed is effective time management. Without good time management, you will almost always fail.  This was beaten into our heads by the Ranger School Ranger Instructors (RI)s: The RI would continually ask us what time was our time to be on target.

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    Time on Target

    Time on target was the time that we had to accomplish a mission—everything else led up to that time.  We simply then mentally walked our way backwards, putting time points at each important step.  For example, if time on target was at 11pm, than we needed to do a final reconnaissance of the target an hour beforehand. Given backward planning, our time there would be at 10pm.   Before that, we had to set up a small patrol base in the area about 15 minutes before.  This would be at 9:45pm.  It would take us about three hours to get there from where we were at.  This meant that we would need to leave at 6:45pm.  An hour to get our equipment ready, fifteen minutes to eat, and three hours planning would then mean that we would need to start to get ready at 2:45pm.

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    Backward Planning

    Backward planning lets you know when you need to get started, and also gives you timing points along the way to let you know if you need to adjust your plan in order to get ‘er done when you need to.  For example, if we ran late on the planning for the mission above, we might skip eating or cut down on equipment prep time.

    Think about how you could apply backward planning in your daily life:

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    • The kids need to be picked up from school at 3:00 pm.
    • You need to pick up the dry cleaning, which is fifteen minutes from the school.
    • You’ll need five minutes in the store, so you need to arrive there at 2:40 pm.
    • Before, that you’ll meet a friend at a local coffee shop, and take a half an hour for coffee.
    • The shop is ten minutes away from the dry cleaners, so you need to arrive at the coffee shop at 2 pm.
    • Finally, the coffee shop is twenty minutes from your house, so you need to leave home at 1:40 pm in order to pick up your kids on time.

    Your Own Time on Target

    Backward planning will help you with anything that has a deadline or a “time on target.”  In the Special Forces, we were known for our focus on being on time, which kept us on track and on schedule.  In combat, arriving too early might leave you exposed without air cover.  Arriving too late at an ambush might mean that you missed your target.  Either way was failure.

    It might be a good idea to think about this, and why this time management is so essential to success.  Perhaps you can begin by thinking of the opposite—ways which do not work.  Even if you have one very small task to complete, if you do not manage your time appropriately it may get done too late, or not at all.  You may be working on a deadline, or have a task which does not have a specific time to be completed.  If you do not have a plan for getting it done on time, results will show.

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    Game Plan for Success

    If you have ever felt that there are not enough hours in a day to do everything you need to do, this will be a very positive step for you, and you will be pleasantly surprised with how much you can accomplish.  With a game plan focused on mission completeness, you may find yourself getting more done each day than you usually accomplish in a week.  Not only will you be more productive, but achieving each goal will come much easier, and you will soon appreciate this all-important factor in your success.

    Featured photo credit:  Traditional maldivian Dhoni via Shutterstock

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    Last Updated on September 18, 2019

    15 Best Organizing Tips For Office Organization and Getting More Done

    15 Best Organizing Tips For Office Organization and Getting More Done

    You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

    Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

    A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

    Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

    So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

    1. Purge Your Office

    De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

    Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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    Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

    2. Gather and Redistribute

    Gather up every item that isn’t where it belongs and put it where it does.

    3. Establish Work “Zones”

    Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

    Place the appropriate equipment and supplies are located in the proper area as much as possible.

    4. Close Proximity

    Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

    5. Get a Good Labeler

    Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

    6. Revise Your Filing System

    As we move fully into the digital age, the need to store paper files has decreased.

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    What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

    Here’re some storage ideas for creating a smooth filing system:

    • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
    • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
    • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
    • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
    • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
    • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
    • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

    Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

    7. Clear off Your Desk

    Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

    If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

    8. Organize your Desktop

    Now that you’ve streamlined your desktop, it’s a good idea to organize it.

    Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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    Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

    9. Organize Your Drawers

    Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

    Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

    10. Separate Inboxes

    If you work regularly with other people, create a folder, tray, or inbox for each.

    11. Clear Your Piles

    Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

    Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

    12. Sort Mails

    Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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    13. Assign Discard Dates

    You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

    Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

    14. Filter Your Emails

    Some emails are important to read, others are just not that important.

    When you use the filter system to label different types of emails, you know their priority and which to reply first.

    Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

    15. Straighten Your Desk

    At the end of the day, do a quick straighten, so you have a clean start the next day.

    Bottom Line

    Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

    Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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    Featured photo credit: Alesia Kazantceva via unsplash.com

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