Advertising

The Secret To Completing An Overwhelming Project Effectively

Advertising
The Secret To Completing An Overwhelming Project Effectively

You’ve just been assigned a monster project at work or school.

You’re feeling a bit intimidated and rightly so…there’s a lot of work that needs to be done.

Where do you begin? How can you ensure your work moves along at an even pace and doesn’t fall through the cracks?

Advertising

Here are seven tips that will help you take on that huge project like a productivity pro!

Plan slowly to move quickly.

Making plans before starting work on a project is always a good idea. An even better idea is to take the time to develop well-thought out and solid plans. Don’t just slap down a brief three-sentence plan and get to work! Get to the heart of your project by thinking about all the different components involved, including goals, targets, deliverables and tasks. Write down the general stages or sections for your project, and then work your way down to specific tasks. Create a first, second or third draft of your plans as necessary. The more thorough you are in your planning, the easier and quicker it will be to execute each specific task or item in future.

Build-in time for testing and reviewing.

Working on any project is difficult enough and you certainly don’t need the added stress of trying to find time for your project when you’re in the thick of things. As you develop your project’s plans, be sure to include time for you to test, review, proof and finalize your work or materials. Depending on the length and scope of your project, you may need to add in a couple of extra days, weeks or months. Even if you don’t use your time buffer for testing and reviewing purposes, you’ll still have the luxury of using this time to take care of any other loose ends related to your project.

Advertising

Define and accept when something is good enough.

While you should be proud of the work you produce, being overly nitpicky and obsessive about the quality of your work when it’s perfectly fine as is won’t be much help to you if it makes you miss a deadline! There really is such as thing as work being just “good enough.” Set specific guidelines as to the features or aspects your project must have as a finished project and quantify information where necessary. When your project has reached your guidelines, it’s time to stop working on it, no ifs, ands or buts.

Make a clear division of labor.

Projects can become unnecessarily complex and confusing when roles and responsibilities aren’t properly spelled out. Take into account the people who will actually be working on the project. Who are the project managers, supervisors and staff? What are their roles? What specific tasks are people responsible for? Who should people report to if there is an issue or concern? Be sure to review your notes a couple of times to make sure items are not duplicated, repeated, or improperly assigned. It might also be helpful to have someone else take a look your notes to make sure you didn’t forget or overlook something.

Ask for help when you need it.

Even the best worker needs a bit of help now and then. If you are in need of help during a project, don’t be afraid to be vocal about it! Be specific in your request including what type of help you need, when you’ll need the help, where you’ll need the help and so on. You should also be sure to keep in touch with your helpers to make sure they are completing the assigned tasks as directed and address any questions they may have.

Advertising

Keep communications clear.

Communication is key in any project. Lots of time can be wasted when information is misinterpreted, misread or misconstrued. Give instructions and directions in clear and simple terms so there’s no confusion. You should also strongly consider specifying communication methods people should use for a project, be it via in-person meetings, phone, text or email. This way, information can be communicated quickly and efficiently.

Document your progress.

You don’t have to create a full-blown status report each and every day as you are working on your project, but it is helpful to take general notes to track your progress. Write down what items have been completed, what issues came up as well as other concerns or snippets of information you’ve learned along the way. You’ll have a helpful reference tool to show you where you are in your project and how far you have to go until you complete it.

What concerns you the most when it comes to completing a large project? Leave a comment below.

Advertising

Featured photo credit: VFS Digital Design via flickr.com

More by this author

Rashelle Isip

Blogger, Consultant, and Author

7 Ways to Define Your Own Success 10 Helpful Tips To Effectively Declutter Your Home 15 Bad Habits Which Always Destroy Your Productivity Everyone Should Know These 10 Tips Before Returning To Work After Vacation 15 Useful Tips To Defeat Procrastination, Once And For All

Trending in Productivity

1 How to Create Your Own Ritual to Conquer Time Wasters and Laziness 2 Are You Addicted to Productivity? 3 Is Avoiding Difficult Tasks And Doing Easy Tasks First Less Productive? 4 How Remote Work Affects Your Productivity And Wellbeing (Backed By Data) 5 10 Best Productivity Planners To Get More Done in 2021

Read Next

Advertising
Advertising

Last Updated on October 21, 2021

How to Create Your Own Ritual to Conquer Time Wasters and Laziness

Advertising
How to Create Your Own Ritual to Conquer Time Wasters and Laziness

Life is wasted in the in-between times. The time between when your alarm first rings and when you finally decide to get out of bed. The time between when you sit at your desk and when productive work begins. The time between making a decision and doing something about it.

Slowly, your day is whittled away from all the unused in-between moments. Eventually, time wasters, laziness, and procrastination get the better of you.

The solution to reclaim these lost middle moments is by creating rituals. Every culture on earth uses rituals to transfer information and encode behaviors that are deemed important. Personal rituals can help you build a better pattern for handling everything from how you wake up to how you work.

Unfortunately, when most people see rituals, they see pointless superstitions. Indeed, many rituals are based on a primitive understanding of the world. But by building personal rituals, you get to encode the behaviors you feel are important and cut out the wasted middle moments.

Advertising

Program Your Own Algorithms

Another way of viewing rituals is by seeing them as computer algorithms. An algorithm is a set of instructions that is repeated to get a result.

Some algorithms are highly efficient, sorting or searching millions of pieces of data in a few seconds. Other algorithms are bulky and awkward, taking hours to do the same task.

By forming rituals, you are building algorithms for your behavior. Take the delayed and painful pattern of waking up, debating whether to sleep in for another two minutes, hitting the snooze button, repeat until almost late for work. This could be reprogrammed to get out of bed immediately, without debating your decision.

How to Form a Ritual

I’ve set up personal rituals for myself for handling e-mail, waking up each morning, writing articles, and reading books. Far from making me inflexible, these rituals give me a useful default pattern that works best 99% of the time. Whenever my current ritual won’t work, I’m always free to stop using it.

Advertising

Forming a ritual isn’t too difficult, and the same principles for changing habits apply:

  1. Write out your sequence of behavior. I suggest starting with a simple ritual of only 3-4 steps maximum. Wait until you’ve established a ritual before you try to add new steps.
  2. Commit to following your ritual for thirty days. This step will take the idea and condition it into your nervous system as a habit.
  3. Define a clear trigger. When does your ritual start? A ritual to wake up is easy—the sound of your alarm clock will work. As for what triggers you to go to the gym, read a book or answer e-mail—you’ll have to decide.
  4. Tweak the Pattern. Your algorithm probably won’t be perfectly efficient the first time. Making a few tweaks after the first 30-day trial can make your ritual more useful.

Ways to Use a Ritual

Based on the above ideas, here are some ways you could implement your own rituals:

1. Waking Up

Set up a morning ritual for when you wake up and the next few things you do immediately afterward. To combat the grogginess after immediately waking up, my solution is to do a few pushups right after getting out of bed. After that, I sneak in ninety minutes of reading before getting ready for morning classes.

2. Web Usage

How often do you answer e-mail, look at Google Reader, or check Facebook each day? I found by taking all my daily internet needs and compressing them into one, highly-efficient ritual, I was able to cut off 75% of my web time without losing any communication.

Advertising

3. Reading

How much time do you get to read books? If your library isn’t as large as you’d like, you might want to consider the rituals you use for reading. Programming a few steps to trigger yourself to read instead of watching television or during a break in your day can chew through dozens of books each year.

4. Friendliness

Rituals can also help with communication. Set up a ritual of starting a conversation when you have opportunities to meet people.

5. Working

One of the hardest barriers when overcoming procrastination is building up a concentrated flow. Building those steps into a ritual can allow you to quickly start working or continue working after an interruption.

6. Going to the gym

If exercising is a struggle, encoding a ritual can remove a lot of the difficulty. Set up a quick ritual for going to exercise right after work or when you wake up.

Advertising

7. Exercise

Even within your workouts, you can have rituals. Spacing the time between runs or reps with a certain number of breaths can remove the guesswork. Forming a ritual of doing certain exercises in a particular order can save time.

8. Sleeping

Form a calming ritual in the last 30-60 minutes of your day before you go to bed. This will help slow yourself down and make falling asleep much easier. Especially if you plan to get up full of energy in the morning, it will help if you remove insomnia.

8. Weekly Reviews

The weekly review is a big part of the GTD system. By making a simple ritual checklist for my weekly review, I can get the most out of this exercise in less time. Originally, I did holistic reviews where I wrote my thoughts on the week and progress as a whole. Now, I narrow my focus toward specific plans, ideas, and measurements.

Final Thoughts

We all want to be productive. But time wasters, procrastination, and laziness sometimes get the better of us. If you’re facing such difficulties, don’t be afraid to make use of these rituals to help you conquer them.

Advertising

More Tips to Conquer Time Wasters and Procrastination

 

Featured photo credit: RODOLFO BARRETO via unsplash.com

Read Next