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Do You Do This Common Mistake When You Start Working on Your Tasks?

Do You Do This Common Mistake When You Start Working on Your Tasks?

It’s 6 AM and you are ready to do some work related to your online business: writing the next free report for your e-mail list. You have an hour to do your work until the rest of the family wakes up.

You fire up your computer and open the word editing software of your choice. However, as soon as the blank page opens in front of you, you feel kind of helpless. After pondering for around ten minutes, you don’t have anything concrete written on the screen and you start to feel frustrated.

It’s now 06.20 AM and you barely have anything useful written on that document. Then, at 06.27 AM, you get an idea and you start writing an initial outline of the report. At 06.46 AM you have at least something on the screen as you start writing the first words.

Needless to say, you keep adding and deleting sentences, as you are not happy with what you see on the document. Then it’s 07.04 AM and your family wakes up. You have pretty much wasted the whole hour for planning your work when instead you should have couple of pages written already.

Yes, you are pissed, and that’s not a good way to start your day. So the question is: Are you going to repeat all this again and again?

The simple habit that is missing

This example was related to online business, but the same can happen in any profession or in anything you set out to do.

All this frustration and being pissed comes from one simple reason that you fail to acknowledge: You are not preparing for your work enough. In fact, when failing to do the preparation you are eating into the valuable minutes of your actual working time and that’s why you aren’t seeing any results.

Had you done some planning and preparation in advance, you’d have probably finished your task (or at least had a great start on it) and you would feel much better about your situation.

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Actually, what is happening here is way too common, but there is a simple way to fix it. But first, do you know what your excuse for not doing the obvious (the preparation) is?

What is your excuse?

It’s very easy to just jump into your work without doing any preliminary actions, like planning or preparing for your tasks. That’s why it’s also very easy to get disappointed if you are not careful.

First, you might just have something better to do than planning and preparing. This could be anything, from watching TV to even doing otherwise mundane tasks – like cleaning your home or washing the dishes.

Then, you may not just give enough value to this whole preparation phase. You may find it useless and want to spend the time instead on doing something nice (like watching your favorite TV show).

Finally, you think that all this planning and preparation is just a waste of time, since plans never work and the preparation is just some extra thing that you have to do on top of your actual work.

All these reasons are unfortunately very common and there is a price to pay: Missing deadlines, frustration, and longer-than needed workdays.

Get those lost minutes back – right now!

It’s no secret what I’m going to tell you here: To fix the situation, you need to change your attitude towards preparation and standardize the whole process.

What this means is that you grow a habit out of preparation. In order to create this beneficial habit, take these steps:

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1. Remember your priorities. Understand that in order to maximize your time, you need to prepare your work. If you fail to do this, you’ll pay the price.

Let’s say that you waste 10 minutes every day (from Monday to Friday) of your actual working time on pondering. As such, you are already losing 50 minutes from your precious time on a weekly basis.

In that time you could:

  • Write a guest post for another blog
  • Write exclusive content for your e-mail list
  • Record a video for your e-mail subscribers
  • + other valuable things that take takes your online business further

Even though that 10 minutes may not seem that much, it’s the cumulative nature of the time that makes the difference. It all adds up and you may not even notice it.

Especially if you work part-time on your online business, you have even less time to waste. That’s why every minute counts, and when you understand your priorities, you can cut down the time wasted considerably.

2. Register into an online task management software. If you are not using a task management software of any kind, it’s time to do so now.

I’m using a software called Nozbe, but you can choose from any of the applications that are available for various operating systems, smartphones, or as a cloud-based service.

It’s easier to manage all your tasks in an application than keeping them in your head.

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3. Take 15-30 minutes of your time every evening for preparation. Dedicate a small time block every evening, where you go through your tasks for the next day. If this time is too little, spend as much as necessary to do the required preparation.

For instance, I make sure that I have written all the blog post outlines ready the evening before, so that I can get into work mode as soon as I start my computer the next morning.

Just think about your task and try to figure out the steps that would complete the work faster if the preparation was properly done.

4. Remember the task wording. Tasks on your list should be self-explanatory.

For instance:

  • Write a blog post: <your topic>
  • Send a reply to Sophie about <topic>
  • Read through the document and send it for <person’s name here> proofreading

As you can see, the tasks are easy to understand, and after you have completed the task it’s done and you can cross it off of your list.

5. Make sure that your equipment is ready for you. Before you start working, make sure that all the necessary equipment is ready before you start working. That way you are ready to get started right away and without any unnecessary delays.

Especially if you are building your online business part-time, this is yet another of those moments where you could lose some valuable minutes if you didn’t prepare enough.

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6. Understand your location. In some cases you can’t do all the work in the same location. This may happen if you work when the rest of the family is sleeping or if the environment is not suitable for a certain type of work.

For instance, I used to do some work related to my blog before going to my day job. However, since I was working early in the morning, things like recording a video or a podcast was out of the question (I didn’t want to wake everyone else up).

Try to remember this in the preparation phase and adjust your schedules and tasks accordingly.

7. Tweak your process further. This whole process is just a start and there is always room for improvement.

For instance, you could realize that a certain type of document that you write every time from scratch could be built as a template. That way you wouldn’t be repeating the same steps over and over again and wasting those precious minutes of your working day.

Conclusion

Hopefully I was able to sell you the benefits of preparation. Just make sure you know your game plan before you start working. This way you actually get work done and you don’t waste your time wondering what to do.

As Alexander Graham Bell, the inventor of the phone said: “Before anything else, preparation is the key to success.” Those are the words of a wise man that shouldn’t be forgotten.

More by this author

Timo Kiander

Productivity Author and Founder of Productive Superdad

What Is FOMO (And How to Get Over It) Do You Do This Common Mistake When You Start Working on Your Tasks? 9 Valuable Lessons Learned After Writing My First Book How to Create a To-Do List that Makes You Smile Agreeing on Deadlines With Yourself Just Doesn’t Work: Here’s What Does

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Last Updated on November 18, 2019

How to Prioritize Right in 10 Minutes and Work 10X Faster

How to Prioritize Right in 10 Minutes and Work 10X Faster

Everyone of my team members has a bucketload of tasks that they need to deal with every working day. On top of that, most of their tasks are either creativity tasks or problem solving tasks.

Despite having loads of tasks to handle, our team is able to stay creative and work towards our goals consistently.

How do we manage that?

I’m going to reveal to you how I helped my team get more things done in less time through the power of correct prioritization. A few minutes spent reading this article could literally save you thousands of hours over the long term. So, let’s get started with my method on how to prioritize:

The Scales Method – a productivity method I created several years ago.

How to Prioritize with the Scales Method

    One of our new editors came to me the other day and told me how she was struggling to keep up with the many tasks she needed to handle and the deadlines she constantly needed to stick to.

    At the end of each day, she felt like she had done a lot of things but often failed to come up with creative ideas and to get articles successfully published. From what she told me, it was obvious that she felt overwhelmed and was growing increasingly frustrated about failing to achieve her targets despite putting in extra hours most days.

    After she listened to my advice – and I introduced her to the Scales Method – she immediately experienced a dramatic rise in productivity, which looked like this:

    • She could produce three times more creative ideas for blog articles
    • She could publish all her articles on time
    • And she could finish all her work on time every day (no more overtime!)

    Curious to find out how she did it? Read on for the step-by-step guide:

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    1. Set Aside 10 Minutes for Planning

    When it comes to tackling productivity issues, it makes sense to plan before taking action. However, don’t become so involved in planning that you become trapped in it and never move beyond first base.

    My recommendation is to give yourself a specific time period for planning – but keep it short. Ideally, 10 or 15 minutes. This should be adequate to think about your plan.

    Use this time to:

    • Look at the big picture.
    • Think about the current goal and target that you need/want to achieve.
    • Lay out all the tasks you need to do.

    2. Align Your Tasks with Your Goal

    This is the core component that makes the Scales Method effective.

    It works like this:

    Take a look at all the tasks you’re doing, and review the importance of each of them. Specifically, measure a task’s importance by its cost and benefit.

    By cost, I am referring to the effort needed per task (including time, money and other resources). The benefit is how closely the task can contribute to your goal.

      To make this easier for you, I’ve listed below four combinations that will enable you to quickly and easily determine the priority of each of your tasks:

      Low Cost + High Benefit

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      Do these tasks first because they’re the simple ones to complete, yet help you get closer to your goal.

      Approving artwork created for a sales brochure would likely fit this category. You could easily decide on whether you liked the artwork/layout, but your decision to approve would trigger the production of the leaflet and the subsequent sales benefits of sending it out to potential customers.

      High Cost + High Benefit

      Break the high cost task down into smaller ones. In other words, break the big task into mini ones that take less than an hour to complete. And then re-evaluate these small tasks and set their correct priority level.

      Imagine if you were asked to write a product launch plan for a new diary-free protein powder supplement. Instead of trying to write the plan in one sitting – aim to write the different sections at different times (e.g., spend 30 minutes writing the introduction, one hour writing the body text, and 30 minutes writing the conclusion).

      Low Cost + Low Benefit

      This combination should be your lowest priority. Either give yourself 10-15 minutes to handle this task, or put these kind of tasks in between valuable tasks as a useful break.

      These are probably necessary tasks (e.g., routine tasks like checking emails) but they don’t contribute much towards reaching your desired goal. Keep them way down your priority list.

      High Cost + Low Benefit

      Review if these tasks are really necessary. Think of ways to reduce the cost if you decide that the completion of the task is required.

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      For instance, can any tools or systems help to speed up doing the task? In this category, you’re likely to find things like checking and updating sales contacts spreadsheets. This can be a fiddly and time-consuming thing to do without making mistakes. However, there are plenty of apps out there they can make this process instant and seamless.

      Now, coming back to the editor who I referred to earlier, let’s take a look at her typical daily task list:

        After listening to my advice, she broke down the High cost+ High benefit task into smaller ones. Her tasks then looked like this (in order of priority):

          And for the task about promoting articles to different platforms, after reviewing its benefits, we decided to focus on the most effective platform only – thereby significantly lowering the associated time cost.

          Bonus Tip: Tackling Tasks with Deadlines

          Once you’ve evaluated your tasks, you’ll know the importance of each of them. This will immediately give you a crystal-clear picture on which tasks would help you to achieve more (in terms of achieving your goals). Sometimes, however, you won’t be able to decide every task’s priority because there’ll be deadlines set by external parties such as managers and agencies.

          What to do in these cases?

          Well, I suggest that after considering the importance and values of your current tasks, align the list with the deadlines and adjust the priorities accordingly.

          For example, let’s dip into the editor’s world again.

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          Some of the articles she edited needed to be published by specific dates. The Scales Method allows for this, and in this case, her amended task list would look something like this:

            Hopefully, you can now see how easy it is to evaluate the importance of tasks and how to order them in lists of priority.

            The Scales Method Is Different from Anything Else You’ve Tried

            By adopting the Scales Method, you’ll begin to correctly prioritize your work, and most importantly – boost your productivity by up to 10 times!

            And unlike other methods that don’t really explain how to decide the importance of a task, my method will help you break down each of your tasks into two parts: cost and benefits. My method will also help you to take follow-up action based on different cost and benefits combinations.

            Start right now by spending 10 minutes to evaluate your common daily tasks and how they align with your goal(s). Once you have this information, it’ll be super-easy to put your tasks into a priority list. All that remains, is that you kick off your next working day by following your new list.

            Trust me, once you begin using the Scales Method – you’ll never want to go back to your old ways of working.

            More to Boost Productivity

            Featured photo credit: Vector Stock via vectorstock.com

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