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What Can Software Developers Teach us About Crushing the ‘Perfection Bug’?

What Can Software Developers Teach us About Crushing the ‘Perfection Bug’?

    Imagine this: Your desk is full of paper and it’s all related to unfinished work. Also, your task list never seems to shrink – instead, it’s growing bigger and bigger.

    Even if you work hard on your tasks, you have this nagging feeling of incompletion in your head. You also feel that it is impossible to meet your inner critic; you are never satisfied to your results.

    You are frustrated and burnt out. And even if that’s not enough, you start to procrastinate on your tasks.

    You only wish that you could leave the office at 5PM and spend time with your family. And then you look at the piles of paper on your desk.

    It is going to be yet another night spent working.

    There is no finish line in sight

    Unfortunately, this image is way too common in offices around the world. Most people are overwhelmed by the amount of unfinished work they have.

    There are really four reasons why this is happening:

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    First, it’s because the amount of distractions. They don’t have a chance to work in a focused manner and their work performance slows down.

    Secondly, it is because working on too many things (tasks, projects, etc.) at once. When they work like this, they are unable to get anything properly completed.

    Third, they don’t have an organized way of handling the workload; they have issues with prioritization and they don’t know what tasks to focus on next. This in turn may be caused by a non-existent day planning.

    Now, even if those three previous conditions are met, there is still one thing that causes people to procrastinate and be overwhelmed: It’s the unfinished work and the fact that they are never 100% percent satisfied to the quality of their work.

    When they are unsatisfied to their work quality, they keep tweaking and tweaking the results but they are unable to finish anything. This is a sure way to overwhelm their selves and generate unnecessary stress.

    It is also a sure way to make other people angry – especially if their performance is dependent on the person who is never capable of finishing his/her part of the task/project.

    If it’s not perfect, it is not ready!

    Inability to let go of tasks and never finishing them are symptoms of perfectionism.

    The fact is that you are never going to satisfy your inner critic because you think that there is yet another tweak that you have to do until you can let go of the task.

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    What is causing all this?

    It’s the underlying fear that is holding you in its arms; the fear that others label you as a failure if you release something imperfect. The fear that you are letting yourself down (and not meeting your standards) if everything is not 100% perfect.

    Well, I have some news for you — perfection doesn’t exist!

    I admit that in certain circumstances (for e.g. professions) you always have to be striving for perfection, for example when you are an airline pilot or a surgeon.

    But in 90% of other cases perfection is not serving you. Instead, it is slowing you down, making you procrastinate and increasing your stress levels.

    Let’s talk Scrum

    If perfection is slowing you down, help can be found from a surprising source; from the world of agile software development and Scrum.

    “Hmm… Scrum? What is Scrum?” you are asking.

    Scrum is a software methodology that software developers use and one of its components is “Definition of Done” (DoD). It describes what a development team has to have ready by the end of the development iteration (also known as sprint).

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    When the team declares something as done, it means that the new functionality is fully tested, documented and could be even put to production.

    Even if the DoD is used in context of software development, it can be easily applied to individual productivity needs as well.

    Definition of Done describes clearly and explicitly what needs to be achieved until a task can be declared as done. And when you define your “done”, you can get rid of your perfection bug.

    What is your definition of done?

    Let’s take the concept DoD, simplify it a bit and put it into the context of personal productivity. To create your definition of done, follow these steps:

    1. Define a task you want to accomplish
    2. Explicitly describe (in written form) what requirements have to be met before it can be called ready
    3. Mark a task as checked when it’s ready
    4. When all the rows are checked, that particular task is done

    Let’s say that you are blogger, you want to define your “done” regarding a new blog post. In that case part of your DoD could look like this:

    Writing a blog post:

    • Outline a post [checked]
    • Write a post [checked]
    • Proofread the post [ ]
    • Create a compelling headline [ ]
    • Find a accompanying picture [ ]
    • Schedule the post in WordPress [ ]
    • Write an email message to your autoresponder [ ]
    • [ ]

    The previous DoD is clearly explaining what has been achieved so far and what still needs to be done.

    To make your DoD even more effective, share this with an accountability partner if you have one. This way you can make continuous checks on how you are progressing with your work and if the individual tasks have been accomplished or not.

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    If you still try to strive for 100% perfection, your partner can remind you of the agreement that you have created (your DoD). This way you are not endlessly wasting your time by making irrelevant tweaks to your tasks.

    Conclusion

    I have been guilty of striving for perfection and this bad habit has slowed me down on my projects.

    However, once I started defining my “done” (in a written form), I was able to see clearly which parts of the project were finished and which still required my attention.

    Once the item on the list is checked, it’s done and I can move to the next task or project.

    How do you handle perfection?

    (Photo credit: Program code on a monitor via Shutterstock)

    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 October 16, 2019

    11 Meeting Scheduler Apps to Boost Your Productivity

    11 Meeting Scheduler Apps to Boost Your Productivity

    Automations are key to improving efficiency. Set the system up right from the beginning and you’ll reduce the amount of no-shows and cancellations.

    Whatever your business is, with automations, meeting scheduler apps do more than just streamline appointment setting. They prime your workflow for maximum results.

    Meeting scheduler apps are awesome if you use them right. Use them wrong and you can look like an arrogant elitist.

    In this article, I will share with you 11 great meeting scheduler apps you can start using today to boost your productivity.

    1. ScheduleOnce

      ScheduleOnce is an industry leader and robust solution. Whether you work alone or have a large team, ScheduleOnce can support you.

      ScheduleOnce allows you to create multiple users and multiple calendars. I use one calendar for booking podcast guests with automations set up to prep my guests for our interview. I use another calendar for strategy sessions and coaching calls.

      ScheduleOnce also has embeddable widgets so you can keep the scheduler inside your own website.

      Starting at $7 a month and a 14 day free trial, ScheduleOnce can fit a variety of needs in business.

      Available on Web

      2. Calendly

        Calendly stands out for its clean, easy to use interface. If you like clean design, Calendly might be your choice. It too has robust automations and integrations for individuals and teams alike.

        You can try Calendly free for 14 days. Their basic plan is free while their most robust plan is only $12 a month.

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        Available on Web | Google Chrome Extension

        3. Assistant.to

          For those who use gmail, Assistant.to is a super simple solution.

          From inside an email, you click on the Assistant.to icon and pick times your free. Assistant.to embeds the times directly into the email so the recipient can quickly pick a time that works for them.

          While it doesn’t have all the bells and whistles of apps like Calendly or ScheduleOnce, Assistant.to is completely free.

          Available on Web

          4. Acuityscheduling

            Acuity is a robust meeting scheduler very similar to ScheduleOnce. It integrates with CRMs, Email Marketing platforms, Analytics tools and accounting software.

            It comes with a 14 day free trial. They have a free solo account but if you want the benefit of the integrations, you’ll start as low as $15 a month and can cost up to $50 a month.

            Available on Web | iOS | Android

            5. Pick

              Built for simplicity, Pick is direct and easy to use. You can create your own url extension like pick.co/yournamehere and it integrates with Google calendar and Office 365.

              At $3 a month, this is a great tool for quick scheduling.

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              Available on Web

              6. X.ai

                For those who are early adopters of AI, this may be the solution for you. X.ai created two AI assistants they call Amy and Andrew Ingram. After setting up your account you simply CC them on your emails with the person you’re wanting to schedule and the AI assistants will email your guests from there until your appointment is set.

                This type of scheduler feels more personal because of the dialogue. There are stories on their site of people thinking Amy and Andrew are real people. X.ai integrates with Google, Office 365 and Outlook.

                Starting at $29 a month for an Individual account and $39 a month per user for a Team account, Amy and Andrew are ready to schedule meetings for you. Want to try it out first? They do have a free trial.

                Available on Web

                7. YouCanBook.me

                  is another competitive solution for scheduling meetings online. You can manage the calendars of your entire team, configure booking forms, and integrate with your calendar.

                  They have a free account branded with their company name or you can have some control over your branding and appearance at $10 a month for all their features. Either way, this company is worth a look.

                  Available on Web

                  8. Doodle

                    Doodle is unique in the space of meeting schedulers because it helps groups of people find a time to meet that works for everyone.

                    It integrates with your calendar and allows you to send a poll to all invited. Once people vote on the poll you can see which time works best for everyone.

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                    You can also run polls for food preferences if you’re scheduling a lunch meeting or a section of town if people are coming from all over.

                    While there is a free account, you’ll unlock it’s potential starting at $39 per year.

                    Available on Web | iOS | Android

                    9. WhenAvailable

                      WhenAvailable is another scheduler that works for groups of people. You can use it to schedule a pickup game of basketball, decide on your next book club or book your family reunion.

                      Their free account allows up to 20 guests, unlimited events and one contact group. For $15 a year you unlock all the goodies including reminders and chat messages.

                      Available on Web

                      10. Rally

                        Like Doodle and WhenAvailable, Rallly is helpful for scheduling meetings and events with multiple people involved. You create a poll and everyone votes. It’s quick and easy.

                        Unlike Doodle, it doesn’t have as many features, but it’s entirely free.

                        Available on Web

                        11. NeedtoMeet

                          Finishing strong, NeedtoMeet is our last app that allows you to schedule meetings or events for multiple people. It has mobile apps, custom urls, easy polling, notifications and commenting.

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                          NeedtoMeet also allows 1:1 Meetings for things like performance reviews for your whole team. You send out the your calendar slots to your team and they can only pick 1 slot, minimizing the amount of emails and scheduling you have to coordinate.

                          While they have a free account, you can unlock all features for only $19 a year.

                          Available on Web

                          Bonus: Don’t Make These Common Mistakes When Using Meeting Schedulers

                          In the excitement of streamlining your scheduling process, it can be easy to forget the feelings of those you’re inviting to meet. I know. I’ve done this.

                          To say “Hey, schedule time on my calendar” feels colder than “Hey, here’s my calendar. To avoid all the back and forth, pick a time that works best for you.”

                          Always make sure to frame your invite with your scheduler app with the benefit to them and why we’re doing it this way rather than the old fashioned, personal way.

                          A little finesse goes a long way. Without it, you risk seeming transactional and cold.

                          Some meeting scheduler widgets you can embed in your site can take a couple seconds to load. If you go this route, make sure there’s text just above the widget that lets your guest know the calendar will appear below and to wait for it to load.

                          If you use an online meeting tool like Zoom, it’s also important to explicitly let them know the meeting will take place on Zoom and include the Zoom link in the email reminder. Many make the mistake of not clarifying where the meeting will actually take place which can create last minute chaos at the time of the meeting.

                          Should you require special settings, like ethernet, external mics or lighting, let your guests know that on your thank you page and reminder emails so they are prepared for the meeting and you end up with the best meeting possible.

                          With clear communication in your automation, your meeting scheduler tools can almost perform like a virtual assistant for a fraction of the cost, or free, depending on the app you choose.

                          The Bottom Line

                          Meeting scheduler apps are diverse in features and unique in design. Before committing to one and realizing it’s not a fit, I recommend exploring which 3 might best fit you and then doing a trial with each of them at the same time so that you can see how they feel as you use them side by side.

                          Scheduling meetings the old fashioned way can be tedious. Conversely, finding a scheduling app that works seamlessly in the background is heavenly.

                          Like cell phones, meeting scheduler apps are moving from a nice-to-have luxury to must-have necessity in the lives of productive people. As you explore your options, stay true to your brand and the tools that have worked well for you to this point and simply find a meeting scheduler app that plays well with what you have created.

                          Featured photo credit: rawpixel via unsplash.com

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