Getting things done has been a big issue for me
this week, both at work and at home. With the e.MILE Community growing by the
day, my daughter putting the final touches to her wedding next week, and my son starting 6th
form, there doesn’t seem to be enough hours in the day. There is a lot of
advice out there about helping busy people make the most of their time and how
to get focused, and I’m not very good at taking it. That said, when things get
too much, I am able to step up a gear and I can remember times in my life, when
I have managed through with some of the following tips.
I
don’t know about you but I do struggle at times to feel in control when my
“to-do-list” is over the page. To keep me sane, I’ve developed an almost a
comic strip routine, a little like starting a new healthy eating regime, it
only lasts a few days and then old habits usually take over. The routine goes
like this: I draw up a new to-do-list; I prioritise it, and start working
through it. What usually happens is an emergency occurs, or something
unexpected becomes the priority of the day, and my carefully planned
prioritisation goes out of the window. I spend a day or two trying to get
through some bulk volume work, spend unplanned evenings catching up and then
the whole cycle starts again.
My
16 year old son has just started into 6th form, for a lad who simply hates
homework, at least 16 hours of it each week is a big stretch; it’s a whole new
paradigm shift for him, one which already into the 2nd week has become a source of stress. Of
course he has to build habits which are going to help him to avoid being
stressed. As I was giving him some advice about how to focus, I realised it was
about time to take my own advice. So here I am writing this blog (on time)
because yesterday, I began the process of practicing what I preached. I have heard
many times that you learn best what you teach, so I thought in that spirit, I
would share my advice with you! If you are ultra-organised and can add to the
list, please do share! Any advice will help me I’m sure.
Ten ways to get focused :
1. Turn off the technology
With
an array of teenage social media such as Snap chat, Instagram, Face book and
IM, my son’s phone pretty much pings constantly. For me, my guilty time waster
is to open emails when they ping into my inbox on my desk or laptop. This idea is
as old as the first installed workplace computer, we all know we have to do it,
but it takes some discipline and determination to ignore our ever increasing
online communications.
2. Do one thing at a time
I
know, I know it’s not rocket science, but I do flit about from project to
project at times. My son started some Psychology homework, got stuck and
instead of getting over the “difficult hurdle” he put it down and started
something else. Doing one thing at a time means doing it from start to finish,
without being distracted with something else. To actually do this takes
determination and concentration, but it is well worth it as even difficult
tasks get ticked off.
3. Diarise non urgent tasks a month ahead
If you have a million things to do and half of them are routine
and definitely not going to be urgent in the next week or so, then diarise them
a month in the future. I know it doesn’t get them off your list, but it gets
them off your list for now. For me, it is like a breath of fresh air
to know I don’t have to give those routine items a priority, and if I do happen
to get up to date, I can always reach forward and get those things done and
feel even more virtuous!
4. Chunk down daunting tasks
My
son had his first 1000 word essay to do; he was daunted to say the least (while
I tactfully kept quiet about the 10k and 20k feats which might come if he goes
onto higher education). If you are daunted by the size of the task, then chunk
it down into manageable tasks. Put each smaller task into a series of priorities
and complete each one in order. It is easier to concentrate on a task if you
know it’s only going to take an hour or so, than when you know it’s going to
take a couple of days.
5. Have a purpose
When
I have a mundane, but a priority task to do, I need a good purpose. So for
example, when I got my tax return done earlier this month, I had to remind
myself that if I got it done, not only would it not be hovering over me, like
the ghost of Christmas Past, but I would be able to completely get focused on
tasks I really love and enjoy. My son had to remind himself that he wanted to
spend some of his weekend playing football and going out with friends, and not
have to do homework instead. Having big picture purposes can help too, although
tend not to be so effective, as small ones. At the moment, my son has a vision
for his future, so he needs to remind himself that by focusing now, it will
help him achieve his goals.
6. Don’t do it
Ok,
this tip isn’t about focus, but getting rid of unnecessary or habitual tasks
helps to get you focused on the important and necessary tasks. If you can’t
find a good reason to do it, other than, you always do, or its part of your
routine, or you’re scared to let it go, then stop.
7. Be in the right environment
We
are lucky because we have a spare bedroom which my son is now using as his
study. It means he can shut the door and escape from the hub-bub of the rest of
the house. If you are in a busy office and can’t concentrate for interruptions
and activity around you, then go somewhere else. I managed a busy office with
over 80 employees on site, and as my door was wide open, I had a constant queue
of people coming to see me. During one particular crisis we encountered, I was
struggling to pull together an urgent report, when one of my dear team members,
marched over, popped her head round the down and said, “excuse me, but this is
for your own good”, and she shut the door and taped a “Do not disturb” sign on
my door. Yes I should have done it myself of course, but being in reactive mode
can sometimes be a lifelong habit.
8. Take a break
If
you get to a point where you are finding it hard going, take a break. Taking a
break does not mean checking your phone or emails, it is about going to get a
coffee, getting some fresh air or even practicing a five minute mediation. It
is about quieting your mind, not populating it with fresh information.
9. Establish a routine.
If
you are a morning person then getting through your priority tasks should be
done as soon as you get to your desk, or as soon as you can. You know what
times of the day you are most productive, don’t waste those times on routine
non urgent tasks, reserve them for the things you really need to do to make a
difference. Once you’ve established your time zone, then stick to it and make
it a habit as prevalent as brushing your teeth.
10. Borrow tips
My tenth tip is borrowed from a great mentor of mine, the
eminently successful Peter Thomson, who is the UK’s most
prolific Information Product Creator. So sorry, I don’t want to
steal Peter’s thunder, so you will have to wait for this one, as I have
interviewed Peter for the next issue of our monthly E-Zine “The Extra MILE”
where he tells readers all about his work and in amongst his great advice he also
shares his brilliantly simple tip to help people get things done, which is
brilliantly effective! Do visit our website, and sign up for the E-zine to be
sent directly to your inbox so you don’t miss out on Peter’s sage advice.
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Christina has managed people for twenty seven
years and led hugely successful teams. She has worked with people at all levels
in various organisations to help them achieve their potential, and she has
been actively involved in the learning and development field in a number of
different roles.
People Discovery is a Leadership Development coaching consultancy, based
in North East England, working globally. The e.MILE Community is a networking, sharing and business directory for people who know
“there must be a better way”
By Christina Lattimer
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