Remembering to Plan Ahead

Benjamin — Wed, 24 Oct 2007 18:41:56 +0000

Isn’t it amazing the return we can get on our time? Well, sometimes it is. I was at the virtual worlds forum hosted SXSWi event last night. It was an interesting insight into a different world, quite literally. If you want to get a feel for what Virtual World technology can do, then check out Pelican Software’s site. I think the technology holds a lot of promise for connecting people, but that is a matter for a future post – I was talking about time.

Time is such an interesting thing, mastery of it is key for productivity, leadership and definitely for effective presenting. Lots of literature focuses on the idea that time can not be created or destroyed, and the fact that you can’t manage time, you can only manage yourself. I don’t know enough about quantum physics to verify that claim, but I do know that getting a grip on time is essential. How do you do it? Here is one approach: Make time your friend, by taking hold of it – look forwards and look backwards.

Take control of the Future

A plan is a to do list spread over time, together with a commentary or narrative. The most powerful property of time is that it stops everything happening to you at once, and for that I am very grateful! Take your list of what you want to achieve, and lay it out over time and record the reasons that items are there in that order. This is the fastest way to create a plan and the best way to take hold of long term time. Looking back through my life, I see a consistent pattern: The things I have achieved have been the things that I wrote down and planned to achieve. Sometimes they didn’t happen until long after I forgot about them, but they did happen. This will work for you too.

Take control of the Past

For whatever reason, I remember technical facts, faces and concepts really well. However, most days I can’t remember where I was at breakfast without deep thought. Maybe you are different, tell me about it. For me that means keeping a journal is an essential activity if I want to be able to look back over the past. I use my electronic diary and also create a journal entry to record the significant thinking or changes from that day. Again, looking back, the times I have made the most progress are when I have been diligent in keeping a journal. Those journals have been a rich resource for self-discovery.

Going back to last night’s event, I met Gavin from Rememble. , a thoroughly nice chap with a thoroughly nice life tool. The site’s strap line is “write your story from wherever you are”, which gives you a sense of what the site is about, and brings me to my last point. To quote from the site, Rememble “reinvent[s] the simple diary in a way that helps us make sense of the world and our journey through it, by putting the valuable digital evidence of the stories of our life into order” on a memble line, a bit like a washing line that you can hang txts, pictures and the like on.

Let Time Create the Story

Here’s the thing, this happened, then this happened and then this happened. That’s a story. If you are presenting, story is key to keeping the audience’s attention. If you are leading, story is key to creating alignment across the organisation. If you want to be productive, understanding the story is key to knowing what you need to do. A journal enables you to look back through your story and make sense of it. A plan is the map for your future.

What’s your story?

No Related Post

Why Don’t You See What You Can Do in an Hour?

Benjamin — Sat, 13 Oct 2007 18:50:36 +0000

Here’s a productivity tip for you, especially if you are suffering from procrastination. It involves a little attitude shift and a mind trick, but it can be very effective.

How often do you have a task that seems insurmountable or indigestible? Do you find that you just can’t get started on it? There is a phrase we use around our here, “have you eaten your frog yet?” Frogs are the things that you need to do, but don’t want to do, for whatever reason (for a bit of background see Watch out for the frogs and Frogs, Gnats, Butterflies and Gems).

These things get put off, because they are seen as impossibly hard to swallow. At the start of each day, pick the ugliest one and get working on it, so it doesn’t hang around.

Planning can be a form of procrastination

I used to approach things by carving out half hour slots in my diary, and scheduling various tasks across the day or week. The problem with that approach is that it creates a lot of pressure to perform, and it increases the likelihood of procrastination. Every little distraction and interuption becomes an excuse to put off doing the scheduled thing until later. By mid-afternoon, that hour’s commitment is starting to feel like a mountain to climb. We are aware when we get off-task like this, but it doesn’t help with getting back on track. So what is to be done?

Take a bite of the elephant

I hope that no-one would actually eat an elephant, but it is a common phrase and a strong image (see Chasing Mice and Eating Elephants for one discussion). The way to deal with a monster task is to take it one little piece at a time. Pick the task or project and say “Let me see what I can get done on this in the next hour.” Commit to starting on the task, and working only that task for the next hour. No more, and no less. You might even plan a reward for yourself at the end of the hour. It might be a drink, a walk or a bit of random procrastination of your choice, like a quick bit of web surfing.

Pick the task, and shut out any other distractions. Create focus for yourself. Look at the clock, note the time and set to work. Remember, you aren’t committing to an outcome or an achievement, you are just investing an hour into a task to move things forward.

At the end of the hour, let yourself loose, but first look back at what you have achieved. I guarantee that you will be amazed at the results. Celebrate the achievement. That success creates forward momentum and boosts your productivity, you’ll want to get going on more things.

Amaze yourself and let the pressure off

Note that it isn’t “I must work on this for an hour”. You are not beating yourself up or trying to put yourself under pressure. You are choosing to be creative – “let me see what I can do” – playing a game, having a little race. Say I will do what I can do, and all that will be enough. Set yourself up for success. Anything that you get done is bonus. Rather than “I must do x” which sets you up for failure and is going to trigger fear and stress responses.

Once the frog is gone, it is gone

The one hour approach makes those frogs easier to swallow. If you know the frog eating is only going to last an hour, and you are only going to eat what you can, it is that much less pressured.

The feeling of having that tasks out of the way is a wonderful boost to productivity for the rest of the day. If an hour seems like too much, try the beginners version and go for a very focussed 20 minutes. This technique has worked wonders for me, let me know how it works for you.

Related Articles: Too Much Choice – Too Little Happiness (how choice causes procrastination), Watch out for the frogs! (understanding different types of task) and The Now Habit – Dealing with Procrastination (overview of Neil Fiore’s excellent book).

Redcatco » TimeManagement