Efficiency is Sometimes Inefficient

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When you’re looking at your project or task list it is easy to get caught in trying to minimize your investment of time, effort or money.

But be beware, the time you spend figuring and planning is sometimes a substitute for starting a straightforward task.

Some situations to consider:

  • How long do you spend looking for a bargain on an item that is a fairly minor expenditure?
  • Is your task list system or software taking a long time to become useful?
  • Do you pursue 98% flawlessness when 85% is great for this draft or proposal?
  • Do you ask your team to follow a specific guideline when a bit of flexibility might generate more initiative along with the minor disorganization?
  • Do you wait to pay bills until they’re all in, when it might be more pleasant to break up your days by paying a few at a time?
  • Do you always pay off the highest interest loan or credit card even when paying off a small balance on a low interest card might feel good and clear additional space in your attention?

When I was young my parents gently chastised me for trying to carry too many grocery bags at once or too many dishes to the sink. They called this a “lazy-man’s load.” They pointed out that to save a return trip I was risking dropping my whole load—short-term it felt efficient, but the actual outcome was potentially very wasteful.

It may be a good to ask yourself:

  • “Is doing this task this way actually efficient, or am I putting roadblocks in my way of getting things done?”
  • “Am I paying attention to the fact that I may be wasting a lot of time strategizing something that just needs doing?”
  • “Would just starting probably get me done a bit faster?”

If you’re ready to point out how much can be gained by planning, considering and minimizing your investment, we want to agree with you. It certainly isn’t prudent or judicious to just bust ahead. But be very careful if you often have tasks that languish and lists that grow faster than you can prune them. It may make sense to try a few experiments with a “just do some little things” approach.

And stay alert to your feelings. Task lists and projects are not done with organization alone. They often require momentum, enthusiasm and creativity and those can be generated by getting some small things out of the way, even if you’re a bit inefficient while doing them.

If you like practical, straightforward ideas that can increase effectiveness for you and your team, give us a call. We listen and help you find the ideas that get things moving in new directions. We are experienced experts on the people side of business. That means you, your clients and patients, and your team.

Strategies to Tackle Tasks You’re Avoiding

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I regularly find myself avoiding some tasks I have taken responsibility to finish. Inertia, distraction, low energy, some aspect of the task I’m inexperienced or weak in, continually forgetting and so many other obstructions regularly get in my way. Of course one of the most frustrating of the tasks I forget to do is to schedule time to do that specific task.

Here are a few of many ideas we use with our clients to get more of their “Can’t Get Started” tasks done.

  • If you haven’t gotten to a particular task, then the odds are pretty good you’re avoiding it. You need to plan a specific way to get started.
  • It can help to identify why you’re avoiding that specific task.
    • Is it unclear? Then clarify it now.
    • Is it actually a multiple step process involving many tasks? Call it a project and then identify a discrete “Next Action”
      and put that on your task list. Do that one thing and identify the next “Next Action.”
    • It may have a deadline, but have you assigned a start date? Start dates are one way to kick your own butt into gear. On the start date do something. Do not skip it. Take a small step.
    • Have you put a time in your calendar to work on the task? Never cancel or skip without rescheduling beforehand.
    • Do you frequently have items that are languishing on your task list? Create a regularly scheduled time to work on “Can’t Get Started” items. This can be as little as 10 minutes every day, maybe first thing in the morning or right after lunch? Or twice a week for 30 minutes to an hour. When the time arrives, pick the hardest item on your list and just start it. If you get it done start the next until the time is up.
    • Do you have an up to date and complete task list? If not, you’re missing the most powerful tool to move tasks from recognition to completion. Only attempt to hold tasks in your head if you don’t value reliability, integrity, high level of performance, creativity, low stress, and other quality of work and life performance measures i.e., write them down!

The most important step you can take is to start the task, even if you only do a very simple step. Then just do the next simple step. Eventually you will gain the momentum you need.

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Organizing and productivity steps are simple to understand, but they are hard to implement. Having support and an experienced problem solver in your corner can make the difference between just wishing and actually accomplishing. Birke Consulting understands people and knows how to help you implement. Give us a call.