Getting Things Done

Sometimes the process of getting things done is so overwhelming. It is especially hard for me when I have a lot of little things to do. It just feels all to easy to procrastinate on them since they are each individually so small.

This doesn't make a whole lot of sense when you consider that the best way for me to tackle big projects is to break them down into a lot of little steps. I think the difference must lie in the perceived payoff. A large job simply has a higher perceived value than a little one. This is why when you're tackling something large, you break it down into manageable pieces so that you don't become overly anxious about the end goal.

But what do you do when you have lots of little things to do that don't individually have a large payoff? How do you maintain motivation when there is no clear glory upon completion of your mini-tasks?

The psychology of delayed gratification is pretty clear: it's much harder to achieve long-term goals than it is to achieve short-term goals that have an immediate benefit. Health is the most obvious example. That hour that I spent in the gym yesterday is just part of the daily health activities that I need to undertake to maintain a healthy body. But it's not as if I come home and my cholesterol levels and pant size have instantly dropped. In fact, with health, most of the time the small steps that we need to take can be a little painful at the time and/or immediately afterward.

So - back to reality. Today I have a lot of little projects that simply must get done. None of them have an immediate payoff, and they aren't particularly enjoyable. To handle this, I'm going to plan a mini celebration when I have completed them. I'll go outside and sit in the sun and remember how grateful I am for the life that I have and the opportunities I face.

Let me know if you have any other ideas!

Measure Twice, Cut Once

One of my father's hobbies is woodworking. His second favorite saying when working on a project is "measure twice, cut once," referring to the fact that cutting is the easy part - the preparation for the cut is much more critical. (His most favorite saying is "Blixen Schwinehunt!" which I believe is swearing altered to accommodate our young ears.)

My father and I share this very strong personality trait: we intellectually know how critical preparation and measurement are, and yet we are obsessed with speed and "getting things done," and thus often make mistakes that result in long strings of expletives.

Last week I decided to repaint our downstairs bathroom, which was a beautiful shade of green that unfortunately absorbed light and turned the room into a dark little cave. It took two coats of primer applied over the course of three days to cover the dark green, but, based on this careful preparation, the fresh new light-reflecting color that I applied took just one quick coat, and was complete in under an hour.

Thus, I was reminded of my father's adage, and proud of myself for forcing the patience of preparation. Rather than chasing the glory of the final coat, I focused carefully on the simple pleasure of the undercoats - the critical underpinnings of a job well-done.

For my entire life I have been rushing ... running and struggling to achieve "success." This year, I am going to explore what it is like to enjoy the undercoats of success ... the process. Who knows; it might even make the end result that much better and enjoyable!

The Anti-Doer (AKA Procrastinator)

I am a "doer." I like to do things, and I like to feel like I have done lots of things. Like most strong personality traits, this can be a great asset to my business, but it can also be a huge liability, depending on the situation.

In the next week, I'm focusing on my marketing plan for 2009. This is not an elaborate document, but rather a clean and clear definition of what I think I should do in 2009 to accomplish my goals. The doer in me is very motivated, and coming up with all kinds of great ideas to get started on.

The anti-doer (AKA procrastinator and scaredy-cat), however, keeps piping up, unbidden, with comments like: "oh, you should have done that last year!," and "it's too late to do that now - it's already been done by everyone else!" and even "you can't do that!" (Yikes!)

The truth is, in marketing, it's almost never too late to start something new, and, chances are, if done well, it will work. Thus, the real challenge in marketing is not always coming up with the right idea at the right time, but rather coming up with the idea, committing to it, and doing it.

What ideas are you sitting on right now that could be done? Why aren't you doing them? A lot of the time we look to comfortable explanations like "I'm too busy," or "I don't know how to do that," but look a little deeper, and you might find that you have an anti-doer: a voice in your head that is holding you back from your greatest potential.

Getting things done is more than just figuring out what you need to do and doing it. It also involves acknowledging your anti-doer and getting past her complaints and hesitation. Let me know if you have any techniques for accomplishing this!

3 Things I Learned from "Getting Things Done"

Getting Things Done is a great book that covers all sort of organizational concepts. It's pretty overwhelming if you think that you have to do everything suggested, so I thought it might be helpful to break down the concepts that I gleaned from the book that have improved my office (and life) organization:

1. Alphabetize your files - I know this sounds silly, but for some reason I never did this. I think that I just figured I don't have enough files. Well, now that I've done it, I can find files so much faster, and it makes the act of filing almost pain-free.


2. Organize your to-do list - The book has a little bit of a crazy system in which you have both short- and long-term to-do lists. This was a bit much for me, but I did sit down and figure out exactly what type of to-do list would work for my lifestyle, and it is making a difference in my productivity.
   


3. Commit to a single calendar and keep it up-to-date - Again, this is such a simple thing, but it really made an impact when I took a look at the calendaring system I was using and discovered that it wasn't quite fitting my needs. I immediately went to Staples and found the calendar of my dreams, and it has kept me on-track ever since.

Balancing Perfection with Getting Things Done

When you start a business, you need to establish some basic marketing materials: a logo; a website; a brochure; stationery; etc. I have noticed (in my work with clients) that some people have more trouble getting through these steps than others, and I think it has something to do with striving for perfection, which can also be thought of as a fear of doing things wrong.

Some psychologists say that in pursuing perfection we are actually avoiding failure. We are so afraid of putting ourselves out there that we hold back, delaying the processes that will make us a possible target for feedback.

What I have found is that putting our faith in someone else and allowing that person to help by building a website for us, or putting out a press release on our business, or otherwise promoting us to the world, can be terrifying for someone striving for perfection.

But, of course, we can't just ignore our perfectionist tendencies. Sometimes they are valid signals that the quality we seek is not being achieved. Thus, the true challenge is learning to discern perfectionism, or the avoidance of fear, from quality action, or the pursuit of something that accurately reflects us.

Obviously, this is not easy, and it is something that I and my clients struggle with regularly. What I have found is that just becoming aware of this balancing act and having empathy for our fear can sometimes help us get to quality action.