Whenever I go into a professional workspace and speak with the team members, I ask how they decide what to work on. Typically they work on “whatever wheel is squeaking the loudest,” or what they spoke about at their last meeting, or what sounds interesting at the moment. When we do that, however, we typically don’t get the most important things done.
So today I’m mapping out (in less than 10 minutes!) how you can actually work on projects and routines that will move you toward your goals…WITHOUT overwhelm or procrastination. This is the exact process I use each day, and I hope you’ll love it (and share it with your friends so they won’t be overwhelmed either!).
If you’d like to watch the video version, please click here or on the image below! (You can hear the podcast by clicking the “play” button above.)
- In our personal and professional lives, we want to have strategic objectives (goals/outcomes) we’re working toward each month, quarter, year, etc.
- Those strategic objectives are supported by routines and projects, but most people get those confused.
- Routines are things you do over and over and over again.
- Projects are things you do once–and then it’s completed.
- Often, routines start as projects, so we’ll establish a system and then move it into “routine mode.”
- We each need to have our own “Routines List” and our own “Projects List.”
- Any kind of digital project manager (or paper system) can work!
- For routines, we’ll want to categorize them as “daily, weekly, monthly, quarterly, and yearly.”
- Please do not put deadlines on them, though, if you’re using a digital project manager or app…. You’ll end up with tons of overdue tasks.
- Instead, you review your list weekly and you create calendar triggers for those routines that are not yet habits.
- For projects, you’ll want to categorize them as “current, in progress/waiting, next in line, and someday.”
- Your “Current Projects List” is for that month. You want to keep it short and focused. I recommend no more than 8 projects TOTAL on that list, but a maximum of 3 in the professional space.
- If you’ve hired someone else to help you–or if you’re waiting on someone else before you can personally move forward–the project is moved into “In Progress/Waiting” with a potential calendar trigger to follow up.
- It’s tempting to add more and more projects to your “current” list, but if you try to work on 50 projects at the same time, you won’t accomplish any of them, right?
- Whenever you put a project into your system, you can also identify sub-tasks (next action) to go along with it. And you can link relevant files, websites, etc. right there, as well. That way, even if the project is in “someday” and won’t be moved forward for several months, when you ARE ready to work on it, all the information you need is right there!
- An example of this is as follows: Let’s say your company is going to start a weekly newsletter. That might be on your “Current Projects List.” You’ll decide what software you’ll use, what the content will entail, who will do it, etc. Once that’s decided, you’ll move it to the “Routines List” of the person who is going to write it/send it.
- Once you have your routines and projects in place, when you go into work, all you need to do is (1) check your calendar each day for appointments/time-sensitive tasks, (2) work on the routines you’ve established, and (3) move forward on projects that are on your “Current” list.
- It will feel amazing!
Related Links:
Four Weeks to Finished – Would you like to work personally with me, Eric, and Team LearnDoBecome to build your full STEP Command Central? We open this special group coaching opportunity once or twice a year, and we would love to have you join us! Our next start date is Thursday, September 7th, 2023! (And if you’re reading this later, click that link to find out when it’s launching next!)
Steps to Everyday Productivity – Our STEP program includes simple modules with videos, audios, and templates you can use to create your very own system that will get you out of overwhelm and keep things moving forward…for good! This program is included in the Four Weeks to Finished group coaching opportunity outlined above!
Our ARISE membership – an amazing gathering place for community members that are using their Command Centrals to refine relationships, health, finances, individual purpose, and more. We focus on a new topic each month, and this is an amazing opportunity to receive coaching and support from Team LearnDoBecome. You can sign up for a free, 7-day trial here.
Hello! I am just wondering if you have a system for deciding on which next actions to work on first? Or if you have a table or grid that talks about how to prioritize next actions (i.e. deadlines, which actions will take longer), etc.? Thanks in advance for any info? 🙂
Great question, Heather! We have 4 criteria for deciding on Next Actions: Context, Time, Energy, and Priority. So first you look at WHERE you are. (There’s no need to worry about errands if you know you’re going to be at home for a few hours.) Then you look at how much time you have. Next actions can range from 3-15 minutes, so you can choose one that fits! Then you consider your energy. Some tasks are obviously high-energy, and others can be done when you’re tired at the end of the day. The reason priority is last is because, since these are Next Actions–and not calendared tasks with deadlines, you get to complete them when the situation is just right…and if more than one task “fits,” you select which one is your highest priority.
Hope that helps! And I’m not sure if you’ve already done “Four Weeks to Finished,” but we’re doing one more session this September, and it gives you the chance to work in “real time” with me and the team to help you really lock in all the principles we talk about here at LearnDoBecome. If you think you might like it, you can check out the information page at https://LearnDoBecome.com/4weeks
Hope you have a great day!
Thank you, April! 🙂