These are the second and third P's and are often inextricably linked; there is also a fourth P - Paralysis - which also can get in the way of the first P. That first P stands for Project to be completed which is the object of the whole exercise: We have things to do, we want to do them all and want to keep everybody happy,
Paralysis, or Activity Paralysis to give it's full title, is when you've so many things to do with so many conflicting Priorities that you end up leaving all of them incomplete!
1. PROJECT is anything you need to do or want to do; it is usually time-constrained.
Lists are great; only in moderation though, as the compiling and maintenance of lists can only too easily become an end (Project) in itself and give a pleasing yet misleading sense of achievement. (It has been said that one of the pleasures of smoking is that each cigarette represents a new Project successfully started and completed).
• Avoid rewriting lists.
• Keep your main “To Do” list short, probably between 3 and 5 active items (Projects) at any one time.
• Keep a longer “To Be Done” list separately, transfer items (Projects) to your “To Do” list only when they have enough Priority.
• Review your active items (Projects), are they "bite-sized", ie tasks which can be done in a reasonable time? (Write website for X isn't, write webpage Links for X is).
2. PRIORITIZATION can be simple; a former boss of mine (Michael) reckoned you should always first do the thing you least wanted to; then repeat that process!
Apply these criteria to your Projects
• Which has a Time constraint?
• What will be the Gain if I do this first?
• What will be the Loss if I don’t do this first?
• Remember there’s a great difference between Urgent and Important.
3. PROCRASTINATION takes many forms; one of the most common is that projects with low priority suddenly seem very attractive – the need for alphabetization of spice racks by students revising for exams is well known. This Intel is only being completed now because I was inspired by another (on lists) this morning, despite the fact that I have Clients to see to and there’s a domestic Project that I’ve been putting off for days …
• Choose a Project from your own “To Do” list.
• Draw the Projects in your “To Do” list in place of the numerals on a clock face, draw a circle in the centre to represent your next Project. Choose one.
• For each Project, go through the process of giving yourself permission not to do it (suggested by Rasheed using NLP)!
4. PARALYSIS is natural, to a degree; just don’t let it become a habit!
• you’ve probably heard of “writer’s block” and the scariness of a blank sheet of paper.
• remember that most Projects will suddenly take “a life of their own” sometime after you’ve started them so, get started on something even if you have to pick it with a pin!
© 2008, Roy Law.
