Now is good

Humans live in time and space. And until someone finds a way to make practical use of quantum theory, each of us is allotted the same linear 24 hours each day in which to get things done. And each of us has thousands of things that we could do at any one time.

I'm going to look at procrastination in more detail another time (that wasn't meant to be funny), however, here's a maxim that (I think) I made up all by myself:

"If it is definitely going to need to be done, and you can do it now, do it now."

It's never going to win any prizes for succinctnessnessness, but as a principle for getting things done, it takes a lot of beating.

Someone has sent you an email suggesting you get together some time. The temptation is to reply some time in the future. Why not check your diary, and reply now?

A friend's birthday is coming up in a week or so. You've got a couple of minutes spare while a document is printing. You've got an appropriate card (What do you mean, you don't keep a stock of appropriate cards? I can feel another blog coming on...). Write an appropriately hilarious age-related missive, address the envelope, write 'not to be opened until *insert birthdate*' on the flap and pop it in the first pillar box you see (yes, yes, you WILL need to put a stamp on it as well!).

Your car's petrol tank is a quarter-full (or, for the pessimists amongst you, three-quarters empty). You're in plenty of time for whatever appointment you're driving towards, and you're approaching a petrol station. Pull over, and fill up now. Not when the needle is hovering on the 'E', and you're already running late!

Give it a try, you'll be surprised how applying the IIIDGTNTBDAYCDINDIN™ maxim frees up your days, and minimises that awful 'there's no way I'm going to get everything done that I need to get done' (TNWIAGTGEDTINTGD™, damn, I'm good at this acronym thing!) feeling.
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Getting Organised #2

This blog entry is particularly applicable to students, but it can be applied to just about anybody who is in the position where they have so much to do that they don't know where to start.

If possible, find a quiet place, and sit yourself down with pen, paper and a cup/glass of your favourite (non-alcoholic) beverage.

Write a list of all the things you think you need to get done within the next two weeks, including apologies to people, thank yous, telephone calls that need to be made, and emails/letters which should be written.

If you have missed deadlines, or if you are certain to miss them, make a separate list of the people you have/are going to let down, along with a REALISTIC estimate of when you are going to be able to get the task done.

Then contact the people you are going to disappoint. If possible do this face-to-face. Failing that, by phone. A last resort is sending a letter/email, along with a number/place where you can be contacted. Do not put off doing this.

When talking to these people, you will often find that they are willing to renegotiate deadlines. This is great, but having gained a stay of execution, it is essential for your future credibility that you meet this revised deadline.

Some of the tasks may actually no longer need doing, or the person you are talking to may offer to relieve you of the duty. Hurrah!

Once this has been done, go through your list, and number the tasks according to priority (not preference). Any that are not essential, cross off, or move to a ‘to be done sometime’ list.

Then cancel any non-essential engagements, and begin completing the tasks. Cross each item off as you go, refusing to avoid any of the listed activities. If you do you will break the power of the list to clear your backlog. It should be obvious, but don't take on any non-essential commitments until you have worked your way through the existing list!

When all items are completed, take the list, crumple, tear or otherwise mangle it, and triumphantly toss it in the bin.
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Stop flitting!

There was a time when long-distance messages arrived once (or twice) a day, delivered by a real person, to a real mailbox.

Then came the telephone.

Then the fax machine.

Then voicemail.

Then email.

Then texting.

Then instant messaging.

Then blogs.

Then RSS feeds.

Which is all well and good, but the plethora of conduits by which people can contact you (and by which you contact other people), can become a powerful procrastination tool (especially when there are things you need to get done, but really don't want to do!).

There are no hard-and-fast rules for how to deal with this. I need to check my email frequently during work hours, not so frequently at home. RSS feeds are things I browse during coffee breaks. If I find myself checking them every half-hour of a weekend, I know it's time to give myself a talking to!

There is a good chance that you already know whether you are exhibiting 'obsessive-compulsive' tendencies in this area... but as a guideline, if you are spending more time checking whether you have a text/ voicemail/ email than you spend reading them, you could probably scale the frequency down a notch!
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Write it down

The human brain is a marvellous and mysterious thing. Carrying out 24/7 monitoring and managing of thousands of body processes and capable of storing, organising and retrieving millions of items of information. And yet I regularly reach the top of the stairs and wonder what it was I had ascended them for. Or have a 'brilliant' thought during a long car journey, then realise that although I remember having the thought, I can't remember what it was. Or hear a song, like it, but - within minutes - forget what it's called, or who it's by.

Now I'm sure that neuroscientists will eventually find a logical explanation for this, and there may even be a day when there are ways of 'logging' your brain's processes. Until that day, we're stuck with more mundane methods of remembering things.

I've investigated and tried a lot of methods of making sure I don't forget things. Computers are helpful, mobile phones better... but probably the most useful tool in my 'don't forget' armoury are 12 x 8cm cards. And a writing implement. Pieces of card are cheap, require no power source, are rugged and disposable. And my brain's OCR equipment is brilliant at interpreting even the most illegible scribbles.

And by keeping to a 'one card, one idea' principle, they are easily filed or carried, then disposed once the task has been completed, or transferred to appropriate digital storage systems.

Now, where did i put that pen?
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Drop the monkey

This is a tip that is particularly valuable if you are involved in a leadership role, but it can be applied to a very wide range of situations. It is simple, non-manipulative and common-sense. And it can save you (and other people) a lot time and emotional pain!

Scenario A: Someone approaches you with an idea/suggestion/project. After hearing what they have to say, you tell them you'll get back to them on it.

The person goes away with the assurance that you will contact them. You, being busy, either forget about it completely, or add it to the bottom of your (already lengthy) 'to do' list.

Two months later, the person is frustrated that you haven't got back to them. And you are dreading the phone ringing, or meeting them (and 17 other people you have made a similar promise to) in the street.

Scenario B: Someone approaches you with an idea/suggestion/project. After hearing what they have to say, you tell them TO GET BACK TO YOU on it.

The person goes away knowing that it is THEIR responsibility to get in touch with you about the idea. The beauty of this simple inversion is that if the idea is a whim, they will forget about it, giving you one less thing to do. If you say 'I'll get back to you', even if the idea is a whim, they will remember that you promised to contact them (and with some people, the grudge that you didn't will be nursed long after they have forgotten what the idea was!).

Of course, if their idea/suggestion/project is one that you think is worth pursuing, and they don't contact you, you'll get extra 'points' for contacting them.
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