How not to disrupt plans and meet deadlines

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

Be aware of the planning mistake and don't be too optimistic about your options.

If you have ever failed to get ready on time or complete the task on time, it is quite possible that you have become a victim of a planning error. This is one of the most common cognitive biases. We make this mistake even though we know it took longer in the past. This is because we are too optimistic about our capabilities and underestimate the likelihood of unforeseen circumstances.

For example, a house will only be built on time if deliveries are not delayed, workers are not taking time off, and the weather is perfect. There is always the possibility that something will go wrong. We usually forget about it and set impossible deadlines. But if you remember about this mistake of thinking, you can avoid negative consequences. Blogger Thomas Oppon told what needs to be done for this.

1. Resist the urge to deal only with urgent matters

Distractions and small urgent tasks undermine concentration for almost half an hour, and productivity suffers from this. Therefore, your success depends on the ability to distinguish between urgent and important tasks.

The important is rarely urgent, and the urgent is rarely important.

Urgent matters require immediate attention. Usually these are phone calls, meetings, tasks with deadlines. The important ones help to achieve long-term goals and carry out serious projects. Unfortunately, we usually put them off until later and deal with urgent matters. It gives a sense of productivity, but we're not really getting close to our main goals.

Limit the time you spend on unimportant urgent tasks like parsing mail and focus on the important things.

2. Break down big tasks into small steps

The more points in your project, the more chances that something will go wrong. Consider all the steps and create a step-by-step action plan. Then set deadlines. Allocate half an hour or an hour to complete one step. If the task is too big and the hour is not enough, break it down into smaller ones.

Such tight deadlines will force you to look for the most productive way of working in order to be in time. When done, look at your results. Surely there are tasks that cannot be completed faster, and vice versa, tasks for which time can be reduced even more. Think and make the necessary changes to your schedule.

3. Use a tomato timer

Track how much time you spend on certain tasks. This will help you get a realistic idea and overcome any over-optimism in planning. The tomato technique works well for tracking.

According to her, you need to work intensively for 20, 30 or 40 minutes, and then take a short break. The intervals are separated from each other by a timer. This technique helps you break down large, complex tasks into manageable steps. Once you start one interval, you want to finish the job without being distracted by anything else.

4. Beware of those who encroach on your time

Protect your working time. Say no more often. Then you can focus on your own tasks and projects instead of just responding to other people's requests.

When you say yes to others, make sure you are not saying no to yourself.

Paulo Coelho writer

Don't be sucked into things you don't have time for. It's hard to refuse, but you need to learn it for the sake of your own concentration and peace of mind.

conclusions

We feel overwhelmed by planning mistakes. But if you spot and fix the problem in time, it won't hurt yours that much. Therefore, do not rely on a subjective idea of how long something will take. Measure and compare. Remember how your plans coincided with the real state of affairs last time:

• What went well and what didn't?
• What can you do differently next time?

Track your progress and make decisions based on this data.