I have found that the number one reason we struggle with tasks is that they are actually projects, that we TREAT like tasks. So what’s the difference between a project and a task?
The easiest way to answer that question is with another question: How do you eat an elephant? It’s an age old question with an age old answer: One bite at a time. Simply put, the project is the elephant and the tasks are the bites.
If there are tasks you never seem to cross off your to-do list, it may because they are actually projects in disguise. A project needs to broken down into steps and there needs to be a plan for those steps, starting with a FIRST step.
Take for example, the task of cleaning out the garage. Face it. That’s a project. If you treat it like a task, it not only becomes something you avoid (because in the back of your mind you know it’s an ‘elephant’), but there’s a good chance the job will be done inadequately, when you finally get to it. It’s possible that some efforts may even make the mess in the garage worse, because you aren’t giving it the full project status it requires.
When you recognize that you’ve got a project on your hands, you will take the necessary steps to get your to-do to done. You recognize, for example, that IF you are going to open up some space, the contents of that space have got to go SOMEWHERE. Your first step, then, may be to confirm how late your local dump is open or rent a dumpster. You may generate a lot to donate, in which case you would want to reserve a clear area for donates and schedule a pick-up service. Clearing a garage usually involves opening a lot of boxes. A clear work surface and good lighting will make this much easier and save your energy. So have those set up.
When all of these steps are in place, you will actually find this “task” a lot easier to do, because you are treating it like a project. It is a clearly defined process, not just a wish.
Some other examples of tasks that should be treated like projects might include filing papers and updating a website. If your file drawers are packed already and you have a pile of papers that need to be filed, your filing system probably needs an overhaul. That’s a project, not a task. Updating a website is important, but it is made up of a lot of steps, so that’s a project too.
When you get stuck with your tasks, don’t focus on your central action, but on the FIRST step. If the journey of a thousand miles does indeed start with the first step, then that first step is where your attention needs to be.
Projects are not always easy to recognize. In fact, I still sometimes struggle with the distinction myself. For example, one of the to-do’s I have had for sometime is “assemble packets.” I have been seeing this as a task, but it is a project. It requires a series of steps and the first one is to collect all the documents I need to print, in one folder on my computer. Now THAT’S a task and I am giving it a time limit of 10 minutes. I may even set a timer.
No kidding! Tasks are things that you need to take care of quickly, so give yourself a limitation and, if it helps, give yourself a “task-master” in the form of a kitchen timer. It makes you conscious of your limitation and allows you to focus.
Sometimes, the difficulty in doing a task just comes down to the fact that you really don’t want to do it. I can’t help you with that, except to say you might be surprised how often being unwilling is just being unprepared.
The next time you find yourself delaying a follow up call, for example, just grab the phone and it will suddenly hit you, why you’ve been putting it off. Maybe you’ll find yourself saying “well I can’t call yet, because I don’t have the information I need.” Bingo! There’s your first step: collect information. Put down the phone and either collect the information you need or make a note to do so. Either way, you have made progress on this task because you have correctly identified the first step.
One reason I often delay making a follow up call is because I worry it may eat up a lot of time. In that case I grab my trusty kitchen timer. When that loud beeping goes off after ten minutes, even the most animated conversation on the other end screeches to a halt with “Ooh, do you need to go?” I’m back in control!
Please Share With Your Community
Related Posts
Testimonials
What some of our clients are saying
In the past several years, I had emptied 4 separate dwellings, my grandmother’s apartment, my mother's house, my mother-in-law’s house, and my mother’s next apartment.
Intrigued by the notion of death cleaning and the painful memory of the cleanouts, I too began to consider what I might choose to leave behind.
So, what began with a trial run, (a thorough clean out of my eldest son’s childhood bedroom) I was ready to accomplish something far greater.
When my kids learned of my intention to launch an attack on the mother of all clean-outs (the basement), they worried what this might entail both physically and emotionally, So, to my surprise, a plan was hatched for a consultation with organizer, Matt Baier!
Meeting with Matt, with the support of my husband, and in the presence of the madness (furniture from various owners, cardboard in every size and shape, school supplies from a lifetime of working in classrooms, and twenty-three plastic bins containing the details of my children’s lives)... felt like the perfect storm.
As we continued to mine through vessels of pottery, glass, random art supplies, remnants of carpeting, wood, and fabric, costumes, tubs, screens, windows, and a life-size stuffed man we called Ned, Matt was busy outlining a tactical plan of action. Meanwhile, as we stepped amid multiples of objects including, but not limited to, kitchen appliance, toys, exercise equipment, electronics, glassware, three TV’s, VHS tapes, cartons of emergency meals packed since 2001, and mountain of debris that hadn’t seen the light of day in years, Matt’s resolve only grew stronger.
Unequivocally, meeting Matt was the lifeline we needed to pull us up from the weight of what we no longer needed in order to pass it all on to those who could benefit from donations.
So with a plan in place, come that Wednesday, a team of three remarkable women arrived at 9:30 a.m. to bring order from the chaos, in two short days.
The process from day one would have been impossible to imagine. But these three incredible workers managed to remove everything from the basement in systematic stages, but not before passing each and every object, large and small, through my hands for my simple proclamation: keep, donate, trash or sell. Although daunting in scope, with each passing minute, the sorting really was simple, fast and surprisingly painless! Granted, I was a motivated purger, so nothing gave me more happiness than shouting: donate with as much gusto as I could muster!
These women were absolute angels. They were physically and mentally strong, determined to complete the work on time, and committed to organizing and reorganizing with thoughtful intention and microscopic precision to the work of sorting and discarding. In no time, as the basement grew unbelievably spacious, these three, then assembled new industrial shelving to accommodate clear, labeled bins (all provided by Matt) to create a visually consistent and clean appearance to this new system of organization
Through it all, Matt and his crew demonstrated common sense, sensitivity, practicality, wisdom, efficiency, an uncanny ability to problem solve and think on their feet, professionalism, most of all, kindness.
Included in the package was the capable Junkluggers crew. They arrived to haul it all away from my backyard: first to their charity center, then, to a consignment shop and finally to the dump to deposit my trash.
What a relief to watch them pull away with most of my basement firmly ensconced in the bed of their truck.
One week post clean out, I process the experience a little more each day. The sense of well being and gratitude I feel is immeasurable.
Thank you Matt!
We decided to use Matt Bowers organizers based on recommendations and meeting with Matt Bowers himself.
All of our expectations were met and more. His team of experts were great. They were true professionals in every aspect of the word. Always on time, very knowledgeable and experienced and very accommodating. All through the project they were very attentive to our needs and opinions. And not less important were always punctual and industrious.
Our house is so much more functional now and better organized while we managed to get rid and donate a huge amount of stuff that was just occupying space.
We highly recommend Matt Bowers Organization
Noni and Giora Davidai, New canaan CT
Matt and his team were very professional, responsive to my needs and were able to accommodate my aesthetic into their work. But most importantly they were fun to work with and I felt completely at ease discussing my challenges with them. They truly listened. I would recommend them for any project without reservation.
After several other moves, one of which we were only given a 24-hour notice to move all household items into storage, items were just boxed without labels. Since we had no idea where certain items were, duplicate items bought and used. Along came another move, and we continued to box and move those items again. Finally, we needed to combine similar items to reduce the clutter! The team worked so well, always exceeding my expectations by getting this massive project done! It is wonderful to be organized again and able to find items with ease.
The process with the Team is simple, and you work at your own pace. No one will pressure you to get rid of items. Also, there is a great option to donate items. We were fortunate to have boxes and boxes of kitchen items, household, and bathroom items neatly organized or donated to a charity. We can not thank the team members enough for all the work that they did.
We find so much more clarity with an organized home. The flow of our home is peaceful, and we no longer staring at clutter or rearranging boxes to get them out of view!
Matt's company came highly recommended by several local Realtors. At first, I was a bit concerned about the pricing seeming very expensive; I quickly realized that it was worth every penny and soon became a seasonal client.
The team arrives so prepared and professional; they know just what to do and I can be as involved as much as I choose; or not all. They just get the job done.
Just as an example, I had over 15 file boxes of papers and Matt's team organized and reduced it down to only 4 well organized drawers.
Our personal items were sorted, organized, donated or stored neatly throughout the house.
Matt's team was a life saver for my family. I would highly recommend their service; The results are well worth the investment.
Imagine An Organized Home