How to make what you do often even easier
Datum: 2022-11-24 11:00
Performing a recurring task at frequent intervals gives us a golden opportunity to become even more efficient. Every time we perform the task we have the choice and opportunity to evaluate what we do and then refine and adjust our routine so that we can do it even faster and easier next time.
More time at your disposal
The less time we need to spend on these recurring tasks and assignments, the more time we have at our disposal to do other things. We can choose to do more of other things, to have more free time, to develop what we rarely have the opportunity and time to delve deeper into, visit another client, or perhaps being more present in our leadership.
For you who prefer listening to reading, this post is also available as an episode of the “Done!” podcast:
The simplification can be advanced, such as writing a routine or program that automatically performs a task we normally do manually. But, even the smallest and simplest simplification renders more time and energy for doing other things, and at least makes the task feel easier to complete.
Here is one way of simplifying the performing of a task you do from time to time.
- First of all; when it comes to recurring tasks, it is definitely advantageous to have a digital to-do-list. So, if you do not have one already, get yourself a digital list. It can for instance be in the form of Microsoft To-Do or some other app or service.
- Now think about it; what tasks do you perform somewhat frequently? If you can only think of one, that’s enough for now.
- Add the task as a recurring task on your digital to-do-list. The repeating of a task is a feature and function available in most digital lists.
- There is most likely a box or field somewhere when you are creating the task designated for notes. This is where you can add links for any documents you will need when doing the task. Your tool might even have a button for connecting a link to the task.
- You could also insert a checklist describing how to do the task into the field designated for notes (or link to it). It could be as simple as:
1. First, do this.
2.Then do that.
3.Thereafter click here.
4. And finally print one of these.
If you add a simple description of how you usually do the task, the threshold of doing the task will definitely be lower since you are helping yourself get started and will not have to exert the effort of remembering how you usually go about the process.
- You could also insert texts and formulations you need when doing the task (or link to them). This could for example be the text you write in an email to the person who you need to email when doing the task, or what standard format you have agreed with someone to always follow when naming a particular kind of document.
- You can also insert a shortcut to the folder where you will store the end result of whatever you are going to do.
- Or perhaps you write a list of all the recipients who you will send the final results to?
- If you have only read through these suggestions without taking action, then ask yourself: which one of the above suggestions could you benefit from doing concerning the task you have in mind? It is enough to only decide on implementing one. If you cannot make up your mind, choose the first one you come to think of and don’t ponder on the matter further.
- Do what you need to in order to finish adding the recurring task to your to-do-list or formulating a to-do-task that dictates what you will do to implement this single simplification.
Sow once, reap repeatedly
If you formulate your recurring tasks in a clear, concise and precise manner, and include as much of the information you need to complete them, they will get done much sooner and easier. You will decrease the risk of postponing them due to them being difficult or cumbersome, and make it easier to do the tasks, not just once, but repeatedly from now on, due to one single simplification.
What is your method?
How do you simplify tasks you do often? If we are able to automate recurring assignments we will have more space and time for what truly lights our fire and sparks our interest. If you have any ideas or methods you would want to share, please write to me.
(Do you want to simplify even more of your tasks?)
If you want more tips on how to create good structure at work, there are many ways to get that from me - in podcasts, videos, books, talks and other formats.