How to Tackle Time-Consuming Tasks (that You Thought Would be Easy to do)

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how to tackle time consuming tasks

 

All tasks are not equal. There are tasks you guess should take just a few minutes, and then an hour later, you are just finishing. There are tasks that are actually projects that as you work on them have multiple steps that keep multiplying. Rarely is there a just five-minute task anymore. Lately, everyone has been commenting on how complicated it seems to be to get stuff done. Whether it’s getting help around the house, working on your email, completing an online form, or clearing out your closet, some tasks take longer than you expected.

You may long for simpler times with easier-to-complete tasks. However, with a few strategies, you may feel you are gaining efficiency and making tasks more manageable. The big secret to task management is breaking tasks down into manageable chunks and allocating time to each segment.

 

Be specific about the task

Is it a task or a project? A task is a single step, while a project is multiple steps. Knowing this, you are ready to begin. Add the task to your list with a specific action. Using action words also helps you know where to start.

  • Instead of “Do taxes”, write gather documents for taxes, prepare income section, prepare charity section, or contact a tax preparer.
  • Instead of “Hire lawn person”, write gather potential names, ask neighbors, contact lawn people for estimates, and finalize the decision.
  • Instead of “complete TSA form”, write go to website, gather documents, make appointment, and so on.

 

Break tasks into microtasks

Breaking down your tasks into microtasks gives you the opportunity to make progress in baby steps. You can batch by time with a 15-minute microtask list. You can batch by category, like all phone calls. Or you can write out the microsteps and keep that as a list with the project itself.

Instead of “Complete expense report,” break it into:

  • Get the form for the report
  • Gather supporting data from credit cards
  • Categorize by meals, accommodations, and travel
  • Add information to the report
  • Create pdf
  • Upload information
  • Hit send to the correct person

Each microtask should be something you can complete in 15–30 minutes. Celebrate each step along the way because you are making progress!

 

Use the “Next Action” Trick

If you are unsure where to start on a project, think of the next action. By asking yourself what the very next thing is, you can move a task forward bit by bit. As you build momentum, you will gain clarity. One of the best first actions is to organize the materials needed, get the form itself, or follow a checklist that may be provided. There are often instructions provided for where to start. If you are not sure of the next action, narrow the options to no more than 2 or 3. If you have too many options, you stall out because of making a decision about the next option. Gather crowd-sourced information if you struggle with making that next action decision.

 

Schedule your task time

Have you heard the phrase “a plan is a wish without a calendar?” Large, overwhelming, scary, or vague tasks sitting on your to-do list are easy to ignore. Instead, schedule time on your calendar to do the microtasks you created. Try blocking out 25-minute chunks using the Pomodoro Technique (work for 25 minutes, break for 5, for a series of three 25-minute sessions). This works especially well for deep thinking or tedious tasks. Begin to know your pattern for how long you can work. Some people are hyperfocused and can work for lengthy time periods. Other people know that they have a short attention span or frustration span.  Learning this helps you allocate sufficient time.

 

Batch similar tasks

Some unrelated tasks often have similar activities. That might be setting dates, writing emails, or making phone calls. Group related microtasks together to reduce mental switching. This batching keeps your brain in one mode longer, which saves energy and increases focus. You are more efficient in batching and feel more successful too.

 

Use a digital progress tracker or checklist

Seeing progress is motivating. A series of unending tasks holds us back. Use a checklist or a tool like Click Up, Notion, or even a sticky note to track completed microtasks. The satisfaction of checking things off gives you momentum—and makes the task feel far less intimidating. Make your tracker and checklist easy to see every day. You will notice the impression this makes on your energy level and confidence.

 

Allow for flexing as needed

Time-consuming tasks often expand beyond your estimate. Build buffer time into your schedule so you’re not thrown off when that 15-minute task actually takes 40. This keeps you from feeling frustrated. In addition, build in a transition time between the task and the next activity. This way you avoid being irritable about switching between tasks, projects, and activities. That transition time applies to getting ready for the day.

 

It is not easy to estimate how long it will take for a task or project. By using new strategies, you will become more comfortable with the time it takes to accomplish your to-do list. Good luck!

 

ADHD and Transition Time: Why Starting and Finishing Can Feel So Hard (and How to Make It Easier)

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adhd and transition time

If you live with ADHD, you already know that the hardest parts of a task often aren’t the task itself. The real challenges can come with getting started, stopping when it’s time, or shifting from one thing to another. These challenges are initiation (starting), completion (finishing), and transition time (switching gears). These can take extra energy and feel overwhelming at times. While others may move smoothly from one step to the next, for those with ADHD, it can feel like slamming on the brakes or trying to start a car that just won’t turn over. If this sounds familiar, you’re not alone—and there are ways to make these transitions easier and gentler on your mind and energy.

 

Why Transitioning Is Hard with ADHD

People with ADHD struggle with executive function, which is your brain’s system for planning, initiating, organizing, and following through. It can feel overwhelming to start even the smallest of projects because of multiple steps. Ending a task because of hyperfocus can feel impossible. You can feel resistance to switching between tasks and activities. The ADHD brain processes time, urgency, and priorities differently.

 

Strategies for initiation

Make starting a task or project easier with these cues.

  • Expect to use an initiation strategy for your hardest tasks and projects. Resistance with emotional regulation, such as feelings of fear or being overwhelmed, prevents you from beginning.
  • Use external signals to help you get started. Use a timer to begin any task. Once you start, most likely you will continue on that task.
  • Set a transition alarm and a starting alarm. That way you can finish up and prepare for the next action.
  • Curate music playlists as a cue to start your efforts. You can set up playlists for a variety of tasks such as organizing, cleaning, and working.
  • Start with the ridiculously easy. Lower the barrier to entry with micro-tasks. That can be “Put on Sneakers” instead of “Go for a Run.” Or it can be “Open laptop” instead of “write essay.”
  • Know the “why” behind the task. Getting the big picture can help you buy in to the task more fully.

 

Strategies for completion

Wrap up your work more easily.

  • Don’t expect your brain to wrap up. Cue your completion.
  • Start with external cues. Try alarms or calendar alerts. Place reminders where you’ll see or hear them so they can gently pull you out of your hyperfocus.
  • Instead of aiming to “work until it feels done,” define what that endpoint is. That could mean sending the email draft, uploading the file, or cleaning off your desk. A clear, concrete endpoint makes it easier to stop without feeling like you’re leaving things undone.
  • Tell someone when you plan to be finished, whether it’s a colleague, friend, or family member. Even a quick check-in text like, “I’m wrapping up by 5:30 today,” can provide the external nudge to actually stop and close out your work.
  • Create a wrap-up routine to finish your work. Write a note to yourself to share where you are finishing and the next steps.
  • Be mindful of your level of perfectionism. Most likely, it is more important to complete the task or project with 90% perfection. There is a saying, “Done is perfect.”

 

Build in Transition Time

Don’t expect your brain to shift instantly.

  • Create written buffer zones in your calendar for meetings that go longer, have heavier travel traffic, and require time to get out of the house.
  • Work backwards to create a workflow for a transition. Start with the finish line and work backwards, adding in all the steps to accomplish that task. Include all the transitions between steps.
  • Plan a pause. That can be 5 minutes of stretching, a short walk, or straightening your desk.
  • A transition routine like closing tabs, writing a to-do list, or changing environments

 

Getting started and wrapping up are two of the most common sticking points for people with ADHD. By breaking tasks into smaller steps, adding external cues, and building simple routines around starting and finishing, you can create smoother beginnings and clearer endings. Progress is about finding strategies that work for your brain and giving yourself credit for every step forward.

The Power of the Pause to Support Your Goals

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Life’s velocity is a lot. I often write about the power of a pause.

I recently heard this quote from Hoda Kotb.

“Maybe that’s the answer. Slow down everything. Slow down conversations. Slow down moments. Slow down the bath. Slow down dinner. Slow down.”

There’s nothing more applicable to being able to slow down than a pause. A pause is an intentional stop within any time frame. It can be helpful when an emotionally reactive situation is about to occur or when you feel overwhelmed. Here are other situations where a pause can help you find clarity and help you set your goals.

 

Pause between seasons

Seasons are a natural transition for us each year. As the environment changes temperature, external elements unfold to move us forward. Those seasonal transitions are also a good time to evaluate your goals. This is instead of an annual assessment; think about a 90-day pause and assessment. Questions you can ask yourself as you pause are:

  • What worked?
  • What happened to make this work?
  • What’s next?

These reflections give you an opportunity to course-correct or amplify your efforts.

Pause when there are life transitions

Life transitions, such as moving, job changes, or family losses, can be happy or sad. We may want to barrel through and get to the other side of that transition. A pause can help all types of support. It can be with emotional support therapy or coaching. Addressing your emotions and finding additional support can offer clarity and move you forward. You can add to your team knowing the support you need. A bigger team might include a cleaning person at home,

Initiate a strategic pause

An intentional strategic pause helps you at home and at work. Strategic meetings offer clarity in all forms. A family board meeting or annual summit with time together, away from home, talking about family values, connects families with communication and cohesiveness. Your business hosts an annual strategic planning meeting to interpret data from last year and know the next steps.

 

Pause for self-care

More people are speaking about their need for a pause. If you have been moving at warp speed or feeling out of sorts because of the speed of life, here is permission for you to speak what you need when you need it. “Slowing down before jumping to action can set you on a much more meaningful path to action.” You will be all the better for responding in a way that is authentic to you and your values.

 

Here is your first step to empowering your pause. That is knowing when a pause is valuable for you. I encourage you to take a few minutes now and jot a few ideas down.

How to Create and Use Margin In Your Life

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how to create and use margin in your time management

 

Busy times dominate our lives. Being busy is comforting and can help relieve anxiety, but it can also be a stressor.  When you have back to back schedules that require a high level of transition between activities, you can also feel fragmented. That is when building margin into your life is appealing.

Creating a margin in your life means intentionally building space and time within your schedule for rest, reset, and recharge. By creating a buffer you are prioritizing your goals and projects as well as proactively working on your self-care.

 

Data gathering

A change like adding margin comes with pitfalls and it is wise to address obstacles. The most successful changes happen when you start small. Think of the smallest way you can change your habit of too much to do or too little time for transitions. Is it a matter of thinking about how much time it takes? Gather data with a timer. Have you thought about the times you need more margin? Could you make a small simple change that makes a big difference?

 

Prioritizing

The best plan begins by knowing what to prioritize. First, prioritize self-care to be sure you are best equipped for your productivity. Setting a bedtime and adhering to an exercise routine are the best priorities. Alongside this are ways to connect and projects that have meaning. You define these priorities in a way that gives you time for thought, that being by spending time in solitude, reflecting and processing with someone, or journaling. A once-a-year reflection works well because priorities change.

 

Time blocking

Time blocking is a popular tool for calendaring and planning. You can block time for projects as a boundary for breaks and margin. Be sure to set adequate time by doubling the time you think the project will take.

There are other time blocks that can help you with margin. Build in travel and transition time in time blocks. That is time that is allocated for traveling between locations which allows for traffic snarls and gathering items to get in the car. Set a preparation time block the evening before that is for making breakfast and lunch and setting out your clothes for the next day.  Whatever you find makes you stressed or run late, set a time block to help you manage that activity.

 

Mindful mantras

Every plan needs good execution. Do you hit snooze when your alarm goes off? Do you delay that reminder task when it rings?  To execute your plan for margin you must have a strong “why” behind your plan. Being mindful of that concept brings your plan into reality.

Mantras are helpful here to help you remember to be more consistent in your plan.

  • “I am following my plan today to be sure I feel ready and prepared.”
  • “Keeping my time blocks gives me peace of mind and empowers my best work.”
  • ”I honor my priorities and I honor my self-care.”

 

Handling oops

Every day we are faced with what seems like a million decisions. Each time we have the opportunity to adhere to our set margins is a decision. Remember that oops happen and we have a new opportunity at any time to uplevel adhering to our mantras and plan. Being consistent comes from when your plan works 75% of the time.

 

 

 

 

 

 

 

Embrace a Fresh Start This Fall: Why Under-committing to Activities Leads to Balance and Peace of Mind

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Fall brings a whirlwind of activities for school,  home, church, and other areas. You may already be feeling a bit anxious about all that coming up. This fall set the stage for more intentional living by reassessing commitments and having less to do. Now is the time for understanding overcommitment and the negative impacts of overcommitting on mental health and productivity.

 

Signs of overcommitment

There are many signs that you are overcommitting. For you, looking at your calendar you see no white space. There are no time blocks for preparation for meetings. You feel irritable attending a meeting because you have too much to do. Your home has become a drop zone, with many filled bags waiting for items to be put away. For your kiddos, they are resistant to activities because they are tired. Their rooms have become cluttered. They go to bed late because activities fill their days to the brim.  Overcommitment has an impact on mental health and getting stuff done.

 

Benefits of under-committing

To begin to reassess,  you must first know the benefits of this change. The most beneficial aspect of under-committing is the increase in focus and well-being. With less to do on any day, there is always less stress. You will feel more balanced by having time to do what you love, as well as what you are required to do. You will be able to concentrate more without having to get so much completed. Having a better work-life balance comes from having unscheduled time. Jot down a few of your reasons for why to undercommit this year and clear out your schedule.

 

Getting started

First, it is best to evaluate your current commitments.  What are the essential and non-essential activities you are committed to? What is essential to your values? Are your commitments supporting what you know to be best for you and your family? What is the true impact and what is required? Are your commitments bringing in funds that support your family’s values? Answering these questions allows you to weigh in on your commitments. Write out this list and prioritize. There are no right or wrong answers, but you will know what is best for you and your family.  There are many great activities but at times we have to stagger commitments to keep our time better balanced.

 

Strategies for under committing

Now that you have evaluated and prioritized your commitments, it is time to learn and reinforce what you know to be true about commitments. Now that you are working toward your priorities, it is time for you to set boundaries for yourself. It is easy to over-commit without this. A boundary for yourself might be creating rules about how many activities you or your kiddos are in at any given time. For some families that is one sport for each kiddo for each season. Other parents choose to take a large volunteer role instead of many small commitments. You know best what works for yourself and your family. Find a rule that works well for saying “no” such as, “I have to check my calendar first.” Creating a pause before saying yes helps you assess. Your goal is a realistic, manageable schedule that incorporates self-care.

 

Maintaining balance

The key to consistent balance is regularly assessing and re-assessing commitments. As commitments change throughout the year, be mindful of your new rules for commitment. It is crucial to your schedule to regularly assess your commitments in order to stay in balance. Assess your commitments during your weekly planning time.

 

Take time before the fall to be mindful of this year’s commitments. You will have more joy in the responsibilities you choose by prioritizing and under-committing.

 

Baby Steps for Better Time Management

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Time awareness is a familiar challenge for those with ADHD. Often referred to as time blindness,  people have difficulty knowing how long a task will take, knowing how much time to allocate for transitions such as leaving for an appointment to be on time, or how long they are spending on a task. Start with baby steps in creating more time awareness to begin better time management.

 

Build data

Learn about time by building data about your use of time. Start by using a clock to time the duration of tasks at home like getting ready in the morning, winding down in the evening, or unloading the dishwasher. Clock tasks at work such as reading and responding to emails or completing a report. You are better prepared for setting up time blocks with this information.

Analyze patterns in your day to learn about your personal productivity. Learning your chronotype, when you work best during the day, helps you know when to schedule your tasks and projects. Focus on the positive and assess the situation, time, or location that prompted your success.

 

Externalize time

Using an external tool to help you become more time makes it easier to see or feel time. Add an analog clock in spots where time is lost. This type of clock, with arms that move, offers a visual reminder of time. Use a timer to hear the beginning, duration, and end of an allocated time. Set alarms and reminders to start and complete tasks. Each of these external time managers helps keep you on track.

Calendars are one of the best external tools for time management. With a place for dates, appointments, and tasks, you no longer have to remember this information. Update your calendar as information comes in and refer to your calendar all day throughout the day. Widgets make your calendar visible on the locked screen of your devices.

There are many more digital tools to help you on your journey, such as Alexa and Siri!

 

Get organized

Because of poor working memory, items can get misplaced and delay you. Be sure to have a “place for everything and everything in its place” to save time when you are ready to start a project or leave your home or office.  Have a reset time to replace items into their spots each week. Proactively being organized gives you the best opportunity to make use of the time you have.

Organize your calendar and reminders with cloud-based project management tools such as Click Up, Trello, and Asana. By integrating these, you are automating your time and task management.

 

 

Choose one of these baby steps to help you with your time awareness. Remember that time awareness is a work in progress and that you are learning as you progress.

Ways to Thrive During the Especially Busy Month of May

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Ways to thrive

 

The beginning of this year ushered in especially busy times. We are heading into the month of May with celebrations, graduations, and special occasions. Like Thanksgiving and the holidays, we have more to do. It is easy to get overwhelmed by all there is happening. There are many ways to thrive and be specially organized during extremely busy times.

 

Your planner is your road map.

Your planner is your most important trusted tool for being proactive in busy times. Keep your planner up to date as details come in about family celebrations and special events. Look ahead to the upcoming week and be proactive about planning for the weeks ahead. Each day prioritize a list of your three most important tasks to keep on track. Use a checklist to help with tasks and deadlines. Make notes, make lists, and set time blocks to get stuff done. Set a weekly planning time to be sure you are progressing in all areas.

 

Do your best to maintain self-care routines.

Taking care of yourself helps you do your best. Do the best you can to keep consistent wake-up and going-to-bed times. Drink lots of water to hydrate, get outside for sunshine, and walk as much as you can. Stay true to your exercise routine. Self-care will be your steady guide during busy, fun, crazy times.

 

Celebrate and be in the moment.

Moments we cherish happen when we steer clear of distractions. Stepping away from work, and being in the moment, gives us rare opportunities to connect. Celebrate every small win with gratitude. Share the joy with a handwritten card or special conversation. These moments build lifelong memories.

 

Build a bigger team

Being the party planner doesn’t mean you have to miss the fun. Ask for and accept help in all ways and forms. Teens can build a playlist and set up music, attendees can put up and stack chairs, and catering comes in all forms. Have groceries, treats, and party supplies delivered. Look around for ways to make everything easy for you and find support to get stuff done.

 

Being organized brings you joy during these bustling times. Never miss a minute of fun with these ways to thrive when especially busy.

Happy Collaborations

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Happy project collaboration

 

Did you know that individuals who work in collaborative settings at work are more than 50% more effective at completing tasks than those who work independently? There is great research that suggests that working collaboratively and collectively leads to better on-the-job performance rates, according to a Stanford study. In addition,  those who collaborated were 64% more likely to stick to their assigned tasks than their solitary peers. That is great evidence for creating a structure for easy collaboration!

Creating a collaborative environment

A collaborative environment brings the best of all skills and efforts to a project. For you, you must first recognize and be confident in your own abilities, skills, and experience. Also, you and all the collaborators must be there for a win-win for everyone on the team. Have a clear and specific agreement on expectations and roles so that everyone can contribute and communicate effectively. Be sure that all parties are open to positive feedback as needed. These are the best practices for collaboration.

 

Set common work agreements

Start your project with work agreements about communication, roles, and expectations. I recently started a new project in collaboration with three team members. We worked together on different projects and knew each other’s strengths. What we needed first was to set up common work agreements with guidelines for roles, which we allocated by strengths. Then, we mapped out communication and project management for the course of the project. Next, we wanted to set expectations on when we worked, how we communicated, and when we communicated. During those first weeks, we tested our system of a set meeting schedule, email requirements of who to copy when, and documentation hosted on google drive. Each week we have tweaked out system. The initial investment in communication paid off well.

 

Choose easy to use collaboration tools.

There are so many options for collaboration tools. Most require a little learning to ramp up. Choose collaboration tools that are easy to use. Everyone has a favorite tool, while some people have tools established by their workplace.

 

Establish routine meetings that fuel momentum

Establish meetings that assist moving the needle forward and steering the project. For many of us, that is a weekly meeting with a specific agenda. That agenda includes updates on the project and new information for momentum. Host your meeting at a time what works well for everyone’s productivity, however gives opportunity for real work to be done throughout the week. Always be sure everyone has the opportunity to provide input.

 

Share feedback and successes

Give a shout out to those who are doing work that is insightful and above and beyond. There is not enough celebration for what is going well. When correction and redirection is needed, be specific about what is not working. Take time to chat with a team member who needs to share more about the work itself.

 

Every project has bumps in the road. Working as a team helps you overcome these challenges together and finish up strong. If you are unsure if collaborations works for you, look for a team member who has the qualities you need to finish up a project.

 

 

 

 

 

Prioritizing What’s Important to You

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napo2023

 

I love to learn! Each year I give myself the gift of professional development. This week I am at NAPO 2023 Summit, the annual conference for our professional association and industry. I prioritize what is important to me which is learning with my peers for the benefit of my clients. Pictured with me here are NAPO Summit work team including Mimi Brown, keynote speaker for our Summit.

 

Know what is important to you

Education brings me joy. It is easy for me to know this is important for me. How do you know what is important to you? Think about what brings you joy.

 

Make it happen

  • No matter what date, there will always be conflicts in scheduling. We have to make choices. I choose to make this happen by writing this on my planner well in advance. I share this love of learning with clients who know I will be away at this time. You can make your priority happen by writing it in your planner.
  • I have learned that we need resources to make our priorities happen. I save funds each year for this opportunity. I allocate appropriate resources to travel, meals, and registration. Make your priority happen by using your resources wisely.
  • Sharing what I love with those I love helps me prioritize. They are my cheerleaders and encourage me to follow my path.

 

I encourage each of you to write a list of your three top priorities and make these happen!

 

 

 

How to Improve Motivation with Executive Function Challenges

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how to improve motivation with executive function challenges

 

Finding the motivation to start and finish a task can be difficult for all of us. Executive function involves processes that are essential for behavior regulation and impulsivity, time management and planning, and problem-solving and decision-making. Where there are Executive Function challenges for initiating, planning, organizing, prioritizing, and sustaining attention, motivation is a bigger factor. There are many reasons why getting started on tasks is difficult. Focusing on specific strategies helps improve motivation.

 

Difficulty initiating or getting started

When tasks pile up, getting started can feel overwhelming.

  • Break your tasks into baby steps or chunks. Work on starting just one of these chunks.
  • Remember that done is perfect. Perfectionism is often paralyzing. Know what the end of your project should look like to complete it.
  • Create an initiation “warm-up” strategy. That is a way to ramp up to get started. This can be getting on headphones for quiet work, moving to a new space with a clear desk, or gathering all your materials together.

 

Lack of motivation leads to poor planning and time management

You think a task will take five minutes, but overall it takes two hours. Lack of time awareness can deter motivation.

  • Use visual tools to create a workflow for any task or project. A dry-erase or paper calendar helps you plan out the steps.
  • Assign tasks to time blocks. This assignment indicates what needs to be accomplished and when to do that.
  • Plan with the end in mind. Start backward and assign times for completion.
  • Use an overflow day to catch up and finish a task or project. That day is open just to have extra time available.

 

Disorganization of materials and due dates

Projects need organization in order to proceed. If you have trouble organizing the materials, it is difficult to start.

  • Set a time daily to capture information in your planner. Use the end of the day to review email, text, or other communication to add dates to calendars.
  • Organize your materials in a way that you feel is easiest to access. For some, that means printing and placing it in a notebook or keeping digital files. Use consistent naming to keep your system easy to use.
  • Maintain your system by including time to get your materials updated and put away at the end of the project.

 

Clear priorities help motivation

When everything seems important is the time to establish clear priorities.

  • Make a list of your top 3- 5 priorities. Be sure that your tasks match up with these priorities. This will help you define how many projects are not on this list and may need to be eliminated.
  • Use a daily focus list to keep your daily priorities clear and easy to see.
  • Often there are two competing priorities simultaneously. You want to finish up your work for the day and have dinner at 6 pm. Giving yourself a boundary or rules to follow help you stay on track rather than decide at the moment.
  • Make a list of what you can delegate to help you do your best work.

 

Keep on keeping on with sustained attention

There is hyperfocus and not enough focus.

  • Limit distractions by silencing devices and blocking pop-ups. Use an internet blocker to stay on track.
  • Use the Pomodoro method of alternating work and break times to maximize attention.
  • Body doubling can help you stay tethered to your tasks. Invite another person to work in your space while you work on your project.
  • When your attention wanes, look for positive ways to gain traction with productivity. Take a walk, get some water, and re-assess your next steps.

 

Knowing your WHY can be the most important factor in motivation. If you feel your work is compelling or interesting, it is much easier to get started. Take a look at your assignment and see if you can make it more interesting by approaching it with curiosity.