Managing Digital Backlogs: Strategies for Daily Efficiency

Backlogs… A rather bigger part of life that we probably wish wasn’t. Did you know that there are three types of backlog, two of which you don’t really need to worry too much about? Let me explain.

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Script | 344

Hello, and welcome to episode 344 of the Your Time, Your Way Podcast. A podcast to answer all your questions about productivity, time management, self-development and goal planning. My name is Carl Pullein, and I am your host of this show.

Let’s be honest: somewhere in our carefully organised lives, backlogs will build. It could be email, the ever-increasing list of house repairs, or the daily admin life generates. 

With everything going on in our lives, it would be easy to believe that finding the time to stop these backlogs from growing is impossible. 

Yet, when you understand the three types of backlogs, you can develop a process that stops the backlog from growing. 

The three types are the growing backlog, the stalled backlog and the shrinking one. 

You don’t need to worry about the shrinking backlog. It’s doing what you want it to do—shrinking. That could be getting your receipts together in preparation for doing your taxes. You’re gathering and sorting them, so the backlog is shrinking. This generally happens when the tax submission season is almost upon us. 

The stalled backlog is also a little less urgent. It’s not growing, but you need to watch it carefully because this kind of backlog can start snowballing—house or car repairs, for example, often do this. 

The most dangerous backlog is the growing one. This often happens with email and admin tasks and can occur when you try to expand your business too fast without adding resources. 

Before we go any further, let me first hand you over to the Mystery Podcast Voice for this week’s question.

This week’s question comes from Janice. Janice asks, hi Carl, I’m trying to get my life organised but don’t have time because I have so many things to do. My email’s a mess, and every weekend, I spend all day cleaning up my home. How do you get on top of things when you are far behind?

Hi Janine, thank you for sending in your question. 

This is a tough one. It can feel like we are stuck between wanting to get ourselves organised and realising that we have such a big backlog of stuff to do that it would take several months to break even—so to speak.

The strategy here is to first determine what kind of backlog you’re dealing with. Is it growing, stalled, or shrinking? 

If it’s shrinking, keep doing what you are already doing. It’s shrinking, so it’s doing what you want it to do. Don’t stop. 

The one that needs immediate attention is the growing one. 

Imagine that you have over a few thousand emails in your inbox. It’s making finding important emails slow and cumbersome, and you want to get it cleared. 

The challenge is that more emails appear every day, and that number is not fixed. Some days, you may receive 150+ new emails, while other days, perhaps it’s eighty. Either way, until you can achieve a net gain—i.e., processing and clearing more emails than come in—the backlog will continue to grow. 

With email, I would first clear out the older emails. There will be a point where you’ve ignored an email for so long that it would be embarrassing to respond to it now. Where is that point? 

For me, that’s two weeks. It would be embarrassing for me to respond to any email that’s been sitting around for two weeks or more. You may be more tolerant than I am. You may be happy responding to emails older than a month or two. Where is your limit? 

Once you know your limit, take any email older than your limit and move it to a new folder in your email program called “Old inbox”. This way, nothing has been lost, and you can go through that list when you have time. That list will no longer be growing. You’ve put a stop to it. 

Now, to prevent the backlog from growing, you will need to clear whatever emails remain in your inbox first, so you start from zero. 

Now, here’s where you will need to be cautious of FOMO—the fear of missing out. This can paralyse you because you are fearful that you might be deleting something important. Fear not. Always remember with email if you have been sent something there will be a copy of it somewhere. 

If for whatever reason you do need something you’ve deleted, you can reach out to a colleague and get a copy. 

One of disadvantages of digitalization is we no longer see things piling up. Back in the day when most of what came across our desks was paper, it was very easy to see backlogs growing. The pile was physical and you could see it. With digital, it’s very easy to go into Ostrich mode. (Although ostriches don’t really bury their heads in the sand)—this is the out of sight, out of mind theory. 

When I was working in a law firm in the late 90s, the majority of communications were through letters. Each day I would get in the region of a hundred to hundred and fifty pieces of mail. That needed processing. The advantage was I could see it all in my physical inbox and my goal was the clear that by the end of the day. 

With email, the only way to see it is to open my inbox. That makes it easy to ignore it—which surprise surprise creates backlogs. 

Admin is another area where backlogs can grow. Like communications, admin will grow each day if you are not dealing with it consistently. 

This can be keeping your receipts organised, maintaining your company’s CRM system or, in the medical profession, keeping patient notes up-to-date. 

If you are not protecting time for these each day, backlogs will grow.

If you’ve watched the brilliant film, Apollo 13, or read about that incredible story, one thing that will strike you is the astronauts followed checklists and routines to ensure everything was working as it should be. 

The cause of the catastrophic explosion on board Apollo 13 was a simple routine task of stirring the oxygen tasks. 

Astronauts are highly intelligent people. Yet, they know they cannot rely on remembering to do important routine tasks. They use checklists. 

The same goes for pilots, surgeons and the military. 

Each have checklists for daily mundane tasks that if not done will result in backlogs or something much worse. 

You too can do something similar. Think of a shift at work as having a few key parts to it. Meetings, focused work and then routine work. Your routine work will likely be responding to actionable emails and messages, updating any internal customer management systems and your own admin. 

This means estimating how much time you need for each of these activities. 

The good thing here is you already have the data. How long, on average does it take you to update your company’s internal client relationship management system? How much time do you need to stay on top of your communications?

You can only work with averages here, but averages are enough. Some days you will get more than your average, yet other days you will get less. 

If you’ve never measured how long it takes you, give yourself a week to track how much time you need in these areas. Again, you can only work with averages but that will give you an indication of how much time to protect each day for getting your work done. 

One area I find people resisting this change is work they perceive as being more important. Meetings for example, seem to have a disproportionate level of importance. Sure, if you have a meeting with an important client, that will likely be more important than staying on top of your admin. But what about all those internal meetings? Are they really important or are you just showing up to show your face? 

I cannot imagine a pilot or surgeon skipping their pre-flight or pre-operation checklist because they have an internal meeting. That would be a firing offense. So why do you do it? 

We all will be different here, but I find if I spend an hour a day on my communications and thirty minutes on admin, I will, on the whole, end the week with no backlogs—certainly nothing overwhelming. That’s just ninety minutes a day. Ninety minutes that prevents stress, anxiety and missing something important. 

Now, there will be some days when that will not be possible. Days when I am travelling, for instance, often mean it’s difficult to sit down and deal with my communications and admin. However, it’s worth working on the principle that one is greater than zero, so spending twenty minutes on communications and perhaps ten minutes on admin helps to keep things from spiralling out of control. 

Yet, perhaps the most important thing is to identify where backlogs occur in your life. That would be the first step. 

One area I never thought of was household chores. It’s easy to ignore that pile of washing in the corner of the bathroom until you find you have no clean underwear. Then it becomes an issue. 

Now, on Tuesday’s and Saturdays, I do the laundry. It’s only fifteen minutes, but ensures I have a supply of clean clothes at all times. Plus, I can do it in between sessions of work. It gets me away from the screen and is far better for my eyes. 

And I hate coming into the office and not having a clean coffee mug. Now, before I leave the office for the day, I will ensure the cups and tea pot are washed and ready for the next day. That’s less than five minutes a day. 

One tip on dealing with the stalled backlog. Because it’s stalled you don’t have the same sense of urgency. Yet, it still needs to be dealt with. What you may find works is to identify it when you do your weekly planning and allocate a little extra time the following week to deal with it. 

For example, if you have a pile of documents that need to be processed from last month, give yourself thirty minutes or so around you lunch time or mid-afternoon to work on it. Depending on how big it is, you will find that within a week or two that backlog has gone. 

I hope that has helped Janine.Thank you for your question. 

And thank you to you too for listening. It just remains for me now to wish you all a very very productive week.