How to Collect, Organize and Do Your Work

Do you feel overwhelmed by all the things you have to do? Well, this week’s podcast is just for you.

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Episode 286 | Script

Hello and welcome to episode 286 of the Working With 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 for this show.

The number one reason someone comes to me for help is because they feel stressed out and overwhelmed by everything they have to do. They have thousands of emails sitting in their inbox, hundreds of Slack or Teams messages asking for things and a long list of to-dos that never seems to shrink. It’s enough to make anyone scream out of sheer desperation. 

The good news is it’s not impossible to regain some control. The bad news is you will need to stop and step back a little. And often it’s that stopping and stepping back that people find most difficult. 

When you face an impossible situation, the temptation is to keep digging. The problem is what got into the situation you are trying to dig your way out of is precisely what you are continuing to do. Digging. 

You need to stop digging so you can look up and see what you are trying to accomplish and restart with a clearer direction. 

This week, I’m going to give you a roadmap you can follow to get yourself out of this hole so you are working towards a less overwhelming and clearer place. 

And that means, it’s time for me now to h and you over to the Mystery Podcast Voice for this week’s question. 

This week’s question comes from Enrique. (엔리캐), Enrique asks, hi Carl, I really need your help. I feel so overwhelmed and stressed because my list of tasks keep getting longer and longer and I never seem to be making it smaller. It feels for every five tasks I do, fifteen new ones get added. My boss is always sending me messages and asking for updates so I never have time to do any focused work. How can I stop all this from happening? 

Hi Enrique, thank you for your question.

Firstly, fear not, there is a solution to this for you but you will need to do something a little uncomfortable. I need you to stop for a day or two. 

When anyone gets into a situation where far more is coming in than going out, continuing to do what you are currently doing is not going to solve the problem. The only way you will solve a problem like this is to stop and draw a line under it all, while you fix the underlying problem. If you don’t stop, you have no chance to break the vicious circle that has grown. You have to break the circle and to do that you need to press pause. 

Now, once you have stopped, you need to first look at the foundations of your system. Tasks and emails are different things so let’s look at your tasks first. 

How are you collecting, organising and doing your work—the principles of COD. 

Collecting everything is important, but it does not necessarily mean everything you collect needs to be done immediately or at all. A lot of what you collect can be done later. Quite a few of the tasks you collect may even be deleted because on reflection you realise you either do not have the time or resources to complete them or they do not need doing at all. Do not be afraid to delete these. If they are important, they will come back. 

The delete key is your friend. 

Organising is how you organise all the things you have decided do need to be done. There are only two questions here: what exactly needs to be done and when are you going to do it? 

When you do it will depend on a two factors. Deadlines and available time. Now, here you will come up again the time V Activity conundrum, where the time side of the equation is fixed and there is nothing you can do to change that—that’s the natural laws of time and physics. But, you do have complete control over the activity side. The activities you do in the time you have available. 

Now as an aside here, how long does a task take? For quite a few tasks it’ll be likely you will not know before you begin the task. And therein lies the answer… “before you begin the task”. Let’s say your boss asks you to prepare a report on a recent sales campaign you delivered. If you write in your task manager “Write report on recent sales campaign”, it will stress you. Unless you regularly write sales campaign reports you won’t know how it will take you and your brain will tell you “It’s going to take a long time”.

That now means every time you see that task in your task list, you will convince yourself you have no time to write it today, so it gets rescheduled for tomorrow. 

You will not know how long this task will take until you start it. So, rather than writing the task as “write sales campaign report” you add an extra word: “start writing sales campaign report”. 

What you have now done is taken the emphasis away from completing the task, to just starting the task. How long does it take to start a task like this? A few minutes at most. You may only set up a Word document, give it a title and write the introduction, but it’s a start. Now, when you have finished, all you need do is change the task from “start writing sales campaign report” to “continue writing sales campaign report and schedule it for another day. 

The benefit of writing tasks like this is as you start and continue to write the report, you will quickly be able to anticipate how long the whole task will take and that will take a lot of the pressure off. If you were to spend thirty-minutes each day for five days on the task, you will have spent two-and-a-half hours on it. That’s a lot better than doing nothing because you kept rescheduling it. 

Let get back to the principles of COD. 

The doing part is where your calendar comes in to play. Based on what you have decided needs to be done today, where do you have the time to do it? 

It’s no good starting the day with thirty tasks you have convinced yourself need to be done today, yet have six hours of meetings. Your day’s destroyed before it starts. You need to be more strategic than that. In this situation you have two choices (and ONLY two choices). Either you cancel some of those meetings or you reschedule some of those tasks. I suppose you could do both as a third choice. 

This is where things can become uncomfortable because sometimes we have to let people down and that’s hard to do. However, people are a lot more accommodating that we imagine. If we have promised someone to get a piece of work to them by the end of the week, yet, by Wednesday we know that’s not going to happen, it’s far better to reach out and renegotiate the deadline. In 90% of cases, people are perfectly happy with the renegotiated deadline. 

What’s the worst that can happen if you do reach out? They could say no, I MUST have the work by Friday. Okay, now you have a hard deadline and you can renegotiate some of your other work instead. You may have to work an extra few hours that week to meet the deadline. As long as you are not working extra hours every day, that should not be a big issue. 

Now, that brings me on to your email, and messages. 

How much time do you need each day to stay on top of your email? When I ask people this question the reply is usually “it depends”. Yet, if you were to analyse it, you would find an average. For me, I need around forty-five minutes a day to respond to my actionable email. Some days, I only need twenty-five minutes, others I need an hour. 

With that information, I can now block that time out on my calendar. I have one hour each day set aside for communications. I rarely need to full hour, but it’s there if I do need it. 

Now with email, there’s a process for this. This process has worked for hundreds of years because it was devised when we received a lot of regular mail, and it’s only two steps. 

The first is to process what you received. This is, in effect filtering out the actionable from the non-actionable. You can do this by asking two questions:

• What is it?
• Is it actionable? 

If it’s actionable—ie you need to do something with it—it goes to an Action This Day folder. If it’s not actionable you only have two choices; delete or archive it and that will depend whether you may want to reference it later or not. 

Now, with your actionable email, you reverse the way the folder shows you the mail. You want it to show the oldest at the top. This means when you sit down to deal with your email, you begin at the top—it’s the oldest email there so in theory it is the most urgent—and work your way down the list. 

Because they are ordered oldest to newest, if you are unable to get to the bottom of your list for the day, it won’t be a problem because the ones you did not get to will be at the top of your list tomorrow. 

When you become consistent with this, you will find email is no longer a problem. 

In your case Enrique, one of the things you must do is to clear your inbox and that may take a morning or afternoon to do—it may even take you a whole day, but the only way you will ever get on top of it, is to stop, and clear that inbox. 

This may involve declaring email bankruptcy. With that you have a choice you can choose to do a hard bankruptcy—that involves deleting all mail older than ten days. The other choice is to do a soft email bankruptcy, which involves taking all mail older than ten days and moving them into a folder called “Old Inbox”. You can then process that over time. (Although, I find most people end up deleting that folder after a few months)

If you want to earn more about managing email, you can join my Email Mastery course. I’ll put a link to that in the show notes for you. 

Now there are other things you can do Enrique, you do need to know what your core work and areas of focus are so you can ensure you are working on these. But if you want to get back in control of everything the place to start is to stop. Step back and put in place COD and some better email management practices. 

It will take time, but developing the processes and habits will soon have you in control and no longer feeling overwhelmed with everything you have to do.

I hope that has helped and than you for sending in you question. Thank you also to you too for listening. It just remains for now to wish you all a very very productive week.