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Good Comment: "Urgency"

Phaed commented on "Those Easy Days With Nothing Due…" - it was a good comment, so I thought it deserved its own post:

Urgency.

I had a similar day today to yours yesterday. I did still manage to get a few extraneous things done. But, as a distraction came up, I asked it are you more urgent than the other tasks on my list. Mostly, the answer was no. But a few times, the answer was yes.

Now, sometimes a short, unimportant task can be more urgent than a long, important task, because clearing yourself of it unburdens you, so is sometimes good to do immediately. But you will balance all of these things against the urgency of your top priority task.

This means, on a busy day, aka a day with many urgent important tasks, your “filler,” do it right now tasks have to be equally urgent and important. On a less busy day, not only are your main tasks less important, but the filter for which “filler” tasks you let in lowers as well.

Things Not to Cut When Busy

From time to time, everyone gets so ridiculously busy than they need to make cuts on some of their activities. If these cuts aren't consciously chosen, they'll happen anyways - we've only got 24 hours a day.

Interestingly, I hit a massively busy patch last week. I came onboard as a partner at a new company that's growing fast, but we haven't hired the staff to take over a lot of the mid-level tasks that need done. So we were jamming on everything for a week, plus I have a lot of other things going on.

What shocks me is how poorly the cuts I made at first were. The things that weren't getting done were some of the most valuable. Here's three that I wasn't doing, that I've now reversed even though this week is still busy -

1. Planning/organizing: There's been a bit of an anti-planning backlash the last few years in response to stupid bureaucracy in big companies. But the more experience I get and the more I interact with people performing on a really high level, the more planning and organizing I see.

Think about it - many activities and tasks only get 5-10 minutes of planning, but then take 3-10 hours to do. If you double your planning and make a task only 10% more efficient, you've got a net gain. Yeah, it can feel like "shit, I've got to get to work" when you're super busy, but being frantic leads to waste. Don't stop planning if you have too much going on. Arguably, that's when you should plan more carefully at the start of each day and week.

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