Break down tasks, a simple thing but something we need to know how to do. Because there are never enough hours in the day to achieve what we want.
Unless we work smart. Using our time the right way and approaching tasks with a plan.
But, why do we struggle to complete tasks?
There are many reasons we struggle to complete tasks, like: lacking motivation, tiredness, fear of failure and distractions.
Here we focus on tasks which are overwhelming. Procrastinating because a task is overwhelming means we may not finish or even start a task.
An overwhelming task is one which we feel is beyond our capabilities. However, this is rarely true and is a personal belief, rather than a true reflection of our capabilities.
However, procrastination is caused because of this belief. For example, if a couple wanted to buy their first home, they may not begin the process because of overwhelm.
Buying a house is overwhelming, but break down tasks and they become more achievable.
Procrastination and overwhelm
But what is procrastination?
Procrastination is when someone puts off doing a task, which if not completed has a consequence. It can be habitual, or task related.
What are the signs of a procrastinator?
Indicators of a procrastinator include missing deadlines, financial penalties, focusing easy/unimportant tasks, and delaying tasks until a time in the future.
How does procrastination relate to overwhelm?
Overwhelm is one of many triggers which causes people to procrastinate. For example: house buyers, they don’t know the house buying process, so do some research and resultingly they feel overwhelmed.
Without breaking down the house buying process, it feels like a monster of a task. With loads of confusing jargon and financial obligations.
Break down tasks into manageable bits
When a task seems overwhelming break it down into small achievable tasks. This will reduce overwhelm. The tasks can be as small as you like to ensure they’re achievable.
This process works with all tasks, for example if creating a presentation, you would identify what the presentation is about, create slides, rehearse, refine and ask for feedback.
These tasks may still be overwhelming so can be broken down further. So, creating slides could become:
- Identify the content for each slide
- Complete a rough outline of each slide
- Find out the best platform to create the slides
- Design a sample slide
- Replicate the design across all slides, and so on…
This will work for any overwhelming task, like decluttering your office, renovating a house, getting a new job, losing weight or even getting a new puppy.
Simple and practical steps to get tasks done
Below is a step by step guide which can be adapted and change as required, until you find that no task is overwhelming and procrastination is a thing of the past.
#1. Write down what the task is
Keep it simple, just write down what it is you want to achieve. It will be elaborated on in the next step. This is a simple step, but very important.
Writing down the task is the beginning an effective process. It initiates the desire for closure and creates momentum.
#2. Analyse the task and elaborate on it
Set a clear goal for what you want to achieve. Ask yourself these questions, and others to refine the task, making it specific and achievable.
- Does it have a deadline? A flexible deadline is unhelpful, it needs to have a specific completion date.
- How do you know when it’s complete? This is important to know, otherwise you won’t know when you’ve finished. This is also essential for perfectionists.
- Is it a priority? Or should another task be the priority.
#3. Break it down into smaller bits
You want to break the task down into achievable mini tasks, if the mini task still feels overwhelming then keep breaking them down until they feel achievable.
However, be aware that achievable does not mean easy, none of this process may be easy. Each mini goal will be challenging but doable and less overwhelming.
Be as specific as possible with each mini task, for example consider what needs doing, what resources are required and the order they require completion.
With each of these mini goals set a deadline, put it in your diary.
#4. Begin as you mean to go on
There have been whole books written about procrastination, in which the main takeaway is ‘just start’. Start for 1 minute, this should give you the impetus to gain momentum.
This seems simplistic but if you just started every task, you would get more done than worrying about starting. Even if it’s only minutes at a time.
The previous 3 steps have led you to this point, the task is now less overwhelming, and each mini task is achievable.
#5. Review how things are going
This strategy will become a flexible and adaptable plan. A plan which has fluidity, some mini goals will spawn more mini goals as you find they’re more complex than originally thought.
However, this is normal because overwhelming tasks are things we don’t know how to do. So, learning and adapting is necessary. But follow the main principle and break down tasks and nothing can stop you.
Additionally, you need to celebrate and reward small wins, when each mini task is complete congratulate yourself. It will become a habit you want to replicate, because you’re brain will want that little endorphin hit.
Personally I’ve used this method many times, for me I find it most satisfying when I physically tick off all my tasks. When at the end of the task I have a whole sheet of ticked tasks.
Summary…
With this strategy you break down the main task into smaller ones. Tasks that at first feel overwhelming are achievable.
Procrastination becomes a thing of the past, no longer do you put off tasks, and suffer the consequences. Rather than a habit of procrastinating, you create the habit of doing. A habit with 5 steps which is simple to establish and use:
- Write down the task
- Analyse it
- Create loads of mini goals
- Start it
- Review
If you still doubt that breaking down tasks is an effective use of your time, then imagine a fictional novel with no chapters or page breaks.
A book with 400 pages, a long continuous stream of words. If you flicked through it, would be overwhelming? But then break it down, stick a load of chapters in there and you have achievable mini goals.
There are many reasons why we procrastinate, but if overwhelm is one you struggle with you’ll find this article useful. So, here’s to a more productive and successful you.
Good luck.
If you’ve found this interesting check out these:
Why we procrastinate? how to beat it
Start that task: 9 methods to be more productive
How to end procrastination – achieve more, worry less (14 strategies)