I have just concluded a piece of work for a client and I feel great that I can now put that to one side and get on with the next thing! Hurrah! Reflecting on the experience I noticed that it took longer than expected and planned. Yes, I feel good that it has been completed to a high standard, and on time; it just took more of my time to do than I thought it would. Part of this is because stuff happens – you just don’t know what is involved until you get involved. This can be countered by factoring in the unexpected. How long do I think this will take if I am focussed? Multiply that by three and you’ll be a lot closer to the time it might actually take you.
I reflected on the detail of what was going on for me and what I was noticing during the work and then expanded on those thoughts. Here’s my analysis on why things take longer than they should (the four Ds) and a checklist to help you avoid some of the things I experienced.
Destination: lack of a clear objective
If the overall objective is not clear, you can never be sure that the thing you are doing right now is helping to achieve what is required. And even if you think it is, those around you may have a different view. This can lead to work which has to be redone or put to one-side, or work which never gets beyond the ‘talking about it’ stage.
Detail: lack of a clear next step
You might be clear on your overall objective but if the next step eludes you, you can find that you either sit there not being sure what to do, or you experience start-stop-start-stop, clutching at straws and putting them down again until something feels right.
You can alleviate points one and two with good planning and contracting, both with the project sponsor and, more importantly, with yourself. If you find that you fall into the above traps, all is not lost! Sometimes the way ahead is simply unclear and having a go, writing something down, drawing a diagram, making a mind-map, just doing something, helps to get the clarity you need.
Derailers
Sometimes you have a clear objective and you know the next steps but you just can’t seem to get started. Robert Hogan, the American psychologist, talks about derailers or our ‘dark side’; strengths that benefit us in normal situations but can play havoc when we are under pressure, stressed, tired, or we lower our guard whilst complacent. Maybe you find yourself moving away from the work due to scepticism, over caution, or adopting an overly leisurely approach. Perhaps you are moving against the work, you are being too challenging, perhaps a bit of mischief leads you to undermining the work or maybe you are full of creative ideas and can’t keep focussed on the task at hand. The third derailer is characterised by over diligence and over dutifulness; if you are too keen to conform, please others, and secure approval, your efforts can be focussed more on looking good rather than doing good.
Distractions
What else is going on for you? Is this one piece of work among many all vying for your time? Are you juggling home schooling with working from home and running a home? Have the boundaries on your time blurred resulting in it being difficult to carve out enough time to properly get on with anything?
How to counter the effect
If any of the above has a resonance for you, here is a check-list to help.
DESTINATION
1. Am I clear what this piece of work is trying to achieve?
2. Have I spoken to the right people and done enough research to get enough clarity on the project?
3. What is the primary objective?
4. What are the secondary objectives?
5. What will success look like for me and for others?
6. Who is going to measure my success and how?
7. What is the ultimate deadline?
8. Is this achievable?
DETAIL
1. What are the milestones along the way and when will they appear on the journey?
2. What is my very next step and when does it need to be done?
3. Start right now!
DERAILERS
1. Am I approaching this with the right frame of mind?
2. How do I feel about the work?
3. If I’m not completely behind it, can I live with that or do I need to actively walk away and communicate that?
4. Am I doing this to look good or to do good?
DISTRACTIONS
1. Where does this rank in my order of priorities?
2. Will it ever become a priority or should I hand it to someone else or recontract?
3. Where is the best place to be to get this done?
4. What do I need to tell other people about my priorities and availability in order to get this done without feeling like I’m letting other people down?
5. How will I hold myself to account?
Things will invariably take longer than they should but with a bit of self-awareness and thought, you can reduce the negative impact, deliver what is required, and move on to the next thing with an energised bounce!
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