Your to do list is actually slowly killing your progress! I know, I know. You love having those to do’s with Most Important Tasks and New Ideas just waiting to be checked off. But in reality, a to do list (without action oriented tasks) are just mental clutter and progress blockers.
Here’s what you most likely have setup in real life:
Standard Operating Procedures
Projects Goals + General Plans lined out
Team (large or small) on board
What you don’t see in your current setup are all the little things you need to do: review, draft, fire off new round of content, oversight, updates that don’t really fall into anyone’s plate, check ins, etc.
These are those things that kinda fall through the cracks. They might be assigned to anyone in particular, but need to get done none-the-less. So it defaults to your separate to do list.
Reasons your to do list is killing your progress, here’s why:
Reason 1: Transparency is lacking.
When it comes down to it, lack of transparency is most noticable and progress killing when as your team is working you are working on your regular responsibilities PLUS your own separate list of “stuff” (many things could be handed off if only your team knew).
Reason 2: It always takes longer than you think.
If BIG tasks aren’t broken down, you can’t estimate how long it’s gonna take you. How many times have you started on something on Wednesday, are thinking you’ll have this checked off by the afternoon, all to realize you’ve gone down a rabbit hole and now have 72 more things to do! It ended up being a little more complex that you thought.
Reason 3: Shiny object syndrome.
How many times have you wanted to try this, implement that, have the oh-my-gosh-so-amazing idea that has to be done today? You’ve just added another to do that sits on top of all the regular, on-going work and the projects you are working on currently. So you do what comes natural to creatives: You hop from one to the other. The affect of that is that nothing gets done and you’re wasting energy on a new thing that is really not the best time to work on it.
What can you do instead or do about it?
Stop 1: Keeping your to do list to yourself.
Flip the switch and make sure all those to do’s are out of your brain, into an actual project management system, and clear for your team to see. Many times that update, report, review, or draft can be delegated (happily) to another team member. Put yourself and your team on firm deadlines, no one works alone (including YOU) and you have a timetable of what needs to get done when.
Stop 2: Thinking in general terms when it comes to projects or new “stuff”.
You need to break everything down so you know exactly what you’ll need and so you can start estimating the time it will take for each piece to be completed, who can you delegate to, and when each needs to be completed. If you tell your team you are working on a new onboarding sequence, sales page, affiliate program, or blog overhaul. . . there are so many different elements that make that up. Content, graphics, tech setup, reviewing, strategy, branding, admin. . . Breaking down the general projects turns that idea into an actionable, prioritized plan.
Stop 3: Over extending yourself and putting yourself in a bind.
You can only do so much. If you take on one more thing that most likely means something needs to be removed. If you have the most genius idea, you need to press pause and ask yourself if this is replacing your existing project or should you assign this a timeframe where you can put all your mental energy towards it? Jumping from one hot idea to another means nothing will get completely 100% finished, much less done well.
None of this is rocket science, but as a creative with so many ideas + not enough time you must prioritize what you work on, be transparent, and set your team up for success.
Planning out your next 90 days strategically will help you get #allthethings out of your head and into a prioritized plan of action.
You will also be able to pace your team to take on those wonderful ideas and move projects around so you’ve put the right amount of mental energy to new (or existing) projects.
If your team doesn’t know what you are working on (the person they are hired to support) then they aren’t able to pitch in, offer new ideas, or take things OFF your plate. Of course they have what’s been assigned to them, but what about the things on your separate to do list that they might be able to do for you? This is why transparency matters to both YOU and YOUR TEAM!
If you have been keeping your to do’s to yourself, leading a team, and wishing you had time to try this or do that. . . then let’s set #allthethings into a prioritized set of plans!
CTA: Get your hands on a plan that will help you craft your next 90 days and set you and your team up for success. Say goodbye to that to do list and hello to prioritized action plans!