Be Prepared

Procrastination happens easily when you are not prepared. It becomes easy to postpone a task when we don't have necessary things at hand. This later becomes an excuse.

Being prepared makes it easy to complete tasks faster. Sometimes we can anticipate a task likely to happen and being prepared for it will enable us to complete tasks easily.

Two weeks back I attended a call where there was a customer request for some components. I knew that this request will happen sometime later. On one particular day, I was doing some work related to that customer. Then I remembered and prepared the necessary components and kept them ready. Yesterday when I was having a busy day as usual, this request came in. I would have been frustrated if I was not prepared. Since I was ready I was able to handle this request within minutes. I just had to pick up the component I had already kept aside and sent it off.

This rule can be applied in many more cases.

If you are prepared with an agenda for a meeting and list of tasks to be assigned, you will be able to finish a meeting faster and save lot of time. Coming to a meeting unprepared is a criminal waste of time. Before coming to a meeting, I try to see what I need to take with me for the meeting. I have seen meetings where people come without any preparation and then go off to get some material ready so that meeting can go on.

I think I also mentioned that I went to a dentist during last few weeks. I postponed visiting a dentist for months because I didn't select a dentist out of the choices available. Once I made the choice visits and taking preventive care of my teeth was an accomplish task.

Like I stated in my last week tip, breaking down actual task into preparatory tasks, execution tasks, closing tasks we will be able to progress faster.

Note: Starting from Feb 2003, I will be sending time management tips once in 2 weeks. I am following my own learning that once we get more responsibilities we should reallocate our energy and time to be able to do justice and maintain balance.

I expect changes in my responsibilities during next few weeks and I don't want to put myself under stress by having too many tasks on my list.

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