Complex Tasks, Simple Instructions

by Ah Yen on July 14th, 2012 | Posted in LevelUp | Tags: , , ,

Picture this.

You have a HUGE project to deliver on a short lead time but you only have limited amount of resources. How will you meet your deadline when ALL the odds are against you?

A while back, I was thrust in this exact situation. I had only 3 resources including myself to work on a sizable chunk of data. We had to complete this project within the year. Most of the resources were not full time, so we had to ensure productivity was high every time they were available.

So how did we do it?

#1. Gather all necessary information. When you have all required data needed to perform the job, your resources will find less need to clarify things with you. As the one giving out the job, you need to have all information laid out so that your resources will have uninterrupted time working on the task given. This way, you too can focus your energy laying out the next task.

#2. Batch your tasks by similarities. It helps when your resources need to focus on doing only one thing at a time. Yes, it might be boring but things get done faster. Separate your workflow so that similar tasks can be done together.

#3. Take out the unnecessary details. Sometimes we tend to include too much information in our presentation slides or have all our information in one single tracking lists. Passing assignments to others should be the direct opposite. Only include information that is necessary for the completion of the tasks.

#4. Lay out manageable workloads. Allocating manageable workload to your resources will help them achieve more. Trying to get too much done when you only have one resource will actually be counter-productive. Let your people finish what they have first. They will be thankful for that and they might even volunteer to finish the remaining tasks if they have extra time!

#5. Be systematic. Having a thousand and one to-do items at the back of your head will send most people into panic mode but that doesn’t help anything. Keep a cool head and your books tight. Do one thing at a time so that you do not lose track of the others. A tracking list will tell you what is done and what is not. Seeing those completed items will also give a sense of accomplishment to that gargantuan task.

No job is too big to handle and as the saying goes “Rome was not built in a day”.

Take some time to plan,organize and simplify things before you jump into the frenzy of executing a project.

You’ll be surprised at how much it helps.

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