Discussion Forum > Is this a Backlog and how do I deal with it?
Hi,
I'd like to know the answer to this too!
Dom
I'd like to know the answer to this too!
Dom
March 17, 2008 at 15:34 |
Dom
Dom
Hi Dom, after a lot of deliberation I have decided to revert back to the 'Getting Things Done' (GTD) approach as I have found this flexible to my specific needs / work environment. The differenence this time is that at the start of the day I highlight around 6 tasks to complete that have been hanging around the longest on my Action List.
Leon.
Leon.
March 26, 2008 at 8:35 |
Leon
Leon
Dear Leon
I apologise for not having answered your question earlier. It seems it got buried under a lot of other comments/discussions that came in at the same time.
The question is: What do you do when you get a large number of tasks at once at an interval of several weeks?
The answer must preserve the integrity of the DIT principle: "one day's incoming work must equal one day's outgoing work on average".
Therefore I would suggest that the best approach is to spread the tasks over the available time in your Task Diary. If you expect to have two weeks until the next Supervision meeting, then spread the tasks over the next two weeks so that each day gets approximately the same amount of work. Obviously you would put the more urgent tasks at the beginning of the period.
This approach ensures that the work is averaged over the period.
I note that you say that you have already tried spreading the tasks over the next few weeks and have found it difficult to keep up.
Since you have spread the load so that it is averaged over the period, if you can't keep up then you need to carry out the audit procedure (Too much work? Working inefficiently? Not leaving enough time?)
The GTD approach you mention does not give you the same clarity as to whether your workload is appropriate.
I apologise for not having answered your question earlier. It seems it got buried under a lot of other comments/discussions that came in at the same time.
The question is: What do you do when you get a large number of tasks at once at an interval of several weeks?
The answer must preserve the integrity of the DIT principle: "one day's incoming work must equal one day's outgoing work on average".
Therefore I would suggest that the best approach is to spread the tasks over the available time in your Task Diary. If you expect to have two weeks until the next Supervision meeting, then spread the tasks over the next two weeks so that each day gets approximately the same amount of work. Obviously you would put the more urgent tasks at the beginning of the period.
This approach ensures that the work is averaged over the period.
I note that you say that you have already tried spreading the tasks over the next few weeks and have found it difficult to keep up.
Since you have spread the load so that it is averaged over the period, if you can't keep up then you need to carry out the audit procedure (Too much work? Working inefficiently? Not leaving enough time?)
The GTD approach you mention does not give you the same clarity as to whether your workload is appropriate.
March 26, 2008 at 10:24 |
Mark Forster
Mark Forster
Hi Mark,
Thank you for your considered suggestions. Too much work...You hit the nail right on the head there! I work in a Social Care environment and we all (in our team) feel the constant pressure to meet government Performance Indicators. However that appears to be the reality (unless I leave of course!) and the strategy of spreading work over a set period has been frustrating because I am constantly having to cross it out and re list-it because of a need to respond to government set Performance Indicators on a daily basis.
Thank you for your considered suggestions. Too much work...You hit the nail right on the head there! I work in a Social Care environment and we all (in our team) feel the constant pressure to meet government Performance Indicators. However that appears to be the reality (unless I leave of course!) and the strategy of spreading work over a set period has been frustrating because I am constantly having to cross it out and re list-it because of a need to respond to government set Performance Indicators on a daily basis.
March 26, 2008 at 11:47 |
Leon
Leon
Hi Mark,
When I read your response to Leon here I became even more confused. This is exactly what I had asked before about spreading your tasks out over some time and you adamantly responded that you should NOT do this as this is not DIT and you have three options -- tasks already on the closed list today, new must-do tasks for today, and the default, which one should always strive for, on tomorrow's list.
I am not trying to be flippant here at all, but feel the advice you are giving here is exactly the opposite of what you told me in previous posts.
Please clarify this for me.
Thanks,
-David
When I read your response to Leon here I became even more confused. This is exactly what I had asked before about spreading your tasks out over some time and you adamantly responded that you should NOT do this as this is not DIT and you have three options -- tasks already on the closed list today, new must-do tasks for today, and the default, which one should always strive for, on tomorrow's list.
I am not trying to be flippant here at all, but feel the advice you are giving here is exactly the opposite of what you told me in previous posts.
Please clarify this for me.
Thanks,
-David
March 26, 2008 at 12:54 |
David Drake
David Drake
Dear David
Please remember that the essential principle is to preserve the principle that "one day's incoming work must equal one day's outgoing work on average".
The reason I advise spreading the tasks in Leon's situation is because he has a lot of tasks coming in at specific points in time 2-3 weeks apart. By averaging the work out over the time available he is able to see whether he is in fact able to keep up with the work.
You, on the other hand, were dealing with tasks that were coming in on a continuous basis. In this case there is no justification for spreading them out. It only serves to hide the fact if you can't keep up.
So although my answers may seem contradictory, in fact they are not, because the aim of both is to maintain the most important principle of DIT - the balance of incoming and outgoing work.
Please remember that the essential principle is to preserve the principle that "one day's incoming work must equal one day's outgoing work on average".
The reason I advise spreading the tasks in Leon's situation is because he has a lot of tasks coming in at specific points in time 2-3 weeks apart. By averaging the work out over the time available he is able to see whether he is in fact able to keep up with the work.
You, on the other hand, were dealing with tasks that were coming in on a continuous basis. In this case there is no justification for spreading them out. It only serves to hide the fact if you can't keep up.
So although my answers may seem contradictory, in fact they are not, because the aim of both is to maintain the most important principle of DIT - the balance of incoming and outgoing work.
March 26, 2008 at 14:10 |
Mark Forster
Mark Forster
Dear Leon
Government performance indicators are a factor you didn't tell me about!
Truly there is no situation so bad that government interference can't make it worse.
It is always a good idea to keep your Task Diary under review. As I wrote in a recent blog post "Just because you have written something in your Task Diary doesn't mean that you have to do it".
However you should resist the temptation to re-schedule work just because you haven't been able to keep up with it. Remember that it is essential to preserve the balance between incoming and outgoing work. If you get more than 4 or so days behind with your Task Diary, you should carry out an audit as I indicated above (and take some action on the results!)
Government performance indicators are a factor you didn't tell me about!
Truly there is no situation so bad that government interference can't make it worse.
It is always a good idea to keep your Task Diary under review. As I wrote in a recent blog post "Just because you have written something in your Task Diary doesn't mean that you have to do it".
However you should resist the temptation to re-schedule work just because you haven't been able to keep up with it. Remember that it is essential to preserve the balance between incoming and outgoing work. If you get more than 4 or so days behind with your Task Diary, you should carry out an audit as I indicated above (and take some action on the results!)
March 26, 2008 at 14:18 |
Mark Forster
Mark Forster
Hi Mark and David, this is a very interesting debate and I thank you both for your contributions and taking the time out to offer specific advice (I can't see David Allen doing that bless him). Government targets are the bain of our lives around here! Maybe the 4 days or so period is something to trial but I am concerned about dealing with backlog after backlog as the workload is heavy and indeed becomes heavier by the week when another government target is added! Added to the fact that I am 'proper' getting down to work sometimes at the cost of talking to colleagues. In all honesty the expectations of this particular job are possibly out of the scope of any Time Management approach (sorry to be defeatist).
March 26, 2008 at 15:21 |
Leon
Leon
Leon:
<<In all honesty the expectations of this particular job are possibly out of the scope of any Time Management approach (sorry to be defeatist).>>
Whether you like it or not you are using some form of time management during your day. That's because you are constantly making decisions about what to do. The fact is that you fill every period of 24 hours with something. The question is: How are you deciding what that something should be?
It might be a useful exercise for you to observe how you are actually at the moment deciding what to do. Can you identify any principles that you follow? There must be some unless you do your work entirely at random!
How are you deciding what gets done well, what gets done less than well, and what doesn't get done at all?
Once you've identified the principles you are working on at the moment, ask yourself whether these can be improved.
<<In all honesty the expectations of this particular job are possibly out of the scope of any Time Management approach (sorry to be defeatist).>>
Whether you like it or not you are using some form of time management during your day. That's because you are constantly making decisions about what to do. The fact is that you fill every period of 24 hours with something. The question is: How are you deciding what that something should be?
It might be a useful exercise for you to observe how you are actually at the moment deciding what to do. Can you identify any principles that you follow? There must be some unless you do your work entirely at random!
How are you deciding what gets done well, what gets done less than well, and what doesn't get done at all?
Once you've identified the principles you are working on at the moment, ask yourself whether these can be improved.
March 26, 2008 at 15:33 |
Mark Forster
Mark Forster
Hi Mark,
Okay -- now I see what you mean -- thanks so much for the clarification. As I have said many times -- and everyone listen to this professor -- DIT is THE best system!
Best regards,
-David
Okay -- now I see what you mean -- thanks so much for the clarification. As I have said many times -- and everyone listen to this professor -- DIT is THE best system!
Best regards,
-David
March 26, 2008 at 16:16 |
David Drake
David Drake
Well, after initially reverting back to GTD for a couple of weeks (I originally used GTD for over a year) I feel that DIT is a simpler system of time management. The biggest advantage for me is that with DIT I can focus on production whereas with GTD I mainly focussed on organization. It also seems too easy to defer tasks in GTD and this invites me to procrastinate too much. DIT, on the other hand provides me with a structure for commiting to a days work which is both realistic and manageable.
In relation to my original question (Dealing with Backlogs), I now block-out 3-4 days so I am able to stay in the Office and deal with Supervision tasks. Prior to this I would let Client Appointments creep in thus creating a stressful situation as I had no time alloted for the Supervision tasks.
Thanks Mark!
Leon.
In relation to my original question (Dealing with Backlogs), I now block-out 3-4 days so I am able to stay in the Office and deal with Supervision tasks. Prior to this I would let Client Appointments creep in thus creating a stressful situation as I had no time alloted for the Supervision tasks.
Thanks Mark!
Leon.
April 28, 2008 at 8:54 |
Leon
Leon
An update...On following the ideas on the Current Initiative and Clearing Backlogs I'm pretty excited that I have TOTALLY cleared my existing backlog! (which was substantial) Not only that but I believe I have successfully audited the cause of my recurrent backlogs: Too much work! My aim now will be to keep on top of my work and monitor closely how much work I can handle at one time. In real terms this means that I have blocked out my Task Diary at certain points when I expect to be very busy (i.e. after Supervision). I believe it is also true, as Mark says, that even if one doesn't particularly enjoy a job, being up-to-date does make one feel better about it.
Thanks again Mark.
Thanks again Mark.
May 9, 2008 at 8:57 |
Leon
Leon
Good to hear that the principals are working Leon. Thanks for the updates. It would appear to me that blocking out time to actually do the work is the key...well done and I hope it continues working well for you.
May 18, 2008 at 12:26 |
Debbie
Debbie
I have tried spreading the tasks over the following 1-2 weeks but have struggled with this approach because my daily list gets very long as next day items are added. The result is that I am often not clearing my list every day and this is demotivating for me.
In this case would you recommend that I have a backlog folder and set a predifined time periods each day for clearing this? Yet an issue I have with this approach is that every 2-3 weeks I would effectively have a new backlog to clear and this might detract from being able to work on Current Initiatives.
I would appreciate any suggestions you or other readers might offer.
Thanks, Leon.