How CEO’s Breakdown a Task

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Break the routine with the 7daymeal plan

Motivation is a powerful tool. Heck, it's the most powerful tool. Since, it comes and goes, we need to learn how to use it's effectiveness. Learning How to properly break down a task, can help you kick procrastination in the face, and do what your capable of.

Intro:

They do not know how to make a task easier for themselves. Today, I am presenting you with the 5 Step Process to break down any task.

Wanna skim through? Key points are bolded and in point form. I hope this helps.

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The 5 Step Procrastination Process

1.) Initial Setup: Planning

2.) Beginning

3.) Objective

4.) Follow-Through/Execution

5.) End Goal

Initial Setup

The initial setup includes the tools needed to get the job done. Don’t think too hard.

This could be as simple as

Quiet room Laptop Charger

Try to keep tools in close proximity.

Going back and forth between steps slows momentum and wastes time. Especially the initial setup.

Sort of like going to the gym, taking your pre-workout, and then realizing that you forgot your shorts, then needing to go back home. (sigh)

Sounds super simple right? That’s because it is. No matter how anxious you are, the setup is supposed to be easy. The most important step is starting.

After writing down all the resources you need to complete a task, your anxiety regarding the task will begin to decrease. Knowing you have the tools needed gives you the confidence to lean on.

Beginning:

Now that the initial setup is done. The next steps:

The beginning is putting yourself in the right direction. Starting a task is difficult when you skip the planning stage.

To stop getting stuck at the beginning. Change your mindset from: “How can I do this?” To, “what do I need to know, to be able to do this.”

Figuring out what questions you’re answering and/or what topics/actions you need to learn before continuing.

Doing a sales pitch to a client? The beginning would be finding out the product you’re selling. The things you need to know about the product. The company/demographic you are selling to.

The beginning is usually the quickest process, unless the initial setup is longer, then the beginning becomes relatively quick.

See the beginning, as choosing a brochure, and the next step(objective) as choosing where things go.

Stuck on this step? The quickest solution is to ask.

Who do I ask?

This could be an online forum, your boss, client, colleague. People appreciate a person who asks, vs going in the wrong direction and wasting time and/or money.

How do I ask?

The best way to ask is being specific.

[ 1 Sentence on What you need help with?]

-Important, because it saves time if the person can’t right off the bat.

Asking for help template:

Step 1: [What are you trying to do?]

Step 2: [Part you are stuck on?]

Step 3: [Say what you’ve done]

These 2 examples featuring Bill and John is a quick reason why the first step, “[What are you trying to do?]” is so helpful

It saves time and frustration for both parties.

Example 1

Bill: I need help moving

John: Sure, what time do you want me there, and how long?

Bill: umm what time works well for you?

John: blah blah blah

*20 minutes into conversation\*

Bill: Yeah, the main reason I called you for help moving, is that I need to use your pick-up truck

John: Oh, well I sold it. A week ago.

Bill: Oh, well thanks anyways. I guess I’ll just rent a truck then.

Example 2

Bill: Hey man, Could I borrow your pickup truck to help me move?

John: No can do, sold it a week ago.

Lesson Example:

That’s why the first step is important. Giving a brief one sentence explanation on the problem and/or the desired solution: saves time, and less annoying

Asking for help examples Example 1 Good:

Introduction: Working as an office assistant

Step 1: [What are you trying to do?]

Employee: I’m having trouble sending emails

Boss: What’s up?

Step 2: [Part you are stuck on?]

Employee: I’m trying to send an email to “Worker101”. When I hit send it says email not found in the directory.

Step 3: [Say what you’ve done]

I tried restarting I turned off the firewall I configured the server settings

Boss: Text me the email you’re sending it to

Employee: “[Typo@dumy.com](mailto:Typo@dumy.com)”

Boss: I see your problem. It’s actually, “[Typo@dummy.com](mailto:Typo@dummy.com)” You forgot to put 1 "m" instead of 2.

Example 2 Bad:

Employee My emails not working?

Boss: What’s up?

Employee: I can’t use it

Boss: Can you login to your account?

Employee: Yes?

Boss: Alright, let me send you an email

Boss: Did you get it?

Employee: yes?

Boss: Is your email is working now?

Employee: No, I can’t send emails

Boss: Have you tried restarting it?

Employee: yes

Boss: Have you looked at the server settings?

Employee: yes

Boss: Do you get an error message

Employee: Yeah, it says: email not found in the directory.

Boss: Text me the email you’re trying to send too

Employee:

Boss: Oh, there’s a typo it’s supposed to be “.com” instead of “.ca”

We’ve all met an example 2

What if I haven’t met an example 2?

Then you are example 2. Just kidding.

But seriously, asking questions and showing that you at least tried to solve the problem, goes a long way. Which both examples have done?

However, the employee from example 2 makes the boss work too hard to give the boss/IT support to find the problem.

The person(employee) asking for help, is responsible for explaining the problem as clearly as possible.

The Boss(helper) is responsible for giving a clear solution.

Objectives

Realize how this article is broken into headings? Then each heading is broken down into subheadings?

If this was one huge block of text it would be impossible to skim through. This method helps the author the most(me).

I write the Headings first, then the subheadings, then the example scenarios (What my example will be about). This helps me to write much faster.

Each heading, subheading, example scenario is an objective.

The tasks/steps are filling them up with words that fall under the category. Take this heading for example “Objective”. The objective of this subheading is to explain how to work through objectives.

Follow-Through/Execution

Congratulations, We’re at the follow through. At this point, you should have a solid understanding of what to do next.

*If you do not know what you’re doing, then break down the objectives into even smaller tasks, or take a larger task and turn that into an objective\*

This is where you make the most visible progress. Follow-Through requires

Concentration

You can finish the previous steps (Initial setup, beginning, concentration etc.) Then take a break.

The follow-through is given this name for a reason. Any hesitation can set you back, leaving you confused.

Follow-through is why math teachers always say, never stop in the middle of an equation, and English teachers say, never stop in the middle of a sentence/paragraph.

Once you leave and come back, you’ll feel confused and/or disoriented and forget the plan you had in mind.

Take your breaks at the end of an objective, not during.

Not possible? Then wait until you at least complete the task you are doing.

Has this ever happened to you? Coming back to a checkpoint, for a game you have not played in a while. Then realizing you have no idea where to go? Or what to do?

How do I Stop Losing Focus?

I know this isn’t an AA meeting; The first step to stay concentrated is admitting you have a problem.

Track down where most of your time is wasted. Some, smoke weed, others play video games or watch sports. Keep your addictions out of the house. Because these are your weaknesses. Get carried away with smoking too much weed. Make it a rule that you will not bring weed in your house.

The same way the greats did. Destroy and remove all distractions.

Charles Darwin: responsible for the key concepts of evolution; was known for his ability to make groundbreaking discoveries and projects in a short period of time.

How? He would lock himself in his room for long hours, with no distractions. That’s what you need to do.

When it is time to study, at least zero distractions should be in the same room as you.

Imagine how much work you’d accomplish if you left your phone at home before going to the library.

Your study area should be free of distractions. No phone, no video games etc. If you’re not using the internet for something productive, turn it off.

tl;dr Before completing a task Write down:

The materials/resources needed: Laptop, pencil, headphones

What you're going to be learning: Calculus, auto formatting excel documents

Where you're going to learn it. Khan Academy

Play the objective: Plan/write what the task looks like when completed.

What the first step is

Always Follow Through: Don't switch between assignments

End Goal: When all your objectives complete, hand in the work. Time perfecting, takes away from completing other tasks

If you have any of your own tips about procrastinating meet me in the comments.

P.S.

If you liked this, feel free to check out the rest of my procrastination guide.

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