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Your office is busy. Everything is urgent. Nothing can wait. Your team is standing there with a sort of desperate look because they are terrified that they will choose the wrong thing to focus on.

But there’s a way to maintain everyone’s sanity and actually get things done effectively.

“Maintenance is cheaper than repairs.” It applies to your car and can also apply to your business.

Having systems in place is absolutely vital for the smooth daily operations. And these systems will help tremendously when there’s a crisis.

Here’s how to handle big increases in work without losing your mind.

Remove distractions

This includes the obvious like closing your office door so you aren’t distracted but also delegating tasks so you are freer to focus. Many people in leadership positions cling to their favourite tasks. But they don’t often don’t take into account that their time and energy could be put to better use.

I have one friend who has always enjoyed doing her own filing. She insists that she does her filing better than anyone else. However, filing takes time. By having a system in place, that task can be delegated.

Think about some things that you’ve been doing “forever” or out of habit. Those $20/hour tasks that pull your attention away from the $200/hour tasks. Release them!

Brainstorm things that need to be done

ALL of them. Write them down so they aren’t clogging up your brain. Then separate them into four categories:

  • Urgent but not important
  • Urgent and important
  • Important but not urgent
  • Not urgent and not important

Once they’re categorised, put 80% of your energy on the 20% that make the most difference: the urgent and important group. Next, focus on the important but not urgent group. Then, urgent but not important, and IF there’s time… not urgent and not important.

Set a timeline, and follow up

Set reasonable timelines that challenge people but don’t overwhelm them. Following up helps you to assess whether a team member is up to the task. Whether they need help or guidance, and whether the timeline you set is achievable.

Building a foundation of systems and being able to prioritise tasks, are key. Follow these simple steps to knock those tasks out of the ballpark and to getting things done.