First, let's try the one-bite technique. This takes a little pre-planning, but can help you out when a task feels daunting. Grab a piece of paper (or use a digital document) and write down your task. Let's say it's leading a quarterly meeting at work. Next, break it down into the smaller tasks that make it up, which could be coordinating the attendees, setting an agenda, making sure the tech and meeting space are order, and keeping track of what is said during the meeting.
Obviously, when you take on the responsibility of setting up a meeting, you know these are all the things you'll need to do, but if you look at the task as one big thing—"run the meeting"—instead of consciously breaking it down into smaller duties, you're more likely to get overwhelmed. This is true for everything, from planning a vacation to cleaning the house. Training yourself to break tasks down into smaller "bites" instead of just launching into work on the larger product will not only help you keep everything running smoothly, but will motivate you, too: As you see smaller tasks getting done, you'll feel accomplished and prepared to keep going.
The "reverse Pomodoro" technique
Breaking down the "bites" of your task isn't enough. You do have to actually complete the bites. When there's a lot to do, it can be hard to make yourself do it or know where to start.
If you were using a traditional productivity technique, like the Pomodoro method, you'd start off by working for 25 minutes straight and then taking a five-minute break. That can be daunting, though. Frankly, 25 minutes is a lot of time when you're stressed, even if you've figured out a loose gameplan with one of the prioritization techniques above.
You can reap maximum benefits here by first breaking down your task into those small bites, then completing one bite per reverse-Pomodoro work slot. It's five minutes to email the meeting invitation, then a break. Five minutes to have IT check out the tech connections in the meeting room, then a break. Five minutes to draw up a schedule and pass it around, then a break. It's not cheating to focus on your downtime, especially if you're not being productive enough when you try to work for 25 minutes straight. In fact, breaks and downtime are essential to productivity overall. It's better to get something done than nothing and once you start racking up those somethings, you'll feel motivated to sprint to the finish line.
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