The following post was written a few years ago, but I stumbled upon it today. It stands the test of time regardless of how one tracks progress.
What does sequential thinking mean, you might be asking? Many of us think in a sequential order. Basically, it means I cannot think about a certain thing, because it comes after what I need to do next. Sequential thinking is at odds with a working or living environment that demands a multi-tasking mindset.
When I say multi-tasking, I am not referring to doing more than one thing at one time, although that is its most common description. What I mean is having a list of multiple things to do and balancing the priority and times of when you plan to do them. It is akin to walking while juggling balls in the air. The key is to not drop any balls while you keep walking.
Let me use a few examples to emphasize my point. I may have a list of ten or twenty things to do. I receive information to do one of the items, but that item is not needed for a week. Sequential thinking would push doing that project until later in the week. But, what if you have a hard deadline and the information provided might be incomplete?
The military doctors and nurses coined an apt term called “triage.” So, a multi-tasking way to think of this would be to triage the information for the later project as an earlier step. Then, if it is incomplete, you could ask the sender to clarify or send additional input. Then, you can move onto other things while you wait.
Another example is moving forward with pieces of a project before having all the needed steps complete. One of the best project managers I have ever worked with would apportion a large report out in pieces for earlier completion. She would have folks working on producing the Appendix, Sections 5, 8, 11 and 14, e.g., while the analysis was being done to complete the key findings and recommendations. So, the supporting sections could be completed, so as to reduce the time crunch at the end once the analysis was done.
Although the last paragraph makes so much sense, it is not as widely practiced as you would think. Neither is the triaging concept, except in medical emergency settings. The other thing these two approaches avoid is the bottle-neck created by other projects and demands. And, in so doing, it enables deadlines to be better fulfilled.
As I write this, I recall a very demanding client. She could be a hard-ass on staff, but at the heart of her criticisms often was a legitimate one. If you told her a deadline, she expected you to meet it. The key was to give her a deadline that could be met, not in a vacuum, but in recognition that you had other things to do.
People like to please and hate telling people no. But, having been a consultant and client manager for ages, I would rather someone tell me they were too busy to help, forcing me to find another source, or avoid giving me too aggressive a deadline. This may not surprise people, but many deadlines that are not met are set by the person doing the work, not the client. Managing expectations is vital.
A favorite author, Malcolm Gladwell, confessed in an interview that he writes in an unusual way that works for him. He said he does not do all his research up front, so he outlines the idea, does some research, writes some, does more research, writes some more and so on. Why? Two reasons – he said he would get bored doing all the research, then writing. Plus, the research is fresher in his mind when he writes soon thereafter. He portions out the work in smaller more manageable segments.
Sequential thinking can get in the way of moving forward. I am not suggesting everyone will think like Gladwell or the best project manager I mention above, but think in terms of smaller, earlier steps to move things along.
Note to Readers: Breaking things down into more manageable steps will make bigger projects easier to take on. I have a relative who lets things build to onerous levels, so small things become too large to do and get put off. It might be letting laundry build until it becomes a four project. Or, it could be not filling a pill tray until it empties and you are too tired to sort things. Or, it could be letting dishes pile up. We all have regretted letting things pile up.
Breaking projects down into smaller steps takes you faster further than trying to make one big leap. I too don’t define multitasking as doing a few things at the same time. That is simply not possible. I rather think of it as having the talent for organizing things like in the game Tetris. Like starting one thing while you can do some other things in between. Or in other words, making the most efficient use of your time when a lot of tasks are on the list. And, as you said, setting priorities. Not everything is the same important. So, your lines spoke to me loudly, Keith.
Well said Erika. Thanks, Keith
Note to Readers: In any planning effort, you have to allow for variables. I have an OCD friend where if her to-do-list is set aside due to an unexpected event, she gets discombobulated. So, the key is to allow for the unexpected and not over plan the day’s events.