How's your Work/Task Balance?

Do the things on your to-do list prevent you from actually doing the work you were hired to do?

We are most valuable to our organizations when we are doing the work – taking the time to innovate, to improve procedures, to improve the programs we run. But often, it feels like we're stuck in a never ending to-do list that prevents us from actually doing the work.

Of course, there is a balance. Do the work and not the tasks and you will probably get fired, first by your donors, then by your boss. Do only tasks and your program will stagnate. Find the balance and you will simultaneously take care of urgent to-do items while putting your stewardship program on a whole new trajectory.

Doing both forces you to constantly improve. You experience the shortcomings of your current program, reflect on them, and then make changes so that next time it’s a better process: easier for you, the donor, and more cost effective for your organization.

Here are four ways to stem the torrent of to-dos:

1. Schedule work time: Literally make an appointment in your calendar. If you can, make this work time 2 hours or more. If you can’t find big chunks of time, at least make them consistent (see #4).

2. Get rid of distractions: Close your email, put your phone on silent, close your internet browser. Get rid of anything that might distract your single-minded focus. You will get more done in less time.

3. Get away from your desk: Find a place to work that is not your desk, and keep that location secret if possible. More than just getting away from your usual distractions, people can’t ask you questions or interrupt you if they don’t know where you are.

4. Be consistent: Make work time a regular part of your schedule. This might be difficult if your schedule is always in flux. For a few weeks when I was writing my stewardship plan, I dedicated the first 30-45 minutes of my day to working on it. You would be amazed at how much you can get done with a consistent chunk of dedicated time.

As proof that I practice what I preach, here’s a screen shot of my schedule for this week:

How do you find the balance between tasks and work?