While a physical space will help you organize your approach and put you in the setting, I’ve found that some strategic framing questions can make the subject of your singular focus more productive. As you begin your routine of distraction-less focus, try some of these strategic framing questions to get to the heart of your work:
Why is this task important to me?
Motivation is personal. If you define the task at hand as something of importance to you, motivation will follow. Will successful completion of the task allow you to reach a personal or organizational goal? Will you increase your visibility and value to your company by completing the task? Will you learn something from the process? Personal motivators are necessary to stay engaged and on task.
What is the origin of this task?
Understanding the origin of the task helps you understand the “why” behind your efforts. Is the task required to correct a mistake or improve a process? Is the task part of an important strategic effort for your company? Is there positive energy and expectation for completion of the task among the senior leaders of your organization? Is the task a personal project for which you have a passion? All these “why” characteristics will help you frame the effort and measure the potential outcome of a successful project.
What is the true deadline and what do I need to do to complete the task ahead of schedule?
Delivering something on time should never be the goal. Set a goal of early delivery to ensure you have time allocated to accommodate delays. A successful project that is delivered late detracts from the positive attention you could have received. Deadlines are important. Know the deadline and know who is watching your progress. Deliver ahead of schedule to decrease your stress and maximize the positive feedback for your effort.
Do I have the information, resources and authority to complete the task?
Uncertainty delays completion of a task or project. If you lack critical information to define or frame the task, make a list of the necessary items and set aside further work on the task until you have it in hand. You must have the necessary resources as well. If there are physical items you need, calendar a time you will access or acquire those items and then schedule your next attempt at focusing on this task. Authority to complete a task is necessary. If you have not been given the authority, go get it or partner with someone who has the authority.
What is the optimal outcome of my completion of this task?
Outcomes can include benefits to both the organization and your personal aspirations as a member of the organization. Think about what the task looks like as a completed project. Make notes related to the details and characteristics of the completed task. These will provide you with milestones toward completion. Also note how you feel when you envision the completed task. Will successful completion give you visibility in the organization with key leaders? Will you obtain a new skill set or strengthen an existing skill? These organizational and personal accomplishments are important to recognize prior to beginning the task as a valuable source of motivation.
What are the first 3 “next action items” that I need to complete to make progress on this task?
These focus framing questions can be used for a variety of opportunities and situations. Create a personal pattern to your pre-work routine. Early planning will ensure you are prepared and focused on the task at hand. A lack of planning is an invitation for distractions and attempts at multitasking to catchup. Establish a comfortable routine and you will find that your focus improves with practice.
Next Action Steps
Cut and paste these suggested strategic framing questions to create a list of your own. Make several copies and use them to start your planning for future tasks.
Review a past or current project by using these framing questions. Notice how past efforts could have been improved by using framing questions.
Ask a successful colleague or mentor how they approach work and what strategic framing questions they use. Add these to your personal list as appropriate.