Hi

Have you ever started a task only to realise there’s something else you need to do first? Then that leads to another step, and another, until you’re working on something entirely different but still somehow related to your original goal?

Well, don’t be surprised. This happens more often than we might like to admit, both for me and my clients!

It’s frustrating, but not unusual. These chain reactions often occur when:

• You don’t have the right system or process in place.

• You haven’t prioritised properly.

• New priorities pop up, forcing your plans to change.

Break the cycle

When this happens, don’t dive straight in, take a moment. Pause and assess the situation.

• What’s the ultimate goal?
• What’s the first step you need to take?
• Are there any prerequisites or dependencies you need to address?

If necessary, work backward to identify what really needs to be done first. Then focus on that step.

Let’s say you want to bake a cake (I’ve been watching The Great British Bake Off!). 

First you need to …

… Gather all the ingredients and the equipment.

… Realise you’re missing the right size cake tin and remember you lent it to a neighbour.

… Pop round to the neighbour to retrieve your cake tin. Luckily they’re in.

… Back in the kitchen, check the recipe and realise you’re missing a key ingredient.

… Head out to the shop but on the way you realise you’re low on fuel so add in a stop to fill up.

… Finally get to the shop, buy the missing ingredient and return home.

… Now, you’re ready to bake a cake.

So to ensure the success of the cake baking and to save time and frustration, check the recipe and make sure you’ve got everything you need before starting.

Or imagine you’re at work about to start writing a report:

You realise you’re missing some critical data.

… you check the online system but the data is missing …

… you remember you had an email with the up-to-date information but can’t find it in your Inbox …

… you email your colleague to resend the date but they’re busy so you need to wait for them to get back to you before you can finish writing your report.

Have the right tools and information set up, ready and available before you get started will prevent delays.

If you don’t do the first thing first it’s easy to get derailed or for things to take longer than expected.

Strategies to avoid getting derailed

What are the systems and processes you need to have in place and what habits and framework will support you?

Plan ahead. Review upcoming tasks, events and meetings so you can identify what you need ahead of time rather than in the moment. Build in slack time to schedule and manage any unexpected delays.

Create systems and processes. Use checklists, workflows or recurring tasks to make sure you don’t miss a step. Automate any routine tasks and processes where possible - set reminders, use templates.

Block time in your schedule for essential but often mundane tasks, like updating information, organising tools and systems. This will save time later.

Prioritise proactively. Use a framework like the Eisenhower Matrix to help you identify what’s urgent versus what’s important.

By putting first things first, you can avoid unnecessary backtracking. Whether it’s baking a cake or completing a report, a little preparation goes a long way.

So, next time you feel stuck in a cascade of steps, pause, assess, and focus on what needs to happen first. 

You’ll save time, energy, and frustration and you’ll get the job done more efficiently.

Until next time,

        Clare