The Importance of Preparation – Why You Can’t Just Jump Into It

About Ludvig Sunström

Ludvig Sunström runs Start Gaining Momentum where he writes about practical self-development and gives no-nonsense tips for becoming more efficient and stepping up in life. He is also the author of Breaking out of Homeostasis , a book about reclaiming control over your lifeby overcoming the brain's innate mechanism of staying the same. Feel free to connect with him on Twitter and Google+.

Have you ever felt good about yourself for making an ambitious to-do list, only to get disappointed as you find out to your surprise that you can’t seem to get all the items finished within the allocated time?

I know I have – many times!

I’ve actually had this happen to me so often that I’ve taken serious time to stop and reflect why it kept happening to me.

The Importance of Preparation - why you cannot just jump into itI soon found out exactly what it was that I was doing wrong, and I’ve successfully resolved the issue by using a special strategy: a framework for how I approach every day.

This strategy is what I will now share with you.

Don’t Overestimate Your Abilities to Adapt

A lot of people believe that they can effortlessly jump between two different activities and still perform optimally.

They’re wrong. This is a rather common cognitive bias that most people suffer from.

And when I say jumping between two activities I want to clarify that I am NOT talking about multitasking.

Let me give you an example of what I mean:

When planning the to-dos for tomorrow or next week, most people tend to be time and efficiency optimists. They think that they can get a lot more things done in the course of a day than they’re really capable of doing.

They overestimate their abilities.

For some reason they always think they’re going to be much more efficient tomorrow than they were today.

People inaccurately assume that they can just shift from one action point on their to-do list onto the next while retaining their state of optimal productivity.

But that’s rarely the case.

The majority of people need micro breaks for approximately 1-15 minutes in between intense work or study sessions in order to stay highly focused; usually longer than that prior to, or after, physical exercise.

This is something you need to take into account when you plan your day, because if you don’t you’ll end up with an impossible to-do list.

And that inevitably leads to disappointment and irritation.

Don’t assume 100 % constant efficiency!

The Strategy That You’ll Use to Fix This

Now that you understand the common dilemma of wishful thinking when it comes to planning your day or setting to-do lists, you will crush this obstacle by identifying the key activity of the day and getting into the ideal state for performing this activity.

Here’s how you’ll do it:

1. Identify Key Activities

The first thing you need to do is to identify the key activity of the day.

There’s usually going to be one or two things that are much more important than the rest of the things on your to-do list during one day. These activities are those that will yield the highest investment on time spent doing them, so it makes a lot of sense to do them before you do anything else.

The key activities are those that you will benefit the most from doing, therefore it’s imperative that you do whatever is within your control to get yourself to perform them as well as you can.

You do this by figuring out what your ideal state for carrying out the key activity is.

And how do you get into the ideal state?

You do it through preparation and practice.

As a rule of thumb it takes at the very least a couple of minutes to get into a good state if you’re not already in it, so don’t be disappointed if you find that it takes a while to get into your ideal state.

2. Get into the Ideal State

To prepare for the coming key activity you must use whatever situation you are currently in to your advantage by taking small steps towards your ideal state for performing the key activity.

That was a tough, but very importance sentence. Read it again!

Let’s assume that you want to make a sale, give a presentation, or meet a person of the opposite sex later in the day. You’ve decided that’s your key activity for the day.

What is then the ideal state for doing all three of these things?

It’s to be socially warmed-up so that you’re being warm and friendly to others and can easily establish rapport with them.

How do I prepare and practice for this?

The way to prepare for this is by deliberately setting out to talk to as many people as you can in beforehand.

Can you be a bit more specific?

In the above example where the optimal state was to warm up socially, you could do the following:

  • Speaking to complete strangers. Ask them for the time or some other arbitrary thing. The bolder the better in terms of warming up. Remember, you are using these people as a means of warming up, dare to be a bit vulgar or do things you think are funny, because those are the things that are going to warm you up the most.
  • Start your day by speaking up ASAP to establish a positive pattern. Raise your hand and assert your opinion or ask a question during meetings or lectures. The point isn’t to be brilliant or say smart stuff, but to warm up socially!
  • Call someone and speak for a long period of time. It is the easiest and “safest” thing to do, but it is probably the least efficient way as well.
  • Shoot a video log in public. This is guaranteed to give you an adrenaline rush and boost your social muscles for a while.

Mental Rehearsal

Another helpful way for getting into the ideal state is to use mental rehearsal, or visualization if you will.

Let me give you a well-known example.

It has been shown that people who merely think about working out are able to grow the size and strength of their muscles. The muscles grow by an act of thought; no observable physical movement was involved. This proves that the mental process of exercise is more important than the physical process.You may also have heard that elite athletes are trained to visualize themselves running, boxing, jumping – doing whatever sport they do - before they do it.

You should do this as well, because it is highly efficient.

Trust me, I know from years of experience.

Before you begin doing your key activity of the day, see yourself doing it in your mind’s eye with excellence.

Before you rush off to your workout, take five minutes to relax and visualize yourself lifting the weights with some skills.

The same goes for a presentation, closing a sale, or going on a date.

First see yourself succeed in your head, and then proceed to succeed for real.

Conclusion

As you see, to conquer inefficient planning and execution, it’s really just a three-stage framework that you need to learn to think in terms of as you plan and then proceed to go about your day:

  • Key activity. Which 1-2 things are most important today?
  • Ideal state. What state will be the most conducive to performing the key activity?
  • Preparation. How can I best prepare and put myself in the ideal state?

Then it becomes a matter of staying focused on this framework and soon you will be able to see any situation you are in as a means of jumpstarting your state in the direction of the ideal state. I recommend writing down this framework on a whiteboard or keeping it on your desktop.

For example, if you’re commuting by bus and your key activity requires you to be social you will start talking to the person sitting next to you.

The more you do it, the better you become at taking responsibility for getting into your ideal state, and the easier it becomes for the brain to identify these situations.

But first you must know the key activity.

What are some of the tricks you use to prepare yourself?

Some Amazing Comments

comments

Comments

  1. Incantations are incredibly powerful to change state is a very quick manner.

    Not affirmations, but incantations! This allows for more intention and energy to get behind the words !

    Thank you for this great post
    Kael recently posted..Pope Francis is a Game Changer for Religion and The Catholic Church

  2. Great points! It is so important to take a little break between tasks, especially if it they are especially difficult to complete. It also serves as a little reward once you complete something!
    Janine @ BreathOfOptimism recently posted..Positive Life Quotes – December 29, 2013

  3. I think you’re right. Sometimes we don’t think about those steps, others we just don’t care or other times we really get into the action and start doing the things we know helps. I found out that I can play a maximum of 5 important activities throughout the whole day. I used to make huge lists at the beginning, but with little success and with so much accumulated stress. I think it’s right to do some tests, to actually see how many important tasks one can perform at an optimal level. I personally need a break of half an hour between one activity to another, often also because I have to keep my focus for two hours to get things done. I think it is very important to distinguish mental or physical activities. mental preparation is important, however, especially at the beginning of the day. not to mention the fact that before starting doing anything, it’s useful to prepare and brainstorm. thanks for your article!
    deborah recently posted..Anger management: how to control this emotion and avoid to hurt others

    • Deborah,
      Good points. We’re all highly different and it’s important to acknowledge this. Sometimes when I’m fasting I can focus on things abnormally long – for example I read a book for 20-some hours straight.

      This whole matter should be given more focus in the workplace I think. When I run my own business I’ll allow my employees to take short breaks, powernap, or meditate whenever they should wish to.
      Ludvig Sunström recently posted..Use Dunbar’s Number to Create Your Own Reality

  4. I keep finding you everywhere Ludvig… For me, i just write my top 3 hardest activities on a sticky note. I do those first thing in the morning and after I feel so relaxed and confident that i naturally keep on being productive throughout the day doing extra activities
    Sebastian recently posted..Thank You Grandpa

  5. Hey Kevin,

    Glad you liked it.

    This strategy has been pretty useful to me, especially when faced with decision anxiety about what I should do when I have many choices.
    Ludvig Sunström recently posted..Use Dunbar’s Number to Create Your Own Reality

  6. Awesome stuff Ludvig, real quality information.
    I like how you laid out the information, and the whole process of key activity -> ideal state and then preparation is a good layout.
    thanks a lot :D
    Kevin recently posted..The Cycle of Motivation

  7. Great solution to a common problem Ludvig!

    Im taking your advice and putting this up on my wall. (i dont have a whiteboard) but Im writing it down ans framing it to view once a day in the morning when I write down what I need to do during the day.)

    I’ll definitely tell your framework to friends when they tell me about their (probably) overly ambitious goals for the New Year.

  8. Hey Ludvig, great post. I really agree on the fact that people tend to underestimate the amount of time it takes to finish a particular task. As for myself, I think taking some deep breaths or meditating helps in getting me into the zone to focus and finish what I plan to do. These points are great and thanks for the reminder.
    Aqilah Norazman recently posted..How To Deal With The World When Sh*t Happens

    • Hello Aqilah,
      I also meditate. It helps for bringing back focu on that which truly matters (in life, as well as during that particular day).

      I’ve reall worked on becoming single-minded in the last year. Meaning that I do one activity until I finish it before moving onto the next on. That includes not having up many tabs on my Internet browser as well.
      Ludvig Sunström recently posted..How to Keep a Book for Summarizing Books

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  1. […] Keep each section apart to associate different moods and mental states for each section. If you, for example, conduct multiple activities in one room, it will take longer for you to change between the specific state conducive to each activity. […]

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