Triage helps us decipher between the important and unimportant and is essential to ensuring we do the right work at the right time and to/for the right person/thing. But be aware: Avoid the trap of triaging work just for the sake of keeping workflow moving.
Blindly triaging work can cost more than stopping the flow to challenge whether the work is necessary in the first place. This is particularly relevant to such things as writing reports that no one will ever read, creating programs that no one will ever use, or creating new departments that have limited (or no) usefulness to stakeholders or to the organization. You have an obligation to your organization to challenge when the work you are doing has no value.
But if you are doing the right work and for the right reasons, then managing work through triage can be very effective.
Triage is about prioritizing work based on its importance and urgency. It is particularly useful when applied to managing information. By triaging information such as correspondence and e-mail, you can save a lot of time if the most important gets done first. In fact, many people might say that triage is like applying the 80:20 rule to everything you do—you create 80% of your results from 20% of your efforts by focusing your efforts primarily on the important and urgent.
How do you determine what is important and urgent? Here are five suggestions for dispatching your important and urgent work to create superb results for you and your organization:
Keep an updated “to-do” list and focus on completing medium-importance, high urgency goals most of the time. This will give you 80% of your results. Constantly scan your list and drop items that are of low importance or have no urgency.
Standardize work whenever you can. For instance, have procedures in place on how to write reports, how to format documents, how to handle email, etc. The more standards in your organization, the more time you will have for high-productivity and high-creativity items instead of thinking about how to write a report, how to format a document or how to handle email.
When making decisions, don’t focus on the decision. Instead, focus on options that may result in the right decision. It’s much easier to make a decision based on a few options instead of making a decision based on the entire case.
Close your email and browser when working on important work. You will get the important work done much sooner.
Stop multi-tasking. Multi-tasking is counterproductive. In fact, everyone’s brain slows down considerably when trying to juggle multiple tasks.
And if the above still falls short of helping you and your organization achieve exceptional workflow, outsourcing of work is another option. It costs much less to hire experts than it does to fumble through work that is not within your or your organization’s area of expertise.
The fact is that none of us are good at everything, but all of us are good at something. Determine the areas where you and your organization create the most value—and outsource everything else.