Don't Let the Balls Drop

Do you ever feel like instead of juggling projects at work, all the balls have been thrown up in the air at once and you’re just waiting to see how they land? Letting them drop is never good, but expanding the skills that allow you to juggle more than one project at once takes work.

Here are seven tips to help you expand your professional task juggling skills:

1. Create a plan -- Getting things done starts with knowing what you want to do and mapping a way to get it done. This starts with a literal list of your daily projects. It could be bullet points, a checklist, a bunch of post-its with individual tasks written out. Whatever you choose, just make it a routine. I prefer a checklist that includes the task and a deliverable date. And I like to just keep building on an existing list. It gives me a sense of accomplishment to flip through the pages of a notebook and see all the completed items checked off.

2. Prioritize -- Once your list is written down, it’s time to determine what comes first. Are their deadlines you need to meet? Will you have access to certain people earlier or later in the day? Are there smaller tasks you can get done quickly to get your momentum going? Or maybe you want to focus on the tougher, more time consuming items while you are most fresh and energized. There are no right answers for prioritizing. You’ll probably have to switch it up a bit to see what works best for you.

3. Focus on the task at hand -- Don’t linger or overthink it. The list is supposed to help you capture what needs to get done, not cripple your ability to get it done. Don’t fuss about what’s down the line, focus on the immediate item you are working on till it gets done. Check off one thing at a time from your list and keep plowing right through.

4. Manage up effectively -- Keep people informed of your progress and be clear on their expectations and your capabilities. This cannot be stressed enough. Find out when things are needed, make sure you are clear on if you can make it happen, and then keep reporting on your progress. Don’t wait till the very end to share how it’s coming (“Ta-da moments are best saved for magic tricks.”) Pick milestones along the way as good times to share updates.

5. Don't be a Yes Person -- Tied into the last tip, it’s okay to say “I think I need more time,” or even, “I’m not sure I know how…” Your clients or managers will appreciate you being upfront rather than you scrambling and fumbling. (And keep in mind that pushing yourself is not being a “Yes” person. But don’t feel compelled to be a “Fail” person by agreeing to what you know you will never be able to do.)

6. Know your perfect juggling amount -- At the end of the day, only you know your true capacity. Learn to analyze and gauge the factors that determine how much you can juggle at any given moment: your skill set, experience, other projects you’re responsible for, personal commitments, etc. Think through all of this as you determine how much you can really take on. (Don’t forget… the only way to expand your capacity is by slowing adding a little more on a regular basis. This will give you more bandwidth over time. A little stretch and a little challenge is good for you!)

7. Have a positive attitude -- If you believe you can, then it’s more likely that you will. Don’t be a Debbie Downer who just starts off thinking you can’t do it. Believe in yourself and your abilities… or at least the gumption that fuels you.