Tackling the Tedious: Getting Small Tasks Done When Your Plate is Full

By Sharine Sample

Let’s be honest – some of the most important tasks at work are also the ones we would rather avoid.

You know the ones: updating documentation, entering data, returning those “quick” emails that somehow turn into longer conversations, completing paperwork, organizing files, making follow-up calls, or checking one or more reports off the list.  None of these tasks may be particularly exciting, but they are often essential to keeping our work moving forward.

When your schedule is already packed, those tedious tasks can quickly become overwhelming.  The good news? You don’t have to tackle everything at once. A few intentional strategies can help you get through the work without feeling like you’re constantly playing catch-up.

Start with the tasks you’re avoiding. Sometimes it takes more mental effort to procrastinate doing a task than it would take to complete it. Take a few minutes at the beginning or end of your day to identify the one task you’ve been avoiding the most. Then ask yourself: “What would it feel like to have this finished?”

Give yourself specific time to complete it and get started. Often, getting past the first five minutes is the hardest part.

Break big tasks into smaller wins. “Finish all my paperwork” can feel impossible when your calendar is full. Instead, break it down. Complete five files. Make three follow-up calls. Respond to 10 emails. Update one section of the database.

Small accomplishments create momentum, and checking items off your list can make a demanding day feel much more manageable.

Protect your productive time. Not every task requires the same level of focus. Identify when you are most productive and use that time for work that requires concentration. If possible, block out a short period without meetings, notifications, or unnecessary interruptions.  Even 30 focused minutes can accomplish more than an hour of constantly switching between tasks.

Use a “good enough” mindset when appropriate. There is a difference between doing quality work and trying to make every task perfect. Ask yourself: “Does this need to be perfect, or does it simply need to be completely accurately and on time?”

Perfectionism can turn a simple task into an exhausting one. Do quality work, meet the necessary standards, and move forward.

Group similar tasks together. Task switching takes time and energy. Instead of answering emails throughout the entire day, consider setting aside specific times to respond. Group phone calls, documentation, data entry or administrative work together when possible.

Creating blocks of similar work allows your brain to stay in the same mode longer – and can help you work faster.

Don’t forget the bigger picture. Tedious tasks may not always feel connected to the overall goal, but they often support it.

For instance, take what we do at the Goodwill Career Center. In workforce development, completing documentation, following up with employers, updating records and staying organized can ultimately mean helping someone find employment, supporting an employer or creating a better experience for the people we serve. This can be the same model in other professions and jobs. That matters.

You may not love every task on your to-do list, but every completed task helps keep the bigger picture moving forward.

When the workload feels overwhelming, don’t focus on everything that needs to get done. Focus on what you can accomplish next.  One task, one call, one email, one completed file at a time – you’ll get there.

Sharine Sample is the Regional Workforce Development Manager at Goodwill Industries of Northwest North Carolina. Learn more about Goodwill’s employment services here.