Charlie is a very busy CEO. Aside from juggling with management-related tasks, he also attends graduate studies to further boost his arsenal of skills and expertise. Being a working student brings about a lot of sleep-deprived nights and a lot of caffeine-boosted mornings and evenings. He finally tried to snap out of the cycle and hired Warren, a dedicated assistant, to help him.
Having Warren on the team is one of the best decisions that Charlie has made since building his company. He was able to take a lot of things off his plate in a breeze and seems to get a lot more done than he can do himself. However, there is still a lot that needs to be done that he can’t delegate to his dedicated assistant. Aside from paperwork, he has to take care of the financial part of the business and talk to potential clients. Right now, his main problem is how to get everything done without compromising the quality of his work.
Charlie has always been a perfectionist. This is especially true when it comes to written work. He would literally take hours to complete a single page of text for his clients to review. Before he knew it, each workday came to close, and he had yet to take care of other things. Warren saw this concern and offered him some insights to get things done.
Prioritize the tasks.
Almost all the productivity tricks that you can get from most experts will require you to know which task should come first. Charlie’s dedicated assistant asked him to determine which of the tasks are important and which are urgent. To this, Charlie remarked that all tasks are important in the first place. So they proceeded to analyze which of the tasks should come first.
At the time they were discussing the above, Charlie pointed out three important tasks that he needed to do:
- Existing clients’ invoices
- First draft for his school presentation
- Draft of the contract for new clients
The invoices should be turned in the next day. The school presentation draft was due the next week while the contract drafts were to be be done in three days’ time. Sequencing the tasks according to priority was not much of a problem. However, Charlie dwelling on an item for too long would be concerning. His dedicated assistant saw this as a potential problem, and he then proceeded to the next tip to prevent this from happening.
Set a deadline for each task.
During this phase, Warren reminded the CEO that he does not have to make the paperwork perfect – he just needs to complete them for the time being. To do this, they agreed on a set time slot for each task. Charlie needed to issue 10 invoices for the next day, so they set a maximum of 30 minutes for each. That means he should complete this task in 5 hours or less.
After that, Warren will help him distribute these to his clients so Charlie can work on the contract draft. For this task, they agreed to have the task done in about 10 hours. Warren will then take care of proofreading and editing before sending out the final copy.
For the final task, they divided the presentation into four parts. These will be due in four days. Charlie will work on one part of the presentation per day and Warren will help recheck each part.
Have the correct mindset.
Charlie was obsessed with the idea that he should present paperwork that reflects the company which for him meant high quality work that was free from mistakes. The point is, no company is perfect. In fact, his clients don’t care much if the invoice and the contract he sends have impeccable spelling and grammar. As long as the essential information in each document is accurate, they’re good to go and ready to close the deal with him anyway.
Upon closer examination, Charlie’s dedicated assistant noticed that the perfectionism came from previously given ill-worded feedback a few years back. Charlie was too afraid to make the same mistakes again so he made sure that investors would not see any loopholes as far as spelling and grammar were concerned.
While this is a good approach, it actually defeats the purpose of being productive because the tension from incomplete tasks piles up the more time he spent polishing a single line of text. Warren advised him to not focus on the feelings of shame and judgment while working on the papers. After all, he does the important work to further the name of the company. Therefore, he might as well focus on getting more done so the company can benefit a lot from it in the long run.
The Dedicated Assistant’s Main Takeaway
At the end of the workweek, Charlie was thankful to have his dedicated assistant around. Because of that, he managed to complete everything in time. He also had the best week ever in terms of sleep! By the time the following week came rolling in, he managed to recharge. Because of this, he closed new deals with new clients, maintained great relationships with existing ones, and aced his school presentation. Along the way, Warren constantly reminded him not to be afraid of making mistakes. In this case, his VA told him that he should not be too conscious of committing some minor grammatical errors one way or another.