How to Make Faster and Smarter Decisions

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How to Make Faster and Smarter Decisions

Do you get stressed making decisions?
Do you stall for time when faced with several options?
Do you wish you had a magic wand that would help you make faster and more effective decisions?

I recently asked a group of top executives how they made decisions and this technique that you’re about to learn rose to the top. It may seem simple to you– and that’s powerful. You can use it to physically or mentally sort through a stack of decisions—from mail, to email, from piles of papers to tasks on your to-do list.

As you start any new project, research information, manage multiple tasks, you’ll find this technique comes in handy. Let’s get into the nitty gritty, so you can whittle that pile of mail, papers or email down to something manageable!

Dealing with new information:
Use a mental quadrant to ask yourself the”4 D” questions.

Do:
If it’s quick, urgent or something that is easy to manage right now, you know what to do. Answer it!
This is a two-minute rule—is it a phone call you can make quickly? Can you shoot back a fast response to an email? Are you ready to take care of this item immediately? If it takes a couple minutes or less, now is the time. Do it!

At this point, you may need also to record what you’ve done. Determine if you want to file it, delete it or forward the message to anyone else.

Delegate:
This also is a relatively quick decision. Are you the only person or the best person to handle this task? Before you jump in to “handle it,” ask yourself, “Is this mine?”

If you are not the trade show manager, forward the message to the person who is. If you can delegate the information to someone who is handling that area, you’ll see a huge increase in your effectiveness. You’ll manage your time better. And you’ll include your co-worker, colleague or family member by not being a control freak and trying to do it all. Delegation is good. Remember, you are not alone.

If you are working solo, then delegate to yourself. Identify different roles that you play in your business. For example: sales, accounting, creating, and researching. Delegate an accounting task to yourself—and designate a specific time when you’ll put on your “accounting hat.”

Defer:
For those issues that require more time and thought, defer. Make a place for it. If it’s paper, put it in a file. If it’s stuff, grab a box. If it’s emails, put them into the appropriate mailbox.

But don’t leave it at that. Defer means that you are deferring until a later time…only you know if that’s the end of the day, this week or next month. Defer doesn’t mean never. It means until a specific review time. You’ve got to come back at regular intervals to keep “Defer” meaning something other than avoidance.

Delete:
Do this as often as possible, but not so often that you regret it. Do you need to keep it for reference? Do you find a portion of this document or message valuable to track a correspondence trail? If not, enjoy the freedom of deleting the message. And keep in mind this most powerful phrase:

“When In Doubt, Throw It Out!”
This is not powerful! Consider your closet, cupboards, garage, junk piles, email in-boxes, file-drawers…you know all those nooks and crannies for collection.

But for now, just think of lightening the load in the area you’re focusing on. If you’ve looked at it and don’t think you really have to do anything with it, won’t refer to it again, couldn’t care less and really are not sure what to do with it…Go ahead. Take a risk. Throw it out.

In fact, try saying this repeatedly. It is the most important mantra of less clutter.

When in doubt, but you can’t throw it out
O.K. You just read that last paragraph and it’s too radical. After all, you might use it someday. A similar proposal may be needed next week or next year. You liked the way something was worded. Or you’re just afraid that you’ll forget the chain of correspondence. That’s OK.

Keep it, but put it somewhere. Put it into a storage bin. Put this document somewhere you can find it, but where it’s out of site. The paper equivalent of a box at the back of the closet. Put this doubtful document into a bin of “don’t need it but can’t throw it away yet.”

The key word is “yet”. Be sure to review this bin every so often—every few months at least. I bet you’ll find that in a few months you’ll be ready to let go of some of the things you couldn’t let go of today.

Repeat and Review

The most important part of this process is that you do it. While it’s incredibly satisfying to clean up and clear out your desk, files or in-box, it is also foolish to think that’s all there is to it.

Mark items for reference. Identify time-sensitive tasks or information. Make sure to loop back through and review. Find a schedule that works for you. Write it in as an appointment so that you actually do it!

Effective decisions free up your time. Find out what you can do to make the best use of your time and succeed at achieving your goals. Get your personal copy of “The Insiders Guide to Time Management.” This e-book is packed with fresh, colorful charts and easy-to-use diagrams to make time management a breeze.

Strategic Storyboarding

Repeat and Review

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