We all have a process: a pattern of behaviour we consciously or subconsciously engage in to get a job done, time and time again.

You may think you don’t have one, but I’ll wager that you do. Maybe you agonise over six cups of coffee to complete that monthly report. Or your quarterly battle with the BAS forms. What about your annual session of business planning over a few beers with your business partner?

But we’re often unfairly hard on ourselves for not being able to punch out that report in one go. We beat ourselves up for procrastinating, or accuse others of time wasting.

I believe that to keep our brains fresh we should not only get to know our process, but respect it. Here’s an overview of my process, and how it probably looks to everyone else.

1. It looks like he’s procrastinating

I might have just finished an initial briefing with a client, and a detailed proposal is due next week based on this briefing.

Often I’ll give myself a day or two to consider my approach and let what we discussed sink in, or maybe just 30 minutes if it’s due the next day.

Whatever the length of time, I’ll use it to work on other projects while, in the back of my mind, a solution is slowly stewing away.

Some of us just need time to think. So, as long as you have time for it, just try to be productive while this is happening. As long as you meet your deadline, it won’t be a problem.

2. Where did that come from?

If you do have the luxury of sleeping on an idea, you may find that your brain wakes you up in the wee hours with a solution. Don’t stress about your ruined sleep pattern – be thankful for the inspiration and write it all down.

When preparing for a speech this works for me, particularly if I’m trying to be funny (which is more difficult than it sounds). I’ll wake up at 2am and bam! – there’s half my speech written.

3. Now he’s just stuffing around!

It’s no use leaving yourself time to mull over a problem if you don’t take anything from it. Having given yourself time to mull over a project, you should have an idea of your likely approach to your task.

Now you just need to consolidate it. For me, that means jotting down a skeleton of the report, with dot points.

Then I get onto the computer and create my document outline – contents page, headings and all – ready to go. This way, I’m able to ensure that when I do start the actual project I’m heading in the right direction.

For others, this might take the form of writing the report from start to finish without stopping, leaving gaps for information they might need to research later. Whatever works for you.

4. He’s had too many coffee breaks

World record 400 metre runner Michael Johnson said his key to productive training sessions was sticking to the training plan every time, even when it hurt.

So having carefully considered your plan of attack, set some mini goals along the way and don’t sell yourself short.

I might wait for my morning coffee until I’ve completed the first section of my report. Then maybe a second one after the second section is completed. It keeps me focussed and on-task – if a little edgy from all the coffee.

We all have our processes, and can become more productive at work if we recognise how our brains function.

I’d love to hear about your process – feel free to comment below.

Duncan Watts is a business consultant for the 20/20 Group in Cairns.

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