I recently read a blog post on Medium about how we get exhausted so quickly in our daily work lives. This is due to many factors, including the constant switching between different topics and the frequent, unplanned interruptions from something, be it our cell phone or just a friendly colleague dropping by for a quick chat.
But the blog post was essentially about a different “energy drain”: poorly defined tasks. According to recent research, our brains seem to be particularly sensitive to this.
I can confirm this from my own experience. Unfortunately, my work in IT and logistics consists primarily of such poorly defined tasks. It takes a lot of energy to complete these kinds of tasks.
This is because you first have to clarify essential aspects of the task before you can even begin working on it.
Let’s take a look at how we can improve this.
Characteristics of a well-defined task
I don’t want to write about SMART, Definition of Ready, Definition of Done, or other such terms here. They are important, too, but perhaps I’ll discuss them in more detail in another blog post.
Instead, I’ll focus on simple characteristics that I value in well-defined tasks based on my own experience:
- Clear goal setting
- Some context
- Start and end points
- Resources
Clear goal setting
The goal of a task should be defined briefly but precisely.
Bad example: Analyze the forms.
Good example: The forms in the logistics department are to be analyzed in terms of number, content, and technology. The results are to be documented.
Some context
Bad example: Analyzing forms because the boss ordered it.
Good example: Due to a system change, the forms in the logistics department are to be analyzed in terms of number, content, and technology as part of an initial review. The results are to be documented.
Start and end points
It must be clearly defined when a task begins and when it is completed. In my experience, time-based start and end dates have proven effective. However, defining the result as the end condition is unsuitable.
Bad example: Analyzing forms as soon as possible because the boss ordered it.
Good example: Due to a system change, the forms in the logistics department are to be analyzed in terms of number, content, and technology as part of an initial review. The analysis should begin as soon as possible but must be completed by March 31, 2026, at the latest. The results are to be documented.
Resources
By allocating resources, you influence how a task is accomplished. This aids in planning. At the same time, it sometimes also clarifies the end point of a task, ensuring the result can be utilized later.
Bad example: Analyzing forms as soon as possible because the boss ordered it. The effort involved is irrelevant.
Good example: Due to a system change, the forms in the logistics department are to be analyzed in terms of number, content, and technology as part of an initial review. The analysis should begin as soon as possible but must be completed by March 31, 2026, at the latest. No more than four hours should be invested in the analysis. The results are to be documented in a maximum three-page document.
Summary
As my explanation shows, a well-defined task requires a bit more than just “<xyz> must be done!”. Fortunately, it doesn’t take much to transform a vague task into a much clearer one.
Invest 5 minutes in formulating the task and 2 minutes in writing it down. This is time well spent because it makes it much easier for you or someone else to start working on the task.
Mental exhaustion somewhat reduced, mission successful.
Thank you for reading. If you enjoyed the post, please share the article with your community. Thanks in advance.
Michael (a mind forever voyaging)