BITING OFF MORE THAN YOU CAN CHEW

How to turn that to-do list into something you can really manage. If you're like me, you often find yourself making up a "to-do" list, complete with stars and exclamation points punctuating the things that "MUST be done today!"

How to turn that to-do list into something you can really manage. If you're like me, you often find yourself making up a "to-do" list, complete with stars and exclamation points punctuating the things that "MUST be done today!" And if you're like me, you're lucky if you complete even a fraction of what's on the list. It's not that I'm a martyr--I certainly have days that I could work a little harder--but I still always seem to wind up with more work than I can handle. So why is that? What drives me to continually have more to do than I can realistically hope to accomplish? To be a team player? To impress the boss? Because I have sado-masochistic tendencies? According to Dr. Mike Shahnasarian, PhD., a nationally-certified counselor based in Tampa, Fla., the real answer is "None of the above." Instead, he says, we should look at "past work habits and our inability to refocus them for our current work environment." Shahnasarian says the most frequent problems are: * An inability to say "no" * A tendency to take on more than one is able to realistically accomplish * Using poor organizational or administrative skills * Having a perfectionist attitude, and paying too much attention to detail * The lack of good delegation skills * Allowing reverse delegation; that is, doing work we know others are capable of performing * A tendency to waste time: procrastination, allowing interruptions, distractions But those of us guilty of the above shouldn't fault ourselves too much. According to Mastering Stress, A Lifestyle Approach, by David H. Barlow and Ronald M. Rapee, "Taking on more resposibilities than you can handle does not mean you are a bad worker. In fact, you probably work so well that it seems natural to try to do more and more. This is when...you feel overwhelmed, and your ability to work efficiently suffers." So how do we keep ourselves from getting--and feeling--swamped? 1. Let it go. "We have to learn to let go of old approaches to work, and let some things slide," says Shahnasarian. "Being a perfectionist may have gotten you to where you are, but it may also be the thing that holds you back." To do this, you can apply the "Pareto Principle," often known as the "80-20 Rule." In other words, chances are that if you get 80% of the work done, the other 20% either will be fine if left undone or can be done by someone else. In short, don't obsess over that last 20%--it will be OK. One can also use this approach in decision-making. It is generally believed that 80% of the work in a company is done by 20% of the people. Don't let yourself always be in that 20%. Don't take on work you know others are capable of doing, even if they ask you. Learn how to decline politely. 2. Just say no. Mark Gorkin, a.k.a., "The Stress Doc," is a licensed clinical social worker, psychotherapist and media humorist. He suggests practicing "The Basic Law of Safe Stress: Do know your limits and don't limit your no's!" Gorkin also suggests "N & N": "No" and "Negotiate." Say no" to extra work, then negotiate a new approach. "When someone asks to pile more work on your plate, don't immediately push the peas into the potatoes," says Gorkin. "And if you mush your mix with your main course to make room for string beans or, especially, for a piece of liver--and who wants liver?--you'll likely get indigestion, if you don't just drop the plate." "Let the delegator or cook know your work load. Don't have big eyes with a small mouth. Renegotiate timelines. There can even be life after deadlines." 3. Improve your multi-tasking skills. A person who can handle several projects at once and can move in all directions, not just forward and back, will be the most successful. The most successful workers are those who can manage many tasks at once. 4. Learn to delegate. It's OK to ask for help or assign pieces of a project to others. In fact, employers value that skill. Delegating will not only get projects done, and possibly done better than if you'd tried to cram them into an already crowded schedule, but it will also free you to work on other projects. 5. Improve your stress/work-management skills. Take an assertiveness training class. Learn to use technology (like PDAs or e-mail) to your advantage. Or take a seminar on desk organization. You may find that improving in one of these areas will improve your overall ability to assess the amount of work you can do well. ? Barbra Lewis is a freelance writer based in Washington, DC.