We know that all work is not created equal. Generally speaking it seems that about 2/3rds of what we do is Reactionary, with Procedural, Problem Solving and Planning making up most of the remaining 1/3rd, but there's a nice sliver of Insecurity work in there. Thanks to the proliferation of mobile devices, Reactionary work seeps into every opening of your time. Walks between buildings or a free hour that results from a canceled meeting. The biggest mistake we make is prioritizing Reactionary Work over everything else. The goal is to minimize the gravitational pull of Reactionary work.  

So to understand how we work we have to take an audit every so often of where we are. Studies support that just the act of auditing or measuring where we spend our time has a huge positive impact. It's like the first step in the famous "12 Step Plan" originated and made famous by Alcoholics Anonymous. So you really should keep a daily time log for 3-5 days. It will shock you. And by the way most people that I suggest this feel that there's no need to do it because they already know where their time goes. The few who actually do it ALWAYS tell me how surprised (and generally dismayed) at the results.

There's really no getting around the fact that most of our days are consumed by Reactionary Work, during which we are focused only on responding to messages and requests - emails, text messages, Facebook messages, tweets, voicemails and the list goes on. We are constantly reacting to what comes in rather than being proactive in what matters most to us. Reactionary work is necessary, but we can't let it consume us. My typical day includes 2-5 types of work, with the majority being Reactionary work. I hate to admit it, but I find that Reactionary work often bleeds over into my efforts to schedule myself (planning work) and the deep thinking required to solve problems (Problem-Solving work). And clearly that's what is happening today.  

Here's my confession. It's easy for me to slip into a period of Reactionary work that includes surfing the top of my email inbox, or a period of Insecurity work, which usually takes the form of scanning the web and Twitter messages about our business. This is the type of Reactionary work that I have no one to blame but myself. The Reactionary work that comes from others in my office is harder to control and requires a lot of judgment on whether it is really Reactionary work or Problem Solving work.

Procedural work is the easiest to control. This is best done with the help of technology. Wherever possible, technology should be used to automate systems for managing projects and increasing efficiency. The golden rule of Procedural work is to minimize the time spent on it and optimize accountability. Procedural Work should be delegated when possible and great managers and leaders recognize that they should spend time on Planning work, setting up the systems that their teams will use to work; thereby minimizing their time spent doing the day-to-day administrative (Procedural) work.  

For me, taking the time today to stop and do some Problem solving work - reexamining why Reactionary work is causing me stress was the right thing to do. And yet it was in "reaction" to my frustration. I know that sharing this with you is productive for me and I hope it offers value for you.

And maybe you'll make a point to be more aware of the type of work you're doing, and how it's helping (or limiting) your progress.   Maybe my pain, will be your gain!