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Don't Panic .... Try This Instead!

With attention focused on panicking, little progress was occurring; my friend didn’t want to think about the possible bad outcome and thus took no action, exacerbating the potential problem.

Around the time I was learning the fundamentals of project management at my job, my friend was working to complete a PhD at a nearby university (in a field unrelated to my own) and was seriously stressed out about it. There were many activities required for thesis completion, but they had not written them down in one place, and certainly not in the form of any sort of plan or timeline. My friend worried about not finishing on time for the thesis defense (a fixed date). 

I pointed out that it was only a potential problem; if everything was fine there was no need for worry. On the other hand, if the time crunch were real, it might still be possible to do something about it. First, we needed to determine if the worry was justified. Applying my recently acquired project management skills, I suggested we write down all the different actions and tasks necessary to finish, and take our best guess about how long each one might take. 

While most tasks could be estimated easily enough, one was trickier. My friend knew that it would take a long time to manually process their raw experimental data into a useable form but struggled to quantify how long it might actually take. I suggested guesstimating the fastest (best-case) and slowest (worst-case) possible times required to process each data point. We multiplied by the number of data points and quickly realized the potential problem was in fact a real problem – even in the best-case scenario there weren’t enough hours in a day to finish the project on time.

Initially, this only reinforced the worrying, but then I pointed out that there was an entire department full of bright students who could be quickly trained to perform the data processing. Hiring some helpers for this time-consuming (but straightforward) part of the project got the schedule back on track. My friend graduated on time and became “doctor”.

Everybody worries; worrying consumes energy but doesn’t provide any tangible benefit. Invest some time to determine if the thing you’re worrying about is actually a problem. If not, no need to waste energy worrying about it!

If the problem is real, many people react by ignoring it, hoping it will go away. A much better strategy is to assess the nature and scope of the problem, lay out a plan, and take action! In my experience, in business people tend to be judged not on problems occurring, but on how effectively they deal with them when they do pop up.

Another common behavior is for people to try to deal with every aspect of a problem themselves, working harder and harder, stressing more and more. People don’t realize that it’s okay to ask for help (in this example that took the form of student data processors, but in other circumstances it might be suppliers or colleagues with needed expertise, etc.). 

One final note. It was very interesting for me how the project management principles learned at my corporate engineering job applied perfectly to a problem in an entirely different venue and discipline. Keep an eye out for analogous patterns. This wouldn’t be the last time in my career that a concept from one area helped me solve a problem in a seemingly unrelated area.
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