Among the methodologies to enhance productivity, there was one that I experienced firsthand and was deeply impacted by: Reflection In Action (RIA). This concept was propagated within the company culture by a senior PM, and it helped me realize that what I had considered 'immersion' in my work was actually 'engulfment.' This realization prompted me to adopt the nickname 'RIA.'
Reflection In Action (RIA) involves contemplating what you are doing while you're doing it and adjusting your actions accordingly. Unlike traditional reflection, which typically occurs after completing a major task to reevaluate the past, 'RIA' happens in real-time. It's not introspection after the fact, but rather a real-time reaction and adjustment to one's actions, making it highly effective.
Describing the process of performing 'RIA' can be outlined as follows:
Break down tasks into smaller parts.
When planning, it is common to structure tasks too broadly, leading to immersion. By breaking tasks down into the smallest units, it prevents 'engulfment' and allows flexibility to adjust direction based on insights gained during the process. Let's break down 'writing an email to the client' into its minimum units.
- Compose the key message you want to convey
- Create the overall structure of the piece
- Complete the email body
- Make the email subject captivating
- Get feedback
- Revise
- Compile the client list to send the email to
Estimate the time it will take to complete the small tasks.
Predicting the duration tasks will take produces the effect of 'timeboxing.' It involves estimating the time needed to complete the core of each smallest unit task. This helps prevent 'engulfment.' For instance, consider 'composing the key message.' It might take about 10 minutes to achieve 80% of the core message. However, if you obsess over creating the ultimate result rather than the best case scenario, you might spend an entire hour trying to reach just that additional 2% to 82%.
Now, note down the expected duration next to each unit task on your list. Improved prediction abilities also indicate a better understanding of your skills and the core aspects of the work.
- Compose the key message you want to convey (15 minutes)
- Create the overall structure of the piece (20 minutes)
- Complete the email body (20 minutes)
- Make the email subject captivating (15 minutes)
- Get feedback (15 minutes)
- Revise (10 minutes)
- Compile the client list to send the email to (10 minutes)
Evaluate what you've done once the set time ends.
This is the highlight of 'RIA.' The 15 minutes set for the first task, 'composing the key message to convey,' is over. Now, evaluate your output. Does the message for the client effectively come across? Is the purpose of the email clearly identifiable? Is it understandable from the client's perspective?
The essence of this time is to assess whether the deliverable meets its purpose and to confirm that the direction hasn't veered off course. The distinction between 'immersion' and 'engulfment' lies in directionality. At the point of being 'engulfed,' one loses touch with the purpose and direction of the task, focusing instead on the act of doing.
Adjust future plans or respond flexibly based on the results of your actions.
One reason I appreciate this concept is its 'flexibility.' It can dramatically alter the outcome of the work and help find a more precise direction. After the 15-minute session on 'composing the key message,' upon evaluating the result, the purpose of the email isn't apparent, or it's disorganized. Alternatively, you might find yourself unable to choose among several key messages. You might judge that more information about the clients the email needs to be sent to is necessary for crafting the key message. In that case, you rearrange the last step, 'compile the client list,' to 'compile and analyze client information.' Thus, tasks are flexibly adjusted to align with the purpose and direction of the work.
The reason you can flexibly manage tasks while performing them is due to gaining new insights through reflection. Without reflection, if you proceeded with the tasks, you might have been writing the email without even realizing an issue like 'insufficient client information.'
After applying 'RIA,' I felt my work efficiency improved twofold, or even tenfold. Specifically, applying it to tasks like 'crafting AI prompts,' which are prone to becoming 'engulfed,' helps maintain direction and minimizes the time spent performing tasks.