Introduction
A Common Situation
Picture this: You need to get a document notarized (maybe for a house purchase, a new job, or some other life event), but every time you think about it, you freeze. You’re not sure where to go, what documents to bring, or how much it’ll cost—so you keep putting it off. Sound familiar? We’ve all been there, feeling overwhelmed by tasks that seem more complicated than they really are.
Why We Get Stuck
A lot of times, we end up paralyzed because we’re missing a key piece of information or we’re too focused on making the “perfect” decision. Research even shows that when we’re faced with too many options or too much uncertainty, we tend to delay taking action, hoping more time will magically clear things up. (Spoiler alert: it usually doesn’t!) This cycle can lead to what’s commonly called “analysis paralysis,” where you keep gathering more and more data without ever actually making a move.
Purpose of This Blog
That’s where this blog comes in. I’m going to walk you through a simple, three-step framework to help you get unstuck—from the moment you realize you need more info, to finally taking that important action. It’s not a magic bullet—sometimes you’ll circle back to gather a bit more data or rethink your plan—but it’s a clear roadmap you can rely on for almost any task. By the end of this post, you’ll have a straightforward process you can apply the next time you’re feeling overwhelmed, whether it’s something as small as a notary appointment or as big as planning your next career move.
With that, let’s dig into these a bit more…
Step 1: Needing More Information
Why We Start Here
The first reason we often get stuck is that we simply don’t know enough about what we’re trying to do. Maybe you’re not sure what documents to bring to a notary, or you’ve never been through the process before. When that happens, our brains tend to fill in the blanks with worry: “What if I forget something important?” or “What if I’m missing a key step?”
This stage is all about identifying the gaps in your knowledge and addressing them.
Identifying the Right Questions
A quick and handy way to think about what info you need is the classic 5Ws & 1H approach:
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Who do you need to talk to?
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What exactly do you need to accomplish?
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When does this need to be done?
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Where do you need to go?
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Why is it important?
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How will you do it?
These questions make sure you’re not missing any critical pieces. For something like getting a document notarized, for instance:
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Who: Which notary or office do I contact?
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What: Do I need extra identification, or a specific form?
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When: Can I go during lunch or do I need an appointment?
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Where: Is there a convenient location nearby?
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Why: Is this document legally required, or just a good idea?
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How: Do I just walk in, or do I need to schedule?
Avoiding Information Overload
Now, be careful not to go overboard. While it’s true you want enough details to feel confident, it’s also easy to collect too much information and fall into the trap of “analysis paralysis.” Think about the minimum you need to move forward. This is often called the 80/20 rule: about 80% of what you need can usually be found with about 20% of the effort.
If you find yourself scrolling through endless website FAQs or calling every notary in town, take a step back. Ask yourself if what you have is enough to make a decent choice. If the answer is yes, you can start to move on.
Practical Example
Let’s say you’ve Googled “Notary services near me” and found a few options. You read the top-rated office’s website and discover they do walk-ins, can handle your type of document, and charge a standard fee. You’ve answered the basics of Who, What, When, Where, Why, and How. That’s probably enough for you to take action. There’s no need to call 10 more places, unless your schedule or budget is extremely tight.
Key Takeaway
Gather enough info to make you feel comfortable, but don’t let endless research keep you from ever moving forward. Once you have a solid understanding of the basics—who, what, when, where, why, and how—you’re ready for Step 2: deciding what to do.
Step 2: Deciding What to Do
From Information to Action
Once you’ve gathered the basics—who, what, when, where, why, and how—it’s time to make a decision about how to proceed. This might seem obvious, but this is often where people get stuck. Even if we have enough information, we can get caught in a loop of “What if this isn’t the best choice?” That nagging thought can stall us indefinitely.
Spotting Analysis Paralysis
According to a 2005 study published in Harvard Business Review, over 60% of managers cited “analysis paralysis” as a leading cause of project delay. This phenomenon occurs when people are so focused on optimizing every little detail that they end up making no decision at all. Yes, you want to be informed, but there comes a point of diminishing returns—where the more time you spend researching, the less you actually get done.
Something else to keep in mind is that perfect decisions are extremely rare. We often don’t have the luxury of gathering all the information because real life has deadlines and budgets. In most cases, having roughly 70–80% of the knowledge you need is sufficient to make a solid call, especially when the potential risks are low or the decision is reversible.
Checking Your Goals or Principles
Now that you have enough info, take a moment to zoom out:
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What’s your ultimate goal here?
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What are your non-negotiables or guiding principles?
As an example, if you’re deciding between Option A, B, or C for getting a document notarized, and all three meet the basic criteria, you might look at convenience (is it close by?), cost (is it the cheapest?), or service quality (is it well-reviewed?). This is where your personal or professional priorities come into play. If saving time is most important, pick the fastest option. If cost is king, choose the cheapest. Aligning your choice with what truly matters to you helps cut through the noise.
One-Way vs. Two-Way Doors
Amazon’s Jeff Bezos famously talks about one-way versus two-way door decisions:
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One-Way Door: High-stakes, mostly irreversible. If you walk through this door and it’s the wrong choice, you can’t just backtrack. Buying a house or signing a major contract can feel like this. It’s wise to gather more info or seek expert advice here.
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Two-Way Door: Low-stakes, easily reversible. If it doesn’t work out, you can “step back” and try something else. For instance, picking one notary service over another is usually a low-risk move—you can always switch later if something goes wrong.
Recognizing which type of door you’re dealing with helps you determine how much time to invest in research. If it’s a two-way door decision, go ahead and make a “good enough” choice rather than waiting for perfection.
Not Every Decision Needs to Be “Perfect”
Keep in mind that most everyday decisions won’t have life-or-death consequences. Many are two-way door decisions you can revise if needed. In fact, trying to be perfect often wastes resources and causes stress. A better approach is to be clear about what you want to achieve, gather just enough info to make a confident call, and then move forward. If you discover an issue, you can circle back and adjust.
Key Takeaway
Use the information you’ve gathered, align it with your goals, and make a decision. Don’t get bogged down by perfectionism—especially if it’s a reversible choice. Recognize whether you’re dealing with a one-way or two-way door and allocate your decision-making energy accordingly. Once you’ve chosen your path, it’s time for Step 3: actually taking action.
Step 3: Taking Action
Turning Decisions into Actionable Steps
So once you’ve decided on your path forward, it’s time to actually do something. This step is all about translating your decision into a clear sequence of tasks that you can knock out one by one. According to productivity expert David Allen (author of Getting Things Done), the biggest hurdle to execution is often not clearly defining the next physical action. If you’re vague about what needs to happen next, you’ll likely procrastinate.
Something else to keep in mind: No matter how great your plan is, it’s worthless if it stays on your mental to-do list. Breaking down your plan into small, doable steps keeps you moving forward.
The “Cocktail Napkin” Plan
Here’s sort of a simple method to get started quickly:
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Brain Dump: Jot down every task you can think of, in no particular order. Don’t filter yourself—just capture it all.
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Order & Group: Rearrange them into a logical sequence (which should happen first, second, third?).
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Add Detail Where Needed: Identify tasks that need a little more info—like specific phone numbers, links, or addresses.
This high-level approach is sometimes called “cocktail napkin” planning because it’s so simple you could sketch it on a napkin. It might look like this for getting something notarized:
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Call Notary Office: Confirm hours and if walk-ins are accepted.
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Gather Documents: ID, contract, etc.
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Visit Notary: Bring all required items, pay the fee.
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File or Mail: Distribute or store the notarized document as needed.
How Detailed Should You Get?
It depends on your preference and the complexity of the task. For some people, “Call Notary Office” is enough detail. Others might need to write:
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“Call notary at (555) 123-4567 today at 10:00 AM. Ask for ‘Sarah’ if possible.”
The key is to ensure that when you look at your to-do list later, you won’t be stumped or waste time figuring out the context—that is how tasks end up sitting undone.
Iteration is Normal
Sometimes, as you start taking action, you realize you need more info (back to Step 1), or you reconsider your decision (a mini detour to Step 2). That’s totally okay. This framework is meant to be flexible, not rigid. The main point is to keep you from getting stuck. If you do have to revisit earlier steps, don’t see it as a failure—it’s just part of the process.
Key Takeaway:
Lay out your tasks in a clear sequence and add enough detail to avoid confusion later. If you find gaps or new obstacles, loop back to gather more info or refine your decision. But always aim to keep moving forward—action is where the real progress happens.
With the three steps complete—gathering information, deciding what to do, and taking action—you now have a straightforward framework to tackle just about any task or decision. All that’s left is to wrap it up and put it into practice!
Key Takeaways
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Gather Just Enough Information (Step 1)
Don’t get bogged down in infinite research. Ask the fundamental who, what, when, where, why, and how questions, and once you have a reasonable grasp, move on. -
Make a Decision (Step 2)
Use your goals and principles to guide you. Remember that perfection is rare, and recognize whether you’re dealing with a one-way or two-way door decision. -
Take Action (Step 3)
Map out tasks in a clear, actionable way. Use “cocktail napkin” planning for a quick overview, then add details where it helps prevent confusion.
A Flexible, Non-Magical Framework
This process isn’t a one-size-fits-all magic wand. You might hit a snag and need to loop back to an earlier step for more info or reconsider a decision. That’s normal! The main point is to keep you moving forward, rather than stuck in doubt or endless planning.
How This Can Apply To Your Life
Why not give this three-step approach a try with something on your to-do list today? Maybe it’s scheduling a dentist appointment or figuring out your weekend plans. Break it down:
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Info Gathering – What do I need to know?
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Decision – How should I proceed?
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Action – What’s my next task, specifically?
In a world full of distractions and endless options, having a simple, repeatable method to tackle tasks can be a game-changer. Whether you’re navigating a big life choice or just trying to get a document notarized, these three steps help cut through the noise and lead you to the finish line with confidence. Good luck, and remember—sometimes “good enough” is exactly what you need to make real progress!
Some Additional Resources to Check Out
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Productivity & Action-Taking
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Getting Things Done (GTD) by David Allen
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A classic for breaking down tasks and projects into manageable steps. Perfect for Step 3 in the framework, where you map out your action plan.
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The 80/20 Principle by Richard Koch
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Explores how 20% of your efforts often yield 80% of your results. This idea ties into avoiding unnecessary research and focusing on the most impactful actions.
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Decision-Making & Avoiding Analysis Paralysis
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Jeff Bezos’ 2016 Letter to Shareholders
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Specifically discusses the concept of one-way vs. two-way doors. A short read but great for clarifying how to treat big vs. small decisions.
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Harvard Business Review Articles on Decision-Making
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Articles like “Stop Over-Analyzing and Make a Decision” (if you have access) discuss how to overcome analysis paralysis.
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Decisive by Chip Heath and Dan Heath
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Offers frameworks to make better decisions while sidestepping the most common biases and traps.
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Goal Setting & Principles
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Essentialism: The Disciplined Pursuit of Less by Greg McKeown
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Focuses on identifying what truly matters and cutting out the non-essentials, aligning well with determining your core goals in Step 2.
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Start with Why by Simon Sinek
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Emphasizes the importance of having a clear “why” to guide your decisions, which can help reduce overthinking.
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Time & Task Management Tools
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Trello or Asana
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Free project management tools that let you list and organize tasks visually. Great for Step 3, where you lay out actions.
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Bullet Journal Method
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A pen-and-paper system for tracking tasks, goals, and notes. It’s flexible and can be adapted to your three-step framework.
Now, you don’t need all these resources. If you find just one or two that resonate, then hey, that might be enough to refine your personal process. The key is to experiment, see what works best for you, and keep moving forward!