Are you being realistic with your task list?
Simple task list management tips to get you moving forward on your goals and objectives and feeling great about your accomplishments.
Do you have goals and objectives outlined for the next few months?
If not, that's OK. Just spend a few minutes mapping out what you would like to get done in the next few months.
Click here to download a PDF to map your projects for the entire year by quarter.
Get real about how much time you have left after phone calls, meetings, email processing, and other commitments to work on the items on your task list. This is where task lists fail. When you have one big task list with items of various priorities, you can become distracted from what really needs to get done that day.
Break your task list into 3 areas:
Tasks ASAP * Short list of 3-5 items. 10 max. * These are tasks that you would stay late at your desk to get done today. * Ask yourself the question "Am I willing to work late tonight to get this done today?" If the answer is "NO" then it goes on the Tasks SOON list. * This list is created or revised every single day either first thing in the morning or at the end of the previous day. * If items are not getting done, then it is clear that they are not ASAP priority and should be moved to the Tasks SOON list.
Tasks SOON * These tasks need to be started or completed within a week. * As the week progresses, tasks will move from this list to the Tasks ASAP list. * Review this list daily to be sure that you don't miss an important deadline. * Be real about your work week and don't put too many items on this list. * Add tasks to this list as they arise. * Review at the end of the week and move items up from the Tasks SOMEDAY if appropriate.
Tasks SOMEDAY * This is the place for tasks that you want to get out of your head, but you are not ready to take action this week. * This list would be reviewed weekly and tasks moved up to Tasks SOON as appropriate. * You may decide not to take action on a task on this list. If that is the case, simply delete it from this list.
Paper vs. Electronic?
I was using Outlook to manage my tasks and I was struggling because it was not always clear when I would be able to start a task. I liked seeing all of my tasks together, but did not like them in one big giant list. I played around with categories, and start dates, and still nothing really worked for me. I learned this technique from a new productivity book by Outlook guru Michael Linenberger called "Master Your Workday NOW!" and it has really worked for me.
If you still prefer to use paper and pencil, then feel free to download and print the PDF file below to use as a template. You will find yourself re-writing tasks as they move between the lists. Personally, I find the electronic format much easier to manage since I can move tasks easily with cut and paste. If I wanted a printed list, I could print my document.
I use an internet workspace called iPEP (interactive productive environment platform) which exists out on the cloud. My task list is my home page in this workspace and I am in and out of my workspace all day long. Because it exists out on the internet, I have access to my task list from my Blackberry or any computer or internet enabled device. This was something that I could not do easily when my task list was in Outlook. I am not going to go into details on the iPEP here, however you can find out more about it and sign up for a free 30-day trial account by visiting my website at http://www.meyerproductivity.com/index.php/productivity-program/info-manageme...
You can download a PDF or email me for the Microsoft Word or Microsoft Excel files.
Challenge for Action! 1. Spend some time mapping out the goals you have for April, May and June.
2. Divide your current task list into the 3 categories (ASAP, SOON, and SOMEDAY) keeping in mind that you want to plan tasks that will help you achieve your goals and objectives.
3. Be"real" about the amount of time you have each day to get your tasks completed and don't over-commit.
4. Try this for 90 days (the entire 2nd quarter) and see if you get more work done and complete the goals you set for yourself today!
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