The first step most people take toward managing their time is also the most obvious – making a list of all the things they need to do. However, if this is as far as you get, it’s not likely to get you very far. Read on to learn some strategies for making your to-do list work for you.
If your to-do list is too long, bloated with random or irrelevant tasks, disorganized, or too far-reaching, it may actually discourage you rather than launch you on the road to success. How often do you look at your to-do list and wonder where to start, or how you can possibly get it all done?
If your idea of creating a to-do list is to perform a brain dump and scribble down everything that’s on your mind, that’s fine, but don’t try to work from a list like this. You will end up wasting valuable time trying to determine what to do next, and fulfilling low-priority tasks just so you can cross off a few items. While it’s possible to go through and weed out the fluff with a prioritization system, you will be in better starting condition if your list focuses on the higher-priority tasks when you create it.
Start by considering your goals. If you have a project that is due at the end of the week, determine the steps that must be taken to complete it on time. What needs to be done today to advance you toward your goal? What is most important or relevant at this point in time?
Add items to your to-do list only if you have determined that they are necessary and relevant to accomplishing your goals. If all the tasks on your list are focused and related to something that’s important or valuable to you, they are less likely to include random, unimportant time-wasters. Begin with the end in mind.
Think about what really needs to be accomplished and whether it actually has to be done by you. Is there anything that can be ignored for now? Is there anything that needs to be done that can be done by someone else? Apply the 4 D’s Principle: Do It, Delegate It, Defer It, or Dump It. Items that should be handled immediately and can only be done by you should be added to your to-do list. Delegate anything that can be handled by someone else, and Defer any activities that can wait till later. If an activity will not contribute to reaching your goals, Dump It – it is simply a waste of time.
At this point you should have a fairly lean do-do list of items that are high-value steps toward your most important goals. In fact, your list may only have one or two tasks on it, which makes prioritization simple.
If you have multiple items on the table, determine the level of importance that each one has and assign your priorities accordingly. In setting your priorities, consider the relative importance of the goals each task contributes toward. Keep in mind any deadlines, prerequisites, and next steps that may help you establish what is most important to focus on now.
Once your priorities are set, you can create a schedule for your day – but make sure it’s YOUR schedule!
Many people, when planning their to-dos and scheduling their time, fail to take into consideration their own personal work habits, best and worst times of day, focus and stamina. Know the time (or times) of day that you are at your best, and use that time to carry out your top-priority tasks. For some people, this is early thing in the morning after their second cup of coffee; for others their peak productive period might be after their post-lunch slump. Some people like to take their lunch early or late, so they can focus when people are out of the office and there are fewer interruptions. Some work best with a looming deadline and become very efficient in the late afternoon. Whatever your personal peaks might be, work with them, not against them – you will get more done if you’re not trying to swim upstream.
Organize your workspace in a way that facilitates your personal working style and habits, and be sure to take breaks. It is extremely difficult to maintain true focus for hours on end; both your brain and your body need to get up and stretch occasionally.
Be particular about what you are willing to devote time to doing. If it’s not important, don’t let it take up your time. Always keep your priorities in mind, and remember that your time is valuable - you must determine how best to spend it!
Baker Communications offers leading edge time management and personal productivity solutions that will help you address the goals and achieve the outcomes addressed in this article. For more information about how your organization can achieve immediate and lasting behavior change that will help your team members consistently achieve their high value goals while eliminating time wasted on interruptions and distractions click here.
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