As you may have figured out by now, I like to keep myself very busy. I had an interesting conversation with Fiona the other day about my "Task List" and how I manage it (Achiever being on my top 5 StrengthsFinder2.0 list). The conversation MIGHT have actually started with an inquiry as to where my next blog entry fell on said task list, but I digress. That said, it's an interesting topic and perhaps a few other people might want to wade in with their own thoughts and suggestions.
I am a self-described e-geek. I love technology of all sorts. Naturally, I have my Outlook task list which happily syncs with my smart phone (I'll leave reviews of task list software for another day). But sometimes, like before the flight attendant Okays use of electronic devices, I go back to paper. When I really have a lot of things in my head, the act of physically writing them seems to have the effect of helping me focus my thoughts vs. mentally trying to keep all the balls sorted in my head (sort of like Dumbledore and the Pensieve from Harry Potter). Well, you say, so now you have a task list on your computer and one on paper. How do you keep it all straight? Honestly, I don't keep it all straight all the time. I don't even bother consolidating the paper list to my online list in many cases. But I do look at it periodically throughout the week and make sure that I cross off the completed items. I also make sure I don't have duplicates (the computer wins on duplicate entry).
I personally make a distinction between appointments and tasks. For example, a task might be "schedule a doctor appointment." Once it's scheduled, it gets crossed off my list and moved to an appointment on my calendar. I wouldn't update or add a task to say, "go to doctor appointment" and leave it on the list. And yes, this does mean that managing your task list is a component of how you manage your time. I have to say, however, that I am constantly amazed how many things are actually "done" when I go back to recheck my task list. The act of capturing and organizing my task list almost guarantees that I'll take care of at least some of the items without a second thought.
Simple prioritization can really help make sure that the most important items get done. I have cited a reference from the Wikipedia page on Time management below but it doesn't so much matter whether you use A, B, C or 1, 2, 3; it DOES matter that you pick a prioritization method that works for you and that you use it.
Consider these Maven tips:
- A task should be prioritized, have a deliverable, a tangible result. Ideally, it should have a due date as well.
- Don't put entire projects on your task list. Projects are generally things that you know you are working on. They have their own timelines and tasks. (Besides, they'll be on your task list a long time. You don't really need that kind of subconscious pressure.) Do put individual project tasks on your list, especially if it helps you prioritize them against other items.
- The length of your task list does NOT equal your value. What matters is getting results, it does not matter that you have "spent a lot of time working." Maven Mantra: "Do not confuse effort with results."
- Live by the 4 D's
- Do it. Do make time on your calendar to complete tasks. If it can be done now (now = the time you allotted to do tasks), do it.
- Defer it. If it's not something that can be gotten to right away, schedule an appointment with your task list (name it if it "Spot" or something if it helps you justify the appointment) when it is more reasonable to get to it. (Your prioritization method will help you with this as well.)
- Delegate. You don't have to do everything. Once you accept a task, your responsibility is only to make sure it gets done, not to do it yourself.
- Delete it. Give yourself permission to purge items that are really not vital. For example, create list somewhere else for things you'd like to remember. I once had a category in my task list of books to read. Not really vital, more of a "don't forget you thought this might be interesting" item. I love to read so you can imagine that having these items on my task list was a distraction. And some things are just not going to get done. You have Maven approval to delete those as well. No sense taking the mental bashing.
- Do it. Do make time on your calendar to complete tasks. If it can be done now (now = the time you allotted to do tasks), do it.
End of musings for today,
Maven
Related posts: Running on Fumes (Wednesday, July 9, 2008 interesting, she muses… that was almost exactly a year ago)
REFERENCE: Time management, http://en.wikipedia.org/w/index.php?title=Time_management&oldid=301264299 (last visited July 9, 2009).
by Malcolm Gladwell
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