Task Management: Keys to a productive “To Do” list.

Activities must be prioritized in order of importance. I find the simplest and recommend using the ABC/123 method you have already learned. List all your activities and then go through the list like our goals and obstacles and simply put a A for most important, B for the next and so on down the list. You should be able to place an alphabetical order on them and rarely break them up into A1, A2, etc. I just simply list “To Do’s” in order or priority.

1. To determine importance understand the result each activity has. If you do not do a particular activity how will that impact your over all goal. If it is going to have a major impact then put higher priority, if little impact then lower priority. Stop doing things that are not important.

2. Set a clear purpose for each task or activity. Every task has a particular desired outcome – be clear on what that is and stay in tune with that purpose.

3. Do things in order of need and not want. Example: If you are starting a business and you have ten things to do, everything from developing the product, creating the marketing materials, setting up the home office, getting business cards, writing the business plan, computer software, etc., etc., etc. If your goal is to start a business to make money the first thing you need to do is the business plan to see if there is even good enough potential. Then you need to finish the product. There is no point in doing everything else if you don’t have the product because you don’t have anything to sell. What often happen is that many of the little things down the list don’t ever get done because things change so fast. I have seen many people go and get business cards, marketing material then complete their products only to find something changed and they have to redo all the printed materials. Don’t make this error in judgment. Do the tasks in order and finish one before the other!

4. Concentrate fully on the task at hand. The most efficient way to work by far is to only have one task at a time on your desk. You have heard the statement that “What goes on, on the outside is going on in the inside”. The more clutter you have in and around you the more your mind bounces around from item to item. It’s distracting and will slow you down whether you are conscious of it or not. If you find yourself overwhelmed, frustrated and lacking the ability to focus, this may be the problem. First, it is the clarity of your purpose or goal, then it is getting in the habit of clearing your work station so you only have the needed materials to deal with the task on hand. I can not emphasize this rule enough.

5. Work in an orderly environment for accessing information. Develop an effective system for gathering, sorting, finding and filing information. (see Getting Organized in next section for work station & file set ups)

6. Deal with correspondence immediately. The managers rule of thumb is to only touch a piece of paper once and deal with it. Put it through your system now. Take Nike’s advice and “just do it”! Papers, phone calls, emails, letter mail. Deal with it! I use the simple commonly taught system of. Trash – Act – File – Delegate. When correspondence comes in I quickly review it, if it needs a response I do it quickly & efficiently (act). If I would like to do it someday I file it or transfer it to the “To Do” list in proper order (file). If it is not important, doesn’t help my goals or affect any tasks I delete it or trash it (trash). And if it has value and I can’t do it or file it I delegate someone to do it (delegate) which may even include hiring someone.

7. Do the things only you can do. Don’t do something just because you can, stay working on the tasks that only you can and delegate or even hire someone to handle the other tasks. You have to ask yourself all the time, “Is this the best use of my time right now”?

8. Make quick firm decisions on all of the above information, especially with distractions. (more details on Making Decisions in Part 5) This can be done with great effectiveness now that you have clear goals, purposes defined and plans in place. Don’t be afraid to make bad decisions and don’t be afraid of changing if you found out you made a mistake.

This may seem like a lot but it really isn’t. All of these are easily developed into habits and soon will come naturally as you continue setting goals and manage your tasks accordingly. These habits will make you an efficient, productive, goal achieving person who will get rewarded accordingly. As the statistics show, that should put you in the top 3-5% of society

 

Keep On Keeping On
Recognize that if you keep this up that you will reach all your goals and be the kind of person you want to be and have the kind of relationships you want to have. Make these habits because of the result it brings not because you feel like it or because you don’t. It is because you have decided this is what’s important to you and you know that the accomplishment of your goals will bring you the financial rewards, the health, the quality relationships and the peace of mind that will make your life meaningful and rewarding. This is your attitude, and as Zig Ziglar would say  we will “see you at the top!”

 

Note on Advice & Accountability
Goals and plans are as good as your commitment to them. If you have honestly thought through and came up with a set of noble goals to pursue then why wouldn’t you begin the process and start working toward them now. I do not believe that one man can tell another what to do. It’s your life, your thoughts and your choices. If you want to make some positive change I know of no better way than to commit to the process and you will figure it all out. There is no one way for anything. The specific path you take, the obstacles and struggles you endure will be unique to you alone. I highly recommend that you seek some advice on the goals and plans you have created. Talk to people you respect and admire who will ask you once in a while how you are doing with your goals, the kind of people who are good listeners and those who can offer you good counsel and encouragement. This is accountability. It is recommended that you do not even share your goals and dreams with those who are not excited and supportive of you. Most people do not really know how to support you, sadly even family members. Often they are threatened because of your clarity, purpose, meaning and direction and your success. Be careful, selective and thoughtful about who you share your goals with, receive advice from, especially accountability.

• Seek out the experts in their field, people who can demonstrate that they practice what they preach.
• Don’t go to a fat doctor for health advice.
• Be wise, and ask yourself and answer honestly when evaluating people “would I want to be like that person?” If the answer is no then don’t waste your time getting their advice.
• Be humble and listen more than you speak and when you do speak make it a question and then pay attention and learn what you can.
• Be patient and kind with people and don’t run them over with your goals for it is easy to get frustrated when others get in the way.
• Enjoy the journey for there is always another goal to set.

“In preparing for battle I have always found that plans are useless, but planning is indispensable.”
Dwight D Eisenhower