Is your TO-DO list overwhelming?
“Nothing is so fatiguing as the eternal hanging on of an uncompleted task.”—William James
3 tips to take TO-DO to TA-DA!
1. Prioritize
Determine what is a priority AND time-sensitive. Do these tasks first. If they don’t fit both categories, then drop their ranking.
For example, when a client/customer/manager asks you to do a task, it doesn’t make it a priority. Check with them and ask – WHEN is this needed? If it’s not today, then move it down the list.
How to prioritize tasks when everything’s important –
Think BIG Picture first. What is the goal of completing the task? Will it affect your or your client’s ROI (return on investment)? Does it align with your business values?
Highlight what’s URGENT. Your list should include deadlines or DUE dates, even when it's not urgent. Creating deadlines even when they’re not formally required is essential; otherwise, you will continue pushing back important tasks simply because they aren’t time sensitive.
Avoid competing priorities. Multitasking is NOT your friend. In fact, research shows that people who multitask are less productive! Stay focused on one task at a time and avoid distractions.
Effort – how much is needed for each task? This plays into Tip #3 below and ensures you allow enough time to complete each task.
Review your task list frequently to stay in control of MITs - most important tasks.
2. Quick Fix
These are tasks that take 15 minutes or less to complete. These are quick and easy tasks for in-between sessions or clients when your brain needs a ‘less-thinking’ task.
Tasks that we do often or repeatedly, become easier and faster to complete so you can often accomplish a couple of tasks or more within a 15-minute timeslot.
Likewise, if one of your tasks is a big project, break it down into manageable 15-minute steps that you can work on. You’ll be surprised how these add up over the course of a day and will result in the project moving forward consistently.
3. Time Block
Schedule specific blocks of time to work on TO DO list items every day. Blocking timeslots to work on particular tasks, with reminders to start/stop consistently keeps things top of mind and in perspective.
When prioritizing your time and scheduling time blocks for tasks, be realistic! There is only so much you can achieve in one day.
If you want help with your TO-DO list, please contact me at info@blank-slate.ca
Trish Kimble
Founder & CEO of Blank Slate Enterprises
Virtual Assistant Coach & Mentor