By
Akindotun Merino
Even after you’ve got a plan in place, it’s important to keep adjusting your plan so that you can stay in control of your time. This module will give you some ways to help you stay on top of your to-do list.
If you can do a task in a minute or less, do it! Here are some things that you can accomplish in 60 seconds or less:
- Check for new messages on your voice mail and e-mail
- Quick replies to e-mails
- Accept a meeting invitation
- Quick stretches to give you an energy boost
- Review new RSS feeds
If you’re stuck on a task – can’t get started, have hit a roadblock, or just can’t seem to get it wrapped up – set aside five minutes each hour to work on it until you’ve hit the desired progress point.
READ ALSO: Personal Development: The Power Of Scheduling (3)
Here are some ideas for putting this into action:
- Desk too cluttered? Set aside five minutes at the end of each hour to clear off one part.
- Report not coming along? Set aside five minutes each hour to work on a particular part.
- Inbox overflowing? Set aside five minutes each hour to work on clearing it out.
No matter how well you plan and how organized you are, there will likely come a time when you feel like you just can’t get your head above water. When this happens, follow these five easy steps to get things back under control.
- First, take a deep breath. Make sure that your mind is calm and clear before you begin.
- Next, make a list of all the tasks that are outstanding. If there is a due date, mark it beside each item.
- Now, look at your calendar. Create a plan for the most important items. Transfer these items to your tracking system (Outlook, productivity journal, day timer, etc.).
- Identify the three most important items. Make those a priority for today.
- If possible, start work on the most critical item.
Like other plans, you will probably need to revisit your to-do items and priorities once you have completed a few tasks. This plan, however, should help you get your head above water and get back on track.
When you’re assigned a new task or project, it’s important to create a plan at the beginning so you get off to a good start. This module will look at some different techniques that you can use to tackle new to-do items.
When planning and organizing, try to create the right size plan for the task. If your goal is to organize your inbox, for example, it’s probably not necessary to spend several hours planning each action. On the other hand, if you’re handed a complex project, you may want to spend several days or even weeks gathering information and creating a plan.
For small tasks, basic tools such as a to-do list or calendar will probably be the best choice.
For medium-sized tasks or projects, you might want to use:
- RACI charts
- Visual timelines
- Storyboards
And for large projects, consider:
- Gantt charts
- Project plans
- Project-specific productivity journals
- Online time tracking dashboards
For most tasks, you will need some background information before you begin. Remember, you’ll need very little information for simple tasks, and more detailed information for complex tasks.
READ ALSO: Personal Development : The Power Of Routine (2)
Basic information you will gather should include:
- What is the date I will start this task? What is the deadline?
- Who else can I rely on for help?
- What are the major things that need to be completed?
- What obstacles might I encounter? How can I get around them? (For example, one of your key resources might be going on vacation in two weeks. You will want to gather all required information from them before they leave.)
- What work has already been completed?
For most medium to large sized tasks, you will want to build evaluation points into your plan. Typically, these occur at key gateways (called milestones in the project management world). At these gateways, you will look at your plan, determine what is working and what is not working, and adjust as necessary.
Some other signs that it may be time to review your plan:
- You keep falling further and further behind.
- You’re not motivated to work on the project.
- You’re finding that your plan isn’t the right size for your project.
- Major changes have happened in your project.
Dr. Akindotun Merino is a Professor of Psychology, CEO of Jars Group and Mental Health Commissioner in California. Feel free to share your successes and challenges:
Prof. Akindotun Merino
info@akinmerino.com
YouTube.com/akinmerino
Instagram: @drakinmerino: Twitter: @drakindotun
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