Do you struggle with time management? Do you feel so overwhelmed by all the things that you need to do, but don't know where to start? Do you procrastinate and then essentially don't get anything done at all?
Time management is something that we all struggle with regardless of age or profession. Maybe you have found a rhythm and schedule that works professionally, but feel confused on how to organize your personal time. Or you might not have any trouble organizing your personal time, but not know how to make the most of your work day at the office.
A lot of people advocate scheduling every single task into a calendar or project management software. This is a good system, but sometimes the structure doesn't account for all the little unexpected things that happen during the day. I recommend using a working task list and block schedule instead.
1. Start by making a list of the things that you need to do. Whatever is floating around in your head and taking up space should be written down, even if you don't think it is important - we'll address those in step two.
2. Review the list. What actually needs to get done? Are there things that you can cross off the list or at least put on the back burner for awhile? Perhaps there is a project that you are interested in starting, but you are not quite ready to start, or someone you want to contact is traveling. Leave these items on the list for now and only focus on things that need to get done over the next week. Be sure to save the items you leave off, because they may end up on next week's list.
3. Determine the very first step for completing each task. Break down exactly what needs to be done first and foremost. You may need to finish a project, but there could be five different components of the project. Focus on the item that precedes all the other actions.
4. Review the first tasks. Are the tasks you selected the most effective means of moving forward? Drafting and sending an email may seem like a very approachable task; you spend twenty minutes drafting the email and are then able to send it and cross the item of the list. But what if that person doesn't respond? Did you really get your task accomplished? No - the email led to a dead-end and left you wondering how to act next. To address this, really think through each step, the desired result, and then determine the best possible first task.
4. Assign a deadline to each task whether it is the end of the day, the end of the day tomorrow, the end of the week, etc. This exercise also helps you determine the priority of each task. Make sure that you choose a deadline that is realistic so that you are able to successfully complete the task.
5. Stop and take a moment to bask in the glory of your productivity! Now, instead of a vague and directionless to-do list, you have a working task list. You will feel healthier and happier just by having a plan of attack. But we're not done yet.
6. Sketch out your schedule for the coming week or the next several days. List blocks of tasks for each day. For a freelancer for example, this list may look something like: Morning Writing, Breakfast, Check Email, Blogging, Work on Long-Term Projects, Exercise, Lunch, Work on Short-Term Projects. Some of these sections may take longer one day than another, but that's okay - you are just working through the list. For someone who works in a office, the list may look very different: Morning Workout, Breakfast, Check Personal Emails, Drive to the Office, Focus on Long-Term Projects, Answer Emails and Voice-mails, etc. Listing out your schedule also allows you to fit in meetings and the unexpected - you can squeeze a meeting in between two blocks.
7. Keep up the working task list. Choose a time each week to review your schedule and task list, and then plan for the coming week. If something didn't work about your schedule - change it! But I recommend trying a new schedule out for at least a week before you scrap it.
8. Find a way to be accountable. Many of us will excitedly start a new habit and then only keep it up for a week or two. Designate someone to help hold you accountable, whether it is a friend, a partner, or a co-worker.
If this doesn't work - find a time management solution that works for you. There are several wonderful articles and resources online. And remember, when in doubt, just get started!
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