In my first blog I suggested you have a diary. This is your first tool. Google has a great diary app for smart phones that will sink with your home computer. You will always know what appointments you have. Now you need a to-do-list.
Step 1- choose a medium
If you like to use paper and pen then making a list is going to work for you. If you like to use an electronic system you will find there are lots of options. Just choose one and get started.
Step 2 -analyse the list
When you do your first ever list just do a dump of all you can think of. Then once you have made your list check it over and write beside each:
- Do immediately-If a task feeds my priorities, my time is justified.
- Delegate– Someone else can and should do these to save me time. Even micro-business owners can benefit from an intern or temp.
- Drop– ask yourself,“will this make money for me right now or anytime in the future? Does it fulfil my current priorities?”If the answer is no, dump it.
- Defer -Some items might appeal but aren’t time-sensitive or high-priority. Delay them to a more convenient time.
You may now have to start your list again. This is where an electronic system will save you time but if you don’t have one just get on and make your new list. See the next step about how to do this.
Step 3- Prioritise the list
This is your main list and will be added to from time to time that will be the basis for your daily to-do-list. You will need 2 columns. Column 1 sets its priority and the second one lists the task.
Stephen Covey developed a quadrant into which to priories your tasks.
|Urgent and important||Important but not urgent|
|Urgent but not important||Not important and not urgent|
Go here to read more about that: https://www2.usgs.gov/humancapital/documents/TimeManagementGrid.pdf
Step 4- Write today’s to-do list
Once you have your master list you can write todays list. Have 2 columns. The first column will have a number in it to indicate in which order you will do the tasks. The second column will be the task. Any tasks you don’t get done today need to be transferred to tomorrows list at the end of the day. You can add to tomorrows list from the main list. Be realistic and always refer back to step 2 and 3 when deciding what goes onto the main list and the daily list.
Next blog: Why use Social Media ?
Anywhere Team NZ