Before starting a task we usually ask ourselves various ‘how’ questions; in terms of: How will I go about the task?, How will I complete it?, How will my performance be measured?
This helps us to answer questions on time management decisions and the quality of the task. Compared to previous generations, we are far more productive and have various tools that can help us in our efforts to manage our lives and time better.
LEARN HOW TO: Make use of lists and managing them Manage and account the variables on your lists Get things done.
Before starting a task we usually ask ourselves various ‘how’ questions; in terms of: How will I go about the task?, How will I complete it?, How will my performance be measured? How to focus on reading? This helps us to answer questions on time management decisions and the quality of the task.
Compared to previous generations, we are far more productive and have various tools that can help us in our efforts to manage our lives and time better. This article will provide information on: Making use of lists and managing them. Managing and accounting the variables on your lists. How to get things done.
Making use of lists
We’ve always been told to write things down, instead of carrying them around in our head. This is because writing things down has a benefit beyond simply remembering them.
Making lists organizes your thinking, which is extremely important for time management. Writing things down that you need to accomplish in the form of a to-do list has a lot of benefits, including: Prioritizing – you need to prioritize what is most urgent to deal with, followed by second urgent and so on. It keeps you focused on your important tasks. It constantly provides you with a visual reminder of your long term goals.
You can show other people what you’re doing and how you’re progressing.
Organized thinking is one of the most creative and innovative types of thinking. Not only do lists help you become more organized, but they are also are a constant reminder of what you’re working on.
Your to-do lists should consist only of things that you are enthusiastic about accomplishing. Why have things on your list which you are not eager or interested in doing?
How to make a list
Making a list can be as simple as writing things down on a piece of paper and numbering them sequentially. You can also use certain software such as Microsoft Office.
There are various software programs including calendar, time management, project management, and customer relations management to help you manage your data effectively.
The IT staff in your organization could help familiarize you with such software. You could simply write down your to-do lists on a piece of paper, or print them out.
You should always mention the deadline for each task, and you could form three columns, namely: Tasks, Notes, When due. You can easily update your list and mark priority items in red. And, most importantly, you should have a particular place for keeping your to-do list.
No matter where you keep your list, get into the habit of looking at it often. Try reviewing it first thing in the morning and check progress at night. You could also make good use of daily planners, calendars, personal digital assistants or your mobile phone. At night, you should cross off the tasks you have accomplished and then re-write the tasks again in priority order.
Using your computer
In today’s digital age, you can use computers to do more and keep track of even more. Some of the benefits of using technology to manage your lists are: You can update you list faster on a computer than on paper. You can store old lists digitally so that you have them available to refer back to.
You know where you list is stored, and it saves you the time of looking for it. You can share digital lists with others faster and in a more convenient manner. You can set up e-mail reminders or alerts for deadlines and projects due.
Managing your list and priorities
Time management experts usually recommend that you prioritize the items on your to-do lists. Once you’ve ranked them, it’s important that you start with the first item. If you feel too intimidated by the first few tasks and feel like directly jumping to the tasks in the middle of your to-do list, try breaking earlier tasks into manageable bites.
Always remember, the tasks high on your list are most urgent and need to be dealt with efficiently.
Managing the variables on your lists
Once you have made your list, you need to follow it and cross items off as you complete them. You should keep in mind that external factors will have an impact on how you prioritize your workload.
You should anticipate changes and know how to deal with them, so that you always stay on top of your work. You financial priorities affect not only you but also those who depend on you, so this should be a major factor when making your to-do list.
Career-wise, the tasks on your to-do list must always reflect the need for financial stability for your business.
Remember, only if your company succeeds financially will you succeed. If you notice the financial conditions change, you should shift your tasks to help make the business more profitable.
Accounting for your variables
The following factors maybe responsible for your ability to manage time effectively: Deadlines to be met: If your choices are influenced by deadlines then look into whether your deadlines are externally imposed, self-imposed or a combination of both. Professional and personal financial concerns. Other tasks and projects that may unexpectedly come up.
Issues with your colleagues and other staff. Always ensure that you invest your time and energy to balance the interests of the company, your colleagues, customers and the people that matter to you. Commitments to avoid conflicts and coming from a need of obligation: Completing tasks may simply be a waste of time, so don’t be afraid to say ‘No’.
How lists work
Lists work on many levels: They work as great motivators. They help in improving your efficiency. They make you feel like you’re in control. Creating and managing lists forces you to make decisions about your time. The best lists are based on priorities or relative importance of the things you need to cover. A comprehensive and sound list will give you all the answers on how to make the best use of your ‘now’ time. With a good list, you will never have to rearrange your priorities.
How to get it done: When your projects keep expanding and contracting, it is good to keep your priorities as flexible as possible. If a task at the top of your list can’t be dealt with that day, then you should try to deal with it by breaking it into smaller chunks or by rescheduling it for another day.
But ensure that you don’t make rescheduling a habit. Try to focus on how it feels to accomplish tasks, rather than how difficult they are. Danny Cox advises that you make the first half of your day very productive by scheduling all the important tasks to be done then. He also mentioned dividing
your tasks into these criteria: Do today no matter what. Do today if possible. Do today if time remains.
Don’t procrastinate. The one way to achieve goals is to take one small step at a time. You must make the ‘now’ priority number one. In conclusion, you can make use of lists for effective time management. Remember, that if you cave into other’s demands then you will lose sight of your goals entirely, so learn to keep focused on your work. Lists help you get organized, and are a constant reminder of what you’re working on.