Task management — the dos and don’ts
Take a minute to think about your task list. What is the guiltiest thing sitting there? What have you been avoiding the longest? It is no coincidence these types of tasks are likely to be repeat offenders. For instance, some may put off numerical tasks, while others might cringe at tasks that require working with people. Whatever it might be, there are reasons we put off certain types of tasks. The good news is that this is beatable. We have compiled some tips to help you stay focused and move as many of those tasks as possible off your list. (Another time we will talk more about some of those deeper things that hold us back from completing the most sticky of our tasks.)
The centralised task list
Having one centralised task list can improve focus by reducing decision fatigue and context switching. As humans we spend a lot of time and energy trying to remember what we need to do: Did I email those files? Did I remember to pick up milk? What am I forgetting? A centralised task list declutters your headspace and helps to improve mental energy.
Decision fatigue
Having one centralised tasklist can help to reduce decision fatigue. It stops us from moving back and forth between things like emails and meeting notes. To implement this, choose one central place to store tasks.
I have used a variety of notebooks and then online tools for this over the years. Right now I am using our own tool that we developed at Highliner. It helps you implement all the key elements of task management we think are important. The product is currently in closed Beta testing but we are going to be expanding our user group shortly so drop me a line at kristen@highlinertechnology if you are interested in getting an invite.
Whatever tool you use the first step is to think about where your tasks are coming from. Are they from emails, meetings, reports, colleagues or managers? No matter what the source all tasks should go to one place. For example, after a meeting, input any actionable tasks or forward important emails. Once you have this list, it becomes a lot easier to plan your week, as well as schedule daily tasks. In turn, this helps to improve focus.
Prioritisation
Moving everything into one place is also key to prioritisation. For example, is responding to a client’s email more important than meeting an internal deadline? Having a system that captures all tasks in one place can help to determine this and enables you to prioritise accordingly.
Quick hits
It is not a good use of time to micro-organise every small task. We all know that working life is subject to change, and it is useful to retain some flexibility. Use your centralised task list to draw up a daily list of ‘quick hits’ or smaller tasks’. Every time you have a five, ten or fifteen minute gap in your day, consult this list and pick a task to do. Doing this means that every fifteen minute gap in your day can be productive, rather than spent thinking ‘what can I do now’. If you are someone with lots of little tasks to get done, add them to the list and save yourself that valuable headspace.
Bigger tasks
Rather than squashing them to the bottom of the pile, carve out some planning time for bigger tasks. It doesn’t necessarily need to be a specific ‘time’, but knowing when in the week you’ll complete them helps to prevent procrastination. Planning time should be spent listing the smaller steps to help complete a bigger project. A good first step is to break down tasks into subtasks that are tangible, achievable and listable. Don’t underestimate the power of this time. It really helps to work through long term projects and avoids the last minute panic-rush.
The key message here is that having one centralised task list can help us to manage time more efficiently. Getting things out of our heads, and onto paper (I would actually recommend a screen) helps to free up valuable thinking time for projects and business ideas, rather than just ‘what needs to be done next’.
If you are on the lookout for a new tool to help you do this, drop me an email (kristen@highlinertechnology.com) and I will get you a Beta invite.
