Have you ever said, “I just can’t seem to get my to-do list done!”
Do you think if you just got organized enough you could get everything done? Don’t count on it. The average person has so many things on their list that if they did nothing else but work on those things – didn't go to work, had no personal life, nothing – and added nothing new to their list - it would take approximately 10 weeks to get it all done! What does that tell you? It tells you no one gets everything done that's on their list!
Money, space and time have something in common. They’re not unlimited commodities. You only have so much, and you have to make do with that amount or give up something you already have to make more. There are only 24 hours in a day, and while you can definitely accomplish more by increasing productivity through good time management, there’s only so much you can squeeze into those 24 hours!
Think about it. Anything on your to-do list will take time, so if you want to do it, you need to find the time for it. If your days are already full, you’ll have to save time by doing other things in a faster or smarter way, or open up a time slot that would otherwise be filled with some other activity. This requires constant decisions about priorities and requires a realistic look at your to-do list itself. You should use the same formula when you make your to-do list that you use for setting goals—remember, “SMART?”
Make a SMART to-do list each day
Your to-do list should be made up of Specific things that can be Measured (either you did them, or you didn’t), that are Action oriented, Relevant to your objectives, and Time-limited. It isn’t the right place to list all your wishes and dreams. It’s not a storage place for all your most creative ideas. Yes, have lists for those things, but don’t call them to-do lists and don’t expect to accomplish them when you have 24 hours of SMART things on your to-do list that need doing right now.
Actually, I recommend that instead of creating lengthy to-do lists you enter specific tasks that you will do at specific times in your planner/calendar. By changing from writing lists to scheduling actions you’ll accomplish much more!
Think of your to-do list in a new way:
o A to-do list should be just that...a list of things that you plan to do. Planning requires that you choose high-priority activities, estimate how long they will take to do, decide when you will do them, and enter them as actions in your planner/calendar.
Keep your daily to-do list short. Decide which two or three tasks absolutely MUST be done by the end of the day. Fit your to-do actions around the time-specific commitments already in your planner. Identify specific times during the day when you will complete those important tasks and make an appointment with yourself by actually entering them in your calendar. Include only tasks you can realistically schedule into your day, allowing time for the unexpected.
o List your to-dos as specific actions you will take. If your schedule allows you an hour for your marketing project, decide what exactly you will do in that time. Will it be to draft copy for a sales page, will it be identifying potential joint-venture partners, or will it be something else? What exactly?
If your project is large, break it down into segments that can be done in 60-90 minutes and spread them out over however many days are necessary to get the job done. Eliminate other things if you have to.
o As you’re planning your day, prioritize your to-do actions and handle the most important one early in the day. Pick the one that will make the most difference to you, your business and your clients and focus your attention there. Tackle that one first thing in the morning and get it done, before other issues grab your attention. That way, if your day gets disrupted, at least you’ve accomplished the most important thing.
Don't even look at your email or listen to voicemail until after the most important task is done. Discipline yourself to stay focused and avoid distractions throughout the day. Don't be tempted to finish up all the little tasks that are nagging at you so that you can "really concentrate" on that important one.
o When you have something new you need to fit into a day that is already full, reconsider your priorities, delay something, delegate something, or delete something.
o It’s perfectly acceptable to postpone an item that’s on your to-do list if it isn’t urgent or important. Move it to another day when you can squeeze it in. However, if you find that you keep forwarding it for weeks, reevaluate if it should be on your list at all.
Don’t demoralize yourself with an unrealistically long to-do list that you will never get done. As with most things, the 80/20 rule applies. 20 percent of the tasks on your list will contribute to 80 percent of your success. The secret lies in determining which items really deserve to be on your list!
Internationally known organizing and time management expert Elaine Quinn has worked with hundreds of small business owners and work-from-home solopreneurs for more than 10 years. She helps them organize their offices, desks and files; set goals and priorities; and increase their overall productivity.
A work-from-home professional herself, Elaine knows just what it takes to help you get better organized, stay energized and motivated, and get things done in your workspace. If you love working from home, and want more information on topics that will help you, get your FREE copy of her e-book, "15 Ways to Save Time and Trouble for You and Your Business" at her website, http://www.NoPlaceLikeWorkingFromHome.com.
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