The worst thing about to-do lists is they seem to breed every time you look away. Just as you think youre getting somewhere, another task needs to be added. Its downright depressing. You might be forgiven for wondering if there is anyone on earth who actually manages to tick off all the items on a to-do list before the end of the day.
Take heart. It is possible to tame your to-do list - and not by taking a pair of scissors to it to cut it in half. What you need to do is look beyond the list, at the way you handle your time.
Dont worry. This is not just another time management lecture that youve heard a thousand times before. Its a simple, workable approach to taking back a measure of control. By following 4 easy steps, you can introduce more flexibility into your working week - and finally tame that list!
Step 1: Think in Terms of Tasks, Not Hours
In an effort to control the way we use time, most of us allocate a certain number of hours to our working week. If you work outside the home, this may be imposed upon you. If you work from home, you decide your own hours.
Then what happens? In comes the out-of-control to do list. You make a list of all the things you have to do. Then you add more. You try ranking them in order of importance, and the lesser things never get done. Worse, some of the semi-important things keep getting bumped down the list. You work all the hours you have set yourself, and more - but the list just keeps growing.
What to do?
Start thinking in terms of tasks to be done, rather than total hours to be worked. Youll find that some tasks can be grouped under a general project heading. You might end up with two or three projects to be completed. (Leave yourself some time for repetitive everyday tasks - email, customer service etc.)
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Step 2: Establish A Pool Of Hours
Now allocate a pool of hours to each project. Dont use up all the hours in your working week when you create this pool of hours (or several pools). The whole idea is to build in some flexibility, so you dont feel overwhelmed.
How many hours should you allocate to each project? Naturally this will vary according to the complexity of the tasks. Some projects might take only 3-4 hours. Others might need 15 hours, or 30. Estimate the likely time to completion, based on your previous experience. Then look at your deadlines. If Project #1 is due in two weeks and you estimate it will take 12 hours to complete, allocate 8 hours per week to that project. This gives you a couple of spare hours per week. Always allow yourself a small buffer, so you wont panic if it takes longer than you expected.
Step 3: Start With A Sprint
When you begin each project, start by sprinting through a rough outline. This will get you off to a fast start, and the psychological benefits of having an outline completed quickly can last throughout the entire project. Set a time limit to brainstorm the outline - thirty minutes, an hour, whatever works for you.
Then divide your project outline into chunks and start working on one chunk at a time. Be flexible about how you divide your hours. If youre in the mood and everythings going well, you can use more of your pool of hours for this project in one day. If youre hitting a roadblock and you need to let it simmer for a while, put it away and turn to a different project and start dipping into a different pool.
Step 4: Wrap It Up and Reward Yourself
If youve estimated your time correctly, then youll usually finish your project on time or with hours left over. This may well be a whole new experience for you! Instead of feeling panicked that you are ticking off an endless list of tasks without ever getting to the bottom of it, you have the satisfaction of completing a project when you planned to. If you have a few leftover hours in your pool, you have a choice - transfer them to another project, or use them as bonus time.
Its a nice feeling to actually have a few hours that you can use to reward yourself instead of diving headfirst into yet another job. Youll find that this is a great motivator to avoid distractions - we all work better with the prospect of a couple of hours free to do something we enjoy.
Bottom line: Become task-oriented rather than time-oriented; work from a pool of hours; start with a sprint, then reward yourself by taking some time out using any leftover hours. Youll enjoy work more - and tame that to-do list in no time!
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Taming your To-do List