- Things 3 2 2 – Elegant Personal Task Management System Pdf
- Things 3 2 2 – Elegant Personal Task Management System
When it comes to being your most productive and efficient self at work, proper time management is a must. Time management is a skill that nearly every employee should have. But it can be challenging to develop. So what is time management? And why is it so important for employees? Let's find out.
What is personal task management system? In short, the best personal task management system enables you to focus more on the tasks and less on creating the to-do lists for various units as well as worrying about deadlines and last-minute projects.
- There are many personal project management tools that can help you to remain organized and prepared at all instances. To help you with your tasks, we have rounded up on 10 must-have personal project management tools. A hybrid task and project manager, Asana is available for both iOS and Android devices. It has become quite a tool for.
- Find and compare top Task Management software on Capterra, with our free and interactive tool. Quickly browse through hundreds of Task Management tools and systems and narrow down your top choices. Filter by popular features, pricing options, number of users, and read reviews from real users and find a tool that fits your needs.
- SAM9000 is a project management app that uses artificial intelligence and includes task management, document management, and email management. It also offers time tracking, notes and memos, and 100 GB for clients and teams to share files, including large file uploads.
What is time management?
Time management is the practice of allocating your time to tasks productively and efficiently. Often, time management involves planning out your daily activities and exercising conscious control of your time as you complete those activities. Some common themes for effective time management include clear goals, priorities, and expectations.
You can apply the practice of time management to any part of your life, including professional and personal time. But in professional spheres, perfecting time management is one of the most vital skills employees should develop.
Why is time management important?
Practicing time management in the workplace is important because it can help you meet deadlines and be productive at work. Time management can also improve your mental health. You'll feel less stressed, knowing how to allocate your time for each task. Experiencing less stress at work can help you achieve a better work-life balance.
Having poor time management skills can result in late assignments, poor work quality, and higher stress. You may feel less balanced in your work and experience burnout as a result. Burnout can stifle your creativity and leave you frustrated and angry with your assignments or employer.
By implementing practical time management skills, you can do more than impress your boss and co-workers. You can become an integral member of your team, proving you're a dependable, productive, and efficient employee. With that in mind, let's dive into 25 of the best time management tips for work.
1. Create a daily task list
Start every day with a list of the tasks you hope to accomplish. Once you get into work, write down your to-do list and prioritize those tasks appropriately. As you finish those tasks, check them off the list. Enjoy the sense of accomplishment you get with each check, and keep the momentum going!
2. Prioritize your tasks
Writing out a list of tasks is one thing. But you also have to know how to prioritize those tasks. Prioritize the most immediate tasks first. These tasks might be those that are due sooner or take more time to complete. If a task feels too big, break it into smaller tasks to make it feel more realistic. After that, you can organize your tasks based on importance, due date, or requester.
There are a few different methods of prioritizing that you can apply to your to-do list. One is the ABCDE method:
- A tasks the most important tasks.
- B tasks are the less important tasks.
- C tasks are tasks with no consequences—they're nice but not necessary.
- D tasks are tasks for delegation.
- E tasks are tasks you could eliminate.
Other methods include the 80/20 method and the four Ds (delegate, delete, defer, or do). Finding the method that works for you can help you better organize your list and prep for your day.
3. Do the most critical tasks in the morning
Once you've created your list, dive into your most important task. The sooner you can start working on it, the faster you can check it off. If you have a big task that might take all day, break it down into smaller tasks. Completing those smaller tasks can help you feel more accomplished as the day goes on.
4. Track your time
Tracking time is the best way to master time management. Estimate how long it will take you to complete a task. Then monitor the time you spend on that task and compare it to your estimated time. Monitoring your time can help you be more conscious of the flow during the workday. And with the right time management solution, you can track time for each task and keep a history of all the time you spent on a project. You might even find a tool that helps you create and view reports of your time based on project, task, or team.
5. Minimize distractions
Distractions are the enemy of anyone trying to manage their time. Find ways to block out distractions as much as possible. Turn on 'do not disturb' on your phone or work computer. Listen to your favorite music to block out noisy office chatter. And if you have to, go offline to avoid things like social media, the news, or emails.
6. Avoid multitasking
Multiple studies have shown that multitasking overloads the brain. Instead of getting more done at once, multitasking can have the opposite effect. Multitaskers are more prone to errors, take more time to complete projects, and focus less. The brain can only focus on one or two things at a time. Switching between tasks only disorients the brain, so avoid it if you can.
7. Use time management apps and tools
Besides tracking your time with a time tracking solution, other time management apps and tools may help you monitor or organize your to-do list. Apps like Freedom can help you block sites that might distract you. Meanwhile, project management tools like Asana, Airtable, and Trello can help you organize, prioritize, and visualize your tasks. You can even sync these apps with your time tracking solution to improve task visibility and track time on projects.
8. Perform audits of your time weekly
If you want to improve your time management skills, the best way to do it is by auditing your time. Every week, record how much time you hope to spend on a project. As you complete assignments, track your time until you complete them. By the end of the week, you'll have a record wherein you can compare actual time spent and estimated time spent. Use this to make adjustments to your time management plans. Continue to review your results week over week to see trends and gradual improvements.
9. Create meeting agendas
Some meetings are productive, and some meetings could have been emails. To avoid the latter, create agendas for any meetings you're hosting. Define the meeting's purpose and share your notes with the team before the meeting starts. Any prep you do beforehand can help you run the meeting smoothly. And if you get done early, everyone will appreciate having time back on their schedules.
10. Don't wait for inspiration to start working
Working when you're not inspired or motivated can be hard. However, inspiration can only come with action. And if you're not inspired or motivated, sometimes, you need to start doing the work. Start now. The inspiration and motivation will follow.
11. Schedule your breaks
Breaks are essential for helping us focus. The brain functions best when toggling between moments of intense focus and unfocus. By adding breaks into your schedule, you can be sure you're disengaging at optimal times. Use your breaks to get a drink, grab a snack food, chat with co-workers, or go for a walk. Your brain will be grateful for the break.
12. Keep a list of backup tasks
When you're in your flow, there's nothing that can ruin your mood quite like waiting. Maybe you're waiting to hear back from a teammate. Or you're waiting to see your doctor for an appointment. Whatever you're waiting on, use those moments to take care of smaller tasks. Catch up on missed calls or respond to emails. You can even take a moment just to relax and catch your breath.
13. Organize your desk, task list, inbox, etc.
Keeping an organized physical and digital space can help you avoid distractions. The organization will also save you from scrambling to find old emails, notes, or a pen in all your clutter. When it comes to organizing your emails, use folders or labels to group project emails together. For your desk or physical space, keep minimal objects on your desk. Organization and efficiency go hand in hand.
14. Use your calendar
Use your calendar to track projects, due dates, and what you hope to accomplish throughout the week. If you use a digital calendar, you can set up reminders, create schedules, set up time blocks, and create recurring events. You can also share your calendar with your team so that they know when you're available.
15. Skip ahead when you feel stuck
Struggling to find the right words, code, or data? Skip ahead to an easier task if you can. Perfectionism and getting caught up in the minutia can only slow you down.
16. Communicate your workload with your team
Once you've made your to-do list in the morning, spend a few minutes communicating your agenda to your team. Communication is vital for a business to function well. Plus, it can help you manage your time—and help your team manage their time. Understanding when you'll be available and what you're working on can help your teammates manage their schedules and when they need your time.
17. Delegate nonessential tasks if you can
As you create your to-do list, you can choose to delegate low-priority items to teammates. If your whole team shares their workload, it may be easier to hand off low-priority tasks to teammates with lighter workloads that day.
18. Check your email once a day
Instead of answering every email immediately, dedicate a portion of your day to answering them all at once. Some people may prefer to answer all their emails in the morning. Others may prefer checking their emails while they have lunch. Whatever you prefer, turning off email notifications and only checking your inbox once can free up a lot of your time at work. But don't forget to communicate your email schedule with your team, in case they need to contact you with something urgent.
19. Learn to say no
Learning to say no can help you avoid an overwhelming workload or last-minute requests. It can put you in charge of your workload and help you set boundaries with others. It can give you a sense of empowerment. Without these boundaries, you may be more prone to burnout and poor time management.
20. Group similar tasks together
As you think about your daily schedule, consider grouping similar tasks together. After all, some tasks require the same type of thought. For example, you might answer all your emails or calls or update your calendar with upcoming or recurring events in the same time block. Grouping these small tasks can save you a lot of time and help you prevent overwork.
21. Find your flow state
Your 'flow state' is your ability to 'get in the zone' and be engaged mentally. Typically, your flow state exists in a space between boredom and anxiety. Work on recognizing when you find your flow state, and try replicating that environment when you need to get down to business.
22. Focus on your work-life balance
The time you spend away from the office can influence how you work in the office. That's why work-life balance is so important. If you're struggling with time management, it could be that the stresses from other areas in your life are affecting your ability to work. Improving your work-life balance can mean getting more sleep and exercise, finding a hobby, or spending more time with your family.
23. Practice removing bad habits
Psychologists believe learning a new habit can take anywhere from 21 to 66 days. Unlearning habits can take just as long. Bad habits can include checking social media or responding to social texts or calls at work. These can get in the way of trying to improve your time management skills. Try to identify your bad habits and work to avoid or unlearn them. Create a strict schedule and stick to it, and those habits may disappear before you know it.
24. Make another to-do list for tomorrow
Want to be extra proactive with your tasks? Use the end of your workday to create a to-do list for tomorrow. When you get in the following day, you'll have a few extra minutes on your schedule to dedicate to your work.
25. Seek a mentor for more guidance
Find a time management mentor who can help you develop your skills even more. Mentors can help you set goals, hold you accountable, and teach you new ways to work. If someone in your office excels at time management, consider asking them for advice or asking them to mentor you on your journey.
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Last updated on December 18, 2017 - My Free Marketing newsletter 👀
I constantly get people that ask me 'Noah, how do you stay organized?'
This is also one of my favorite questions to ask when I interview someone as it speaks volumes on how a person lives their life.
I must admit, my most productive and organized period in life was when I relied on my Treo 650. Most of you youngins have NO idea about dat life =)
Realize though, what works for me, may not work for you.
Everyone has their own way of staying organized:
- My good buddy Neville writes 3 goals on a big piece of paper and then posts them online.
- My business partner Chad doesn't ever write down anything. Besides having a mind like the T-1000 (Terminator super computer), he just always remembers what to do. No f'ing clue how but he does it.
- Anton, my good friend and biz buddy, used to use his moleskin on the daily but now uses a virtual list with Todoist.
I want to emphasize a few things before I show you my system.
1- No organizational system or software will fix you being a lazy ass. People buy millions of dollars of productivity books (they are always top 100 on Amazon), software, and coaching seminars, but at the end of the day YOU STILL HAVE TO DO WORK.
2- What works for me or Nev or Chad will not work for you. It's up to you to figure out what gets you the maximum output.
Note: A favorite book about maximizing your output and engagement are Ultimate Sales Machine and Power of Full Engagement. Highly recommended.
Over the years in iterating on my own organization system, I've recognized a few things that have helped me maximize my output relative to time:
1- Stay humble so you aren't too arrogant to try out something new.
2- Be open to recognizing what is actually working, so you can do more of that.
3- Ruthlessly kill any organization system that doesn't actually help you.
That last one is the hardest of them all. Read it outloud again.
Ruthlessly kill any organization system that doesn't actually help you.
It's harder than it sounds. It's the things you do daily, weekly or yearly that aren't serving you but you still haven't cut out of your life.
Now you should be in the right mindset Without further ado how I personally stay organized.
My life is based on Google Calendar. Almost everything I do is scheduled and planned ahead of time.
Here's a picture of a typical week.
A few key things that help me stay productive:
1- I block out time for activities AHEAD of time. I do this on Sunday based on the things I want to get done for the week.
2- I put things on auto-repeating so it's in my calendar. Notice handstand practice and gym life. E'ry day.
3- I use different colors for things cause colors are purdy.
4- I block out time on Tuesday and Thursday mornings for studying whatever I want and for an activity, because every time I do those I get great ideas and feel great.
5- I try to put things others are responsible for or I expect in calendar so I can get it out of my head and not have to remember it like 'Brushy report' or doing Monday morning business operations.
6- One HUGE thing is on Sundays, I look at all the things in the upcoming week I DON'T want to do and remove them. Poof. Gone. It's your life. One time. Sketchbook pro 2020 full download. Remove anything religiously that does not help towards your main goals.
The second cornerstone of my organization system are my weekly check-ins.
I do this with anyone crucial to the Sumo company and with Adam Gilbert, which we do every Sunday.
For my Sunday check-ins, I HIGHLY recommend you get an accountability partner. Adam's mine, don't steal!
First thing I do is review the previous weeks categories. I email Adam on Sunday night and cc sunday@followup.cc. This will return my original email to my inbox on Sunday so I can do a recap of what I did or did not do. I'll tell Adam what I did or didn't do.
Then what I do is update for the upcoming week, a text doc that is in Dropbox called today.txt. It looks like this:
Things 3 2 2 – Elegant Personal Task Management System Pdf
I break out my upcoming week in 3 categories: work, work-out (health) and personal. It's up to you to determine what a great week looks like. Don't add more than 3 to each category. I don't buy into doing the hardest thing first. Sometimes you just need an easy win. Find what works for you but the main thing I do is not to list 500 things for the week. That'll be overwhelming and likely not super meaningful in the results.
I'll fill in the upcoming week and email that to Adam with the followup.cc.
Then I block out times for those activities in Google Calendar.
Things 3 2 2 – Elegant Personal Task Management System
Okay, you are set for the week, but do you organize on a longer-term scale?
I break my organization into short, medium and long.
Short term - Anything done < 1 month
I use Remember The Milk for my basic check list. Why? Cause it's stupid simple, I like having desktop, mobile, offline access and they were an early AppSumo partner. #loyalty There are literally 100s of To-do apps. Find the one that works for you.
I have a whiteboard on my wall, I use it for things I want to get done that week, grocery list, my main theme of the year (it's Fierce) and letting my gf draw all over it. I like seeing themes and activities repeatedly. Helps me remember to get things done.
During the day, I use a moleskine. I have it next to my desk. My MOST productive days are when I list out 3 things I want to get done in the moleskine BEFORE I open my laptop. Once the computer opens up, the brain turns off. Seriously. Think about it. I'll also list some stupid shit on there like go to gym or talk to someone I already have scheduled. I want to feel progress and the little wins make me feel goooooood.
The last thing on my short term stuff is using ScheduleOnce.com. Have you ever gone back-n-forth trying to coordinate a meeting? Read this article by Paul Graham about maker vs manager's schedule. The key thing that's stuck with me is if you are in sales, you take the mtgs you can, when you can. But otherwise you need to structure your time for minimizing distractions and getting shit done.
So if someone wants to meet, I send them my link and I only allow 15 minute blocks to chat on Tues and Thur and only in the afternoon. Mornings and super late nights are my sweet spot and I protect them.
Medium Term - 1 month to 1 year
In the beginning of the year I write out my bucket list for the year. Same 3 categories as above: work, work-out and personal. I'll save that list and put it on a sticky so I ALWAYS see it daily when I open my laptop.
I use Stickies (free and built into Mac) to have my yearly goals visible every day. I also add positive affirmations like the Drake quote to them:
'I signed up for greatness. This comes with it.' [click to tweet]
Another medium system I use is Notes on my iPhone and make sure they are synced to gmail as such:
In here I'll put rap lyrics for my music (yes!), business ideas from a lunch meeting, short term passcodes, my jokes list, new workout program ideas (Synthesis) and other more temporary thoughts I'll transfer somewhere else or delete.
Another tool I've used for organizing is BetterSnapTool. Ever had a live chat with customer support but you want another screen open? BST makes it stupid easy for your to put 2 screens side by side. As well, makes it easy to make a window take up the whole screen just using your keyboard. Time saver!
I've gone back and forth but ultimately having 2 monitors makes me more productive. Imagine having 2 keyboards? It's like that. Do it.
Longer Term
For anything I just want to brain dump I use Evernote.com. Some of my favorite use cases are my bank information (router / account #), people in cities so I can look up who to hang with when I travel, recipes, passport photo, license info, workouts and other non-critical brain dump info go in Evernote.
For writing articles, journaling and thinking through things are written in MacJournal. I break things out by journal categories. I have OkDork articles, Sumo related articles, book reports, documenting support, etc.
Many times I'll go into Focused Editing mode which helps me not get distracted and finish the writing I blocked out time to do. For every article I write publicly I'll take it from MJ and move it to a Google Doc for group editing.
So that's how I help run AppSumo, SumoMe, and get my personal things done.
At the end of the day, it all comes back to you. Find the organization system that works for you.
Popcorn time 0 3 10 linux. Stay organized,
Noah 'tacos' Kagan
Ps. How do you stay organized? Leave a comment and I'll send 2 people my favorite books on organization.
