1. Write a Task List Every Day. Instead of keeping a running list of tasks or sticky notes all around your work area, make a new list each day. Only put tasks on your list that need to be done that day and are important to your job. Prioritize the list by the tasks that are most important to your success. Work the list according to the priority, not the things that can be done quicker and easier. If you don't get all the tasks done, decide when you can get them done, whether it is the next day or another day in the future.
2. Break Projects Into Smaller Chunks to Put On Your Task List. Resist the temptation to put a whole project title on your task list. Break any task that will take longer than one day into segments and put only the segment or segments that you can get done in that day on your list. You will find that you will accomplish more each day and make steady progress toward your goals.
3. Make Your Task List No More Than 60% Of Your Discretionary Time. Discretionary time is time that is not committed by others such as time in meetings. You will always have things arise that you hadn't anticipated which will take up a portion of your day. Therefore, if you only put on your task list the most important items that will take 60% of your discretionary time, you will spend your time more wisely and be prepared to handle the unexpected occurrences.
4. Make A Long-Term Task List And Consult It Monthly. If you have tasks or projects that need to be done, but don't have a specific deadline or near-term deadline, put them on a long term task list. At the beginning of each month, review the list and decide if you want to move any of the items to the task list of a day that month.
5. Set Follow-Up Reminders for Emails And Tasks. If you receive an email for which you need to follow up with a response or find out information, set a reminder flag, give a date, and time to remind you. If you are using Outlook, you can also drag the email to the date on the calendar and create a reminder. If you simply want to remember to do something at a point in the future, create a task with a reminder for that future date. This can also be helpful when you are expecting information from others by setting a reminder to expect a response from them on a certain date.
6. Keep Something Handy To Jot Down Thoughts So You Won't Forget Them. How often have you thought of something or had someone stop you in the hall to ask you to do something, but you forget it by the time you get back to your work area? Carry a small pad of paper, a mini spiral notebook, or 3x5 cards and a pen in your pocket to write things down at the moment. You can sort through these cards/papers when you get back to your workstation to follow up or take action as you promised. Another idea is to use the voice recorder on your cell phone or use one of those mini digital voice recorders you can put on a key chain.
In The End, pay attention to the things in your job and your life over which you have control and which will pay you the most dividends. Spend your time systematically on those things and you will not only get more done, but you will have higher satisfaction in your productivity. Best wishes for a successful 2008.
