In this article on how to become expert in time management part 2. We will recap, these initiatives: analyzing how and where you spend your time, transforming or changing your activities, and finding new ways to do things.
How to become expert in time management Part 2
Doable Steps for Mastering Time Management
In this article, we’re going to delve deeper into the world of mastering time management and learn how to create order out of apparent chaos using a method so basic, anyone can do it.
The method to the (time) management
The most basic and yet the most valuable and effective tool of time management is list-making. It is a simple tool, but oh so impactful. It keeps things orderly, organized, and doable. There is nothing easier than building a to-do list.
Maximum results from a simple format
To follow, you’ll see some expert tips on building the ideal to-do list:
Create the Right To-Do Lists – Ultimately there are three different kinds of to-do lists that you can put together. It really all depends on what exactly you have to accomplish. To start off with, you can build a comprehensive to-do list. This is a list that contains everything you have to do both right now and in the long-term.
The list can be as long as you want to make it. Don’t be overwhelmed by the volume of the items on this list. You will be building two smaller (and more manageable) lists from this one.
Using your main to-do list as a resource, you can start putting together what’s known as a day list. This list will contain all the tasks you need to accomplish today – this includes any urgent or time-sensitive items (including items with deadlines attached to them) from your main to-do list.
The final list you want to put together is called the future list. This is a list that contains all of the things you want to accomplish in the next several weeks or months. For example, if you have something that needs to be completed within the next two weeks, add it to your future list. That way it won’t linger on your daily list and take away space from more priority items.
Prioritize Tasks with the Main To-Do List – It sounds like a lot of hassle to put together three separate lists, but these lists will help you learn how to prioritize things.
Treat your main to-do list as a checklist. It is meant to be a resource, a reference to feed into your smaller “working” sub-lists. As you move things from your main to-do list to one of your two sub-lists, make sure you indicate on the main list the date and time that the item is being placed on the sub-list.
Consider adopting a ranking system for your lists. It can be a ranking system that you create – you decide what each code means – and it will be a system relevant to you. For example, let’s say you set up a ranking system using the codes E1 and E2. The rank E1 would indicate that the task is “super easy – will not take more than 10 minutes” and the rank E2 would indicate that the task is an “enjoyable task.” Using a fun ranking system like this will not only keep you focused and help you prioritize things, but they will keep you motivated and accomplished as you check things off of your lists.
Use the Future List Wisely – Let’s talk about the future list for a moment. Using the future list, you can keep track of the less urgent tasks that you have to accomplish. This list will help keep your upcoming tasks in front of you so that you don’t forget about them. Usually, these tasks don’t have to be completed today, but it’s still a good way to keep them organized and in front of the mind.
Even though these tasks have future completion dates, don’t get into the habit of using this list as a procrastination list. Having a lot of things on your future list doesn’t always mean you’re managing your time well or that you’re organized. Once you make your three lists stick with the initial timeframe you’ve set for each task. Don’t add something to the future list just because you don’t want to do it now.
Creating and keeping your to-do lists
You may prefer to go the old-fashioned route and write your lists in a physical journal
As you are keeping these lists in a physical journal, you might want to use a monthly planner to extend your future list in order to stay organized. A monthly planner will enable you to keep track of the days and weeks leading up to each deadline.
Of course, not everyone likes to keep track of a journal or a notebook.
If you prefer to utilize your electronic device – a phone or a tablet – to keep track of your lists, consider downloading apps like Any. Do or Clear. There are a whole host of organizations and to-do list programs accessible via iTunes or Google Play. Check out other app centers such as Opera Mobile Market to find additional tools.
Whatever app you choose to use, that app should allow you to create an unlimited number of to-do lists and sub-lists. The app should allow you to add timestamps and dates for the items that you put on the list.
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There are some applications that even allow you to share tasks via email and through in-app messaging. These features go beyond the basic features already mentioned above, but they’re still nice bells and whistles to have. Explore different applications and see what works best for you based on the length and content of your lists, and what features you determine will help you to stay optimally organized. Of course, if you decide that you don’t want to download another app to your phone or tablet, explore the features on your calendar. It may give you the ability to create to-do or task lists.