Task/Time Management
Discussion
Has anyone got any top tips for managing the infamous 'to do' list? Running this business involves me doing a multitude of different things and I have trouble keeping track of what tasks need doing. The great diversity of stuff makes that list even more challenging.
I go through phases of being really organised and using the task management in Outlook, but that just ends up with hundreds of reminders popping up and me postponing them.
Then I end up writing them in my notebook and carrying them over each day as I tick them off until I get lazy about that and forget a few and get out of the routine.
Then I try writing everything up on the whiteboard but then then becomes familiar and I start ignoring the tasks that have been up there for ages.
Then I go back to Outlook...
I guess I just need to be more disciplined in my routine (but that's the trouble - many days are very different so routines get broken).
Has anyone got the answer?!
I go through phases of being really organised and using the task management in Outlook, but that just ends up with hundreds of reminders popping up and me postponing them.
Then I end up writing them in my notebook and carrying them over each day as I tick them off until I get lazy about that and forget a few and get out of the routine.
Then I try writing everything up on the whiteboard but then then becomes familiar and I start ignoring the tasks that have been up there for ages.
Then I go back to Outlook...
I guess I just need to be more disciplined in my routine (but that's the trouble - many days are very different so routines get broken).
Has anyone got the answer?!
Ted,
I suffer the exact same way. The only way I can do it is to re write my to do list daily. First thing I do when I'm in the office in the morning.
Discipline .... although I can't say that I do it every single day. I handwrote mine in a 'day book' which is vital in my role. If I lost it I would be knackered.
I can not get on with computers for this kind of thing.
Not a lot help really ...
I suffer the exact same way. The only way I can do it is to re write my to do list daily. First thing I do when I'm in the office in the morning.
Discipline .... although I can't say that I do it every single day. I handwrote mine in a 'day book' which is vital in my role. If I lost it I would be knackered.
I can not get on with computers for this kind of thing.
Not a lot help really ...
Agree that outlook can be a bit of a pain but if you work on a PC then it's, for me anyway, the only way to manage meetings etc, don't bung it up with trivia though otherwise you'll just ignor it.
I also prefer a 'things to do' list in the day diary (A4 size helps!!), discipline does comes in handy with this. There is no problem in transferring from the previous day but I find that first thing in the morning it's worth scanning them and writing a priority number next to them, at least you'll get the iportant things done first. I find it also handy and slip the odd 'go for a beer' entry in as at least you can meet that one
.
Once saw a management training video about 'time management' staring John Cleese, very funny but sadly true, worth looking at if you can find it.
Harry
PS normally if its all getting on top of you i.e. every day, it's a sure sign that you need a holiday to chill and forget about it all, lifes too short not too
I also prefer a 'things to do' list in the day diary (A4 size helps!!), discipline does comes in handy with this. There is no problem in transferring from the previous day but I find that first thing in the morning it's worth scanning them and writing a priority number next to them, at least you'll get the iportant things done first. I find it also handy and slip the odd 'go for a beer' entry in as at least you can meet that one
. Once saw a management training video about 'time management' staring John Cleese
, very funny but sadly true, worth looking at if you can find it. Harry
PS normally if its all getting on top of you i.e. every day, it's a sure sign that you need a holiday to chill and forget about it all, lifes too short not too
dontlift,
Do they do versions that only manage work time though?
Currently I've got a daybook, whiteboard, lotus notes and a palm pilot - and have a habbit of leaving myself voicemails for important reminders. Needless to say the best one is the scrap of A4 with the handwritten 'do today or die' list...
That being said I find a couple of tricks work really well :-
1) Never answer phone calls unless you recognise the phone # - let the rest go to voicemail
2) Only listen to voicemail twice a day (and weekdays only) 9AM and 4PM
3) Rewrite your 'to do' day list at 5pm each night for the next day - this way you leave work not fretting about stuff you might have fogotten
4) Once in a while review all tasks and either bin or do the one's that have been outstanding for ages
5) Review email in batches not all the time - set the incoming alert to be hourly
6) Delegate ruthlessly - you can't do it all yourself even if you'd like to (most people have a big trust thing to get over here)
As said above get into a rythm and most importantly enjoy pistonheads
Cheers
Do they do versions that only manage work time though?
Currently I've got a daybook, whiteboard, lotus notes and a palm pilot - and have a habbit of leaving myself voicemails for important reminders. Needless to say the best one is the scrap of A4 with the handwritten 'do today or die' list...
That being said I find a couple of tricks work really well :-
1) Never answer phone calls unless you recognise the phone # - let the rest go to voicemail
2) Only listen to voicemail twice a day (and weekdays only) 9AM and 4PM
3) Rewrite your 'to do' day list at 5pm each night for the next day - this way you leave work not fretting about stuff you might have fogotten
4) Once in a while review all tasks and either bin or do the one's that have been outstanding for ages
5) Review email in batches not all the time - set the incoming alert to be hourly
6) Delegate ruthlessly - you can't do it all yourself even if you'd like to (most people have a big trust thing to get over here)
As said above get into a rythm and most importantly enjoy pistonheads
Cheers
I use outlook, add a new list every evening before finishing work, I also synchronise the list across home and work computers and have it on my P800 finally just incase i should forget, I print out the days list at the start of the day to have an easily annotated list sitting on the desk.
or get a bossy PA.
>> Edited by dans on Tuesday 6th May 13:10
or get a bossy PA.
>> Edited by dans on Tuesday 6th May 13:10
Size Nine Elm said: Process before tools... any of the above can work, but you have to stick to it.
Exactly.. Whatever tool will only help you if you have the process behind it to back it up. Personally I use an ipaq synched to my desktop; everything goes into the gadget and its so far not let me down.
I've heard good things about a piece of software called GoalPro, (do a google) but haven't tried it myself yet.
I've just been asked to come up with a 45 minute presentation/workshop syndicate on just this subject.. If I ever get around to doing it, I'll copy you into the materials.. (Those that know me IRL as it were will be ROFLAO now - not being the most organised of people I was hoping to attend, not give the session..)
If you don't need it for anything else, get a Palm Zire (70GBP) and synch that to Outlook. Can also hold all of your contacts diary etc (or am I preaching to the converted?)
As everyone else says, you need to get the process right first.
Sparks (the MOST disorganized person in the world)
As everyone else says, you need to get the process right first.
Sparks (the MOST disorganized person in the world)
PetrolTed said: Well, I'm back to Outlook currently and have had a couple of days of extreme efficiency basically down to staying focused etc. Not sure how long I can keep it up though!
Ted, I hate to break it to you, but you are heading toward the first hurdle of success. It's time for a "girl friday"/assistant. I was there about 5 years ago. I was trying to do everything myself and just couldn't, so things did not get done. My assistant now does all of the petty time consuming things (like bill paying and collecting past dues from clients, etc) while I can focus on more strategic items...
...also, if you can get a copy of Steven Covey's "The 7 habits of highly effective people", it's a good read...
ErnestM
Ted
I have to agree with ErnestM, you are getting overly successful. Hire yourself some managers, give the forum moderators more control buy youself a well connected Ipaq and retire to the sun
We use a seperate online diary to book appointments, Bonce wrote it so it is excellent and simple and works really well for holidays, meetings, busy, working from home, etc, etc. It is tied to a timesheet system so we can use it for project costings etc.
Where it is weak is assigning tasks, I gave up on outlook a while ago as it was overly annoying, I sort out a list in the morning as I shower and get dressed then come to work and get sidetracked. I do use voice messages for myself and post its as they annoy me so I do the task so I can get rid of the post it. I'm getting a P800 next week (thanks for your help there DanS, did I tell you we are getting them for nothing?) so I will be using outlook and the P800 to maintain a list of important stuff like the Business Plan rewrite I should be doing now (I hate writing business plans).
Oh well back to work.
D.
I have to agree with ErnestM, you are getting overly successful. Hire yourself some managers, give the forum moderators more control buy youself a well connected Ipaq and retire to the sun
We use a seperate online diary to book appointments, Bonce wrote it so it is excellent and simple and works really well for holidays, meetings, busy, working from home, etc, etc. It is tied to a timesheet system so we can use it for project costings etc.
Where it is weak is assigning tasks, I gave up on outlook a while ago as it was overly annoying, I sort out a list in the morning as I shower and get dressed then come to work and get sidetracked. I do use voice messages for myself and post its as they annoy me so I do the task so I can get rid of the post it. I'm getting a P800 next week (thanks for your help there DanS, did I tell you we are getting them for nothing?) so I will be using outlook and the P800 to maintain a list of important stuff like the Business Plan rewrite I should be doing now (I hate writing business plans).
Oh well back to work.
D.
Not sure about the never going home bit
It's been a good week for task management - I've stayed organised and achieved a lot. The issue of growth is real though. No matter how organised I am it is getting to the point at which I'll need help of some sort. How I attack that is to be decided when I get five minutes
It's been a good week for task management - I've stayed organised and achieved a lot. The issue of growth is real though. No matter how organised I am it is getting to the point at which I'll need help of some sort. How I attack that is to be decided when I get five minutes
Buggered if I know, Ted; after 13 years of wishing I'd done an Llb and become a fully paid up member of the bloodsuckers' society, I'm weary of believing genuine delegation is even achievable - as you infer is necessary.
Not so much a case of not being able to get the staff as specific managers.
I've been here since 0730 and don't know a manager on earth that would genuinely work the necessaries...
Not so much a case of not being able to get the staff as specific managers.
I've been here since 0730 and don't know a manager on earth that would genuinely work the necessaries...
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