Time Management for Mere Mortals (Part 5)

Plan Tomorrow Today

by Brandon Jubar

In Parts 1 through 4 of this series, we discussed ways of tackling the disorder on your desk and in your computer. Now that you've managed to tame the clutter beast, it's time to talk about being proactive in your approach to time management. The best way to do that is to create a plan for tomorrow -- and do it today!

Proper Planning and Prioritizing

If you're like many people, the day comes at you fast and furious. Once you get rolling, there's rarely time to worry about things like planning and prioritizing. So what you need to do is complete those activities at the end of the day, focusing on tomorrow. For instance, at the end of your work day, spend just 5 or 10 minutes updating your Master Task List and determining what to work on the next day. These daily items should go on a "To Do List".

Remember that your Master Task List is not the same as your To Do List. The Master Task List contains all of the items you need to do, regardless of the timing. On the other hand, your To Do List contains those items you are working on that day (or week, if you prefer). As things pop up during the day, you may add immediate tasks to your To Do List. If these tasks remain incomplete at the end of the day, they may be added to your Master Task List until they are completed.

5 Tips for Better Planning

Planning for tomorrow is not rocket science, but there are several things to keep in mind that can help you use your To Do List effectively and efficiently. These tips can also help keep you from getting discouraged as the world throws yet another monkey wrench into your perfectly planned day.

Tip #1: Schedule time for tasks that are important but not yet urgent.

Once you've developed a Master Task List, it should be relatively easy to fill every minute of every day with urgent items. However, keep in mind that there are some items that are extremely important to your long-term goals but are not yet urgent. Try to schedule at least one hour each day to work on these tasks before they become urgent.

Tip #2: Schedule uninterrupted time for tasks that are urgent and important.

When you have items on your To Do List that are both urgent and important, don't assume that you'll be able to complete them when the phone is constantly ringing and people are stopping by to chat. Set aside enough time to complete these tasks and screen the time so you can stay focused. If you have a secretary, have all unrelated calls held and all visitors scheduled for later. If you don't have a secretary, then set your phone to voicemail, close your email program, put away your blackberry, and shut your office door. If you're stuck in a cubicle, you may need to grab a small conference room. Whatever the case, you need to find a way to block out the world for a while.

Tip #3: Organize your To Do List logically.

Most of the time, creating a laundry list of items on a To Do List is discouraging and not very productive. Luckily, there are different ways to organize such lists, and you can choose the way that works best for you. Grouping similar or related items can be helpful. Such grouping can be done according to the topic (such as a particular project), or by the type of activity (such as Calls or Email). By organizing the items on your list in some logical way, you create a pattern that is easier for your mind to absorb, making the To Do List much less intimidating.

Tip #4: Remain flexible!

There are far too many constraints put on us as it is, so don't make your To Do List one of them. The idea is to help you stay focused on your top priorities, but how things are prioritized may not always be within your control. The key is to use the List to stay focused, avoid tangential tasks that get you sidetracked, and thus get more of the truly important activities accomplished. But don't be shackled by your List or the way you've prioritized it. Something new may come up that needs to be handled. Or you may need to call someone in the morning because that's the only time he or she can be reached, even though there are other items that would normally come first based upon priority.

Tip #5: Keep your goals in plain site.

By the end of the week, you may find that you gradually strayed almost completely off course. Dealing with all of the daily fires that pop up can do that to the best of us. So that you don't get too bogged down in the weeds throughout the week, it's important to keep your top goals in front of you each and every day. For instance, pick one or two key goals for the week -- perhaps some that require a little bit of work daily -- and write those at the top of your To Do List every day. "Out of sight, out of mind" is often the case when we get busy, so don't let those key goals get out of sight!

Summing It Up

Spend 5 or 10 minutes at the end of each day to plan and prioritize for the next day, creating a logically organized To Do List. As part of your day, schedule time for tasks that are important but not yet urgent, as well as uninterrupted time for tasks that are important and urgent. And finally, remain flexible but keep your key goals in plain site. Follow these guidelines and you'll be better able to manage your time by planning tomorrow today!

Life Applications:

What "to do" items do you have that are important but not urgent?
How will you effectively create uninterrupted or "screened" time?
How well-rounded are your key goals?

Copyright 2008 by Brandon Jubar
All rights reserved.