Time management at work
SMART: Action
Action!
Time management at work is about action. Yes, you need a big picture to set the direction and milestones but without the "A" you go nowhere.
To take action you need to create a series of tasks that relate to your overall plan created in the "S". Take your plan and for the first 2 months create action or task lists. These lists will need updated regularly but they'll form the backbone of the tasks you undertake to endure you achieve your strategy.
Task Lists
Everyone creates task lists all the time. They write them on the back of an envelope. They write them in their filofax, on their computer, everywhere. Unfortunately people generally don't do it in a systematic manner. They only draw up a list when they think that there is a lot to do and they're worried about it.
Task lists are effective in this once off situation but as soon as they start to have the desired effect people stop using them! Yes it's true! I've done it. I've a list of chores, I draw up a list, I do a few items on it and then I throw it away.
Whilst this might work for lists of chores round the house it won't work if you want to get through your yearly strategy. If you want to succeed you need to take and continue to take a systematic approach to your task lists. Pick and follow one of the many task list systems that are available. I describe one in tips on time management but if it doesn't work for you then use the one that does.
Do Now
Time management at work starts with the Do Now task list which is the task list of immediate tasks. On this list you should have the tasks that you're going to do this week. Some task list systems suggest that you use this list for stuff that can be done really quickly or that can be done today. I've personally never found that effective. I might have one or two tasks that fall into that category but generally I don't.
I pick a week for my Do Now list because that's what works for me. It's clear to me that every week I have a list of tasks to get through. If I don't get through them by the end of the week they need to be moved to another list or appear on next weeks list.
When deciding time management at work, you need to take into account the size of the tasks that you're doing. For example if you have a job that has lots of small tasks that take 15 minutes to 1 hour then I'd suggest that a week's task list will be too big. Perhaps you need a list that covers only day.
If you're unsure about what to add to your list you could try this time management at work page which explains all about mind mapping and the how to lay out thoughts in a structured manner.
Do Later
Do Later is the task list that covers all the tasks that'll need completed in the next two months but not in the next week. I use this list simply as a storage list for all the things I know need done but that aren't urgent. This list is important because the stuff on it does need done, however it doesn't need done now.
At the end of each week I'll take my Do Now list and my Do Later list and I'll merge all the uncompleted items on the Do Now list onto the Do Later list. I'll then create a new Do Now list for the following week. This works pretty well.
Like the Do Now list you need to think through carefully this part of the time management at work review cycle. Consider how it will work for you. Don't fall into the trap of some system that advocate set timelines. If you try to follow some preset system and the cycle is wrong for you, you'll quickly stop using the system and the benefits will vanish.
Perhaps Never
Perhaps Never is my favourite list. This list contains all the stuff I'd like to do but never seem to get around to. Some of the tasks are old friends now! I use this list as a holding ground for the thoughts that constantly buzz around in my head. Once they are on this list I can let them go. I know I can always find them again.
Some people I know use this list in a split manner. They have long term items and items that they think they'll do in 3 or 4 months time. Whilst I understand why people do this I think it's adding extra complexity that isn't needed. Instead I just use my 2 month horizon on the Do Later list and make sure it is up to date.
Projects
Project is a list for the tasks that are not really single tasks. This is for items that need multiple tasks to complete. Associated with each of the tasks (or projects) on the list I'll have a separate plan.
The separate plan holds a list of the tasks, their order, start and finish dates so that I know what needs to happen and the order. If the project is a big project then I'll have a whole project plan and the task on the projects list is really just a placeholder.
In summary remember time management at work can be achieved successfully. Follow the SMART method and prepare your task lists. Remember as well that this isn't only appropriate to time management at work but the same techniques can be used in your personal life.