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3 Secrets to Moving Personal Task Management to the Business Level

3 Secrets to Moving Personal Task Management to the Business Level

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    You’ve got managing your tasks down to a science. Your dry cleaning is always picked up on time, your ‘honey-do’ list at home has nothing left on it, and you’ve even gotten through all the assignments your supervisor has handed off to you. You are a to-do list rock star.

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    But then something changes: maybe you’ve started your own business. Perhaps you’ve been bumped up into management. Suddenly you have to manage tasks for more than just yourself: you have employees or contractors you’re responsible for keeping on track, as well as a need to complete your own projects. How do you take your personal task management skills to the next level? How do you manage tasks when you’re responsible for other workers’ accomplishments?

    Making The Change

    I’ve been struggling with adapting my approach to managing tasks to the fact that I’m in charge of more than just my own work these days. Somehow, assorted to-do lists on RememberTheMilk just stopped being enough when I needed to remember to handle invoicing, checking in with writers and still handle my own projects. I had to step up my task management skills and make some changes.

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    As I was finding a new balance for managing deadlines and tasks, I learned a few things. In particular, I learned that I didn’t like most of the project management options out there — many were actually more hardcore solutions than I needed — but a lot of the basic task management options didn’t meet my needs either. Just as I had to find a system that worked for me when I started getting my to-do list under control, I had to find a balance in handling projects that involved multiple people. Along the way, I learned a few things.

    Secret #1: Technology is a Choke Point

    I think just about everyone I know relies on technology in some way to help them manage their to-do lists. There are a few paper-and-pen holdouts, admittedly, but that sort of approach does place certain limitations on task management. A lot of people have moved at least as far as using a text file to manage their tasks, if not moving on to at least a basic application. The technology available can be extraordinarily helpful in not only organizing tasks, but also helping us complete them. However, it’s also the choke point for taking on bigger projects and responsibilities.

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    The big problem is that we commit to a certain application or approach to managing our tasks. While there are a few exceptions that flit between RememberTheMilk, Toodledo and whatever they find like to-do list butterflies, the general approach is to find one system that works for you. We tend to stick with systems until something forces us to move on. That’s actually not a bad thing: why mess with something that’s working. The issue is that we don’t always recognize exactly what isn’t working. We’re inclined to cling to our current set up or application as long as possible.

    The solution is relatively simple: we have to be willing to change our technology as needed. I’m not recommending that we all join the aforementioned butterflies, but it is important to recognize that as we scale upwards, we usually have to change tools. Take a look at your options and see which meet your new needs: maybe the ability to share tasks is crucial, or perhaps you need some sort of visualization. And when you find the tool that makes sense as the next step, jump as fast as possible.

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    Secret #2: Other People Are Now Involved

    If you’ve gone the entrepreneurial route and you’re doing well, you might be hiring employees or bringing on a virtual assistant. Even if you’re just managing staff for someone else’s company, you’re going to have some other people to think of when it comes to managing tasks and projects. As the boss, you do have the option of imposing any productivity system you want but doing so might not endear you to the people you have to work with.

    It’s worth your while to check with those individuals to see how they like to handle tasks. Make use of the inboxes, to-do lists and other systems they already have in place, whenever possible. There’s often a reason that they’ve made use of a particular system: right now, I’m working with a writer who just doesn’t have the online skills to work with something like Basecamp. I email her each task or project I need her to work on, because that’s the only inbox she’ll actually check. Such a situation isn’t always ideal, but it works and that’s the important thing.

    Secret #3: It Has to Work

    When I realized I needed an application that could help me track larger projects, I looked at several options. I signed up for a whole stack of trial accounts and messed around with a whole bunch of applications. There were one or two that I kept coming back to — not because they worked particularly well with the way I operate, but because I knew that a couple of friends swear by them and find them perfect options. I even started using one of these applications — and everything fell apart.

    Recommendations aren’t enough. Instead, an application actually has to work with your personal methods of getting things done. If it doesn’t, don’t pay money for it and don’t spend time on it. Try out applications as much as needed, but jettison them if they aren’t working for you.

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    Last Updated on November 19, 2019

    How to Become an Early Riser and Stay Energetic

    How to Become an Early Riser and Stay Energetic

    When you become an early riser, you’ll experience a lot of benefits including feeling more energized and having more time to do what you want.

    If you’d like to become an early riser, there are some things you should know before you run off to set your oft-ignored alarm clock.

    So how to become an early riser?

    Here are five tips I’ve discovered to be most helpful in making the transition from erratic sleeper to early morning wizard:

    1. Choose to Get up Before You Go to Sleep

    You’re not very good at making decisions when you’ve just woken up. You were in the middle of a dream in which [insert celebrity crush of choice here] is serving you breakfast in bed only to be rudely awakened by the harsh tones of your alarm clock. You’re frustrated, angry, confused, and surprised. This is not the time to be making decisions about whether or not you should stay in bed! And yet, most of us leave the first decision of our day to be made in a blur of partial wakefulness.

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    No more!

    If you want to be a consistently early riser, try making your decision to rise at a specific time before you go to sleep the night before. This frees you from making the decision in the morning when you’ve just woken up. Instead of making a decision, you have only to follow through on your decision from the night before.

    Easier said than done? Of course. But only for the first few times. Eventually, your need for raw willpower to get out of bed will diminish and you’ll be the proud parent of a new habit!

    Steve Pavlina suggests you practice getting out of bed during the day[1] to get a few of the “practice sessions” out of the way without the early morning fog in your head.

    2. Have a Plan for Your Extra Time

    Let’s say you’ve actually made it out of bed 2 hours before you normally would. Now what? What are you going to do with all this time you’ve discovered in your day?

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    If you don’t have something planned to do with your extra time, you risk falling for the temptation of a “morning nap” that wipes out all the work you put into getting up.

    What to do? Before you go to bed, make a quick note of what you’d like to get done during your extra hours the following day. Do you have a book to write, paper to read, or garage to clean? Make a plan for your early hours and you’ll do more than protect yourself from backsliding into bed.

    You’ll get things done and those results will fuel your desire to build rising early into a habit!

    3. Make Rising Early a Social Activity

    Your internet or social media buddies just don’t have enough pull to make your new habit stick in the long term. The same cannot be said for the people you spend time with as part of your early morning routine.

    Sure, you could choose to read blogs for two hours every morning. But wouldn’t it be great to join an early breakfast club, running group, or play chess in the park at 5am?

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    The more people you get involved in making your new habit a daily part of your life, the easier it’ll be to succeed.

    4. Don’t Use an Alarm That Makes You Angry

    If we’re all wired differently, why do we all insist on torturing ourselves with the same sort of alarm each morning?

    I spent years trying to wake up before my alarm went off so I wouldn’t have to hear it. I got pretty good, too. Then I started using a cellphone as my alarm clock and quickly realized that different ring tones irritated me less but worked just as well to wake me up. I now use the ring tone alarm as a back up for my bedside lamp plugged in to a timer.

    When the bright light doesn’t work, the cellphone picks up the slack and I wake up on time. The lesson learned? Experiment a bit and see what works best for you. Light, sound, smells, temperature, or even some contraption that dumps water on you might be more pleasant than your old alarm clock. Give something new a try!

    5. Get Your Blood Flowing Right After Waking

    If you don’t have a neighbor, you can pick fights with at 5am, you’ll have to settle with a more mundane exercise. It doesn’t take much to get your blood flowing and chase the sleep from your head.

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    Just pick something you don’t mind doing and go through the motions until your heart rate is up. Jumping rope, push-ups, crunches, or a few minutes of yoga are typically enough to do the trick. (Just don’t do anything your doctor hasn’t approved.)

    If you live in a beautiful part of the world like me, you might want to use a bit of your early morning to go for a walk and enjoy the beauty of the world around you.

    If you have a coffee shop open within walking distance, dragging yourself out of bed for a cup of coffee to savor on your walk home as the world wakes around you is a wonderful experience. Try it!

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    Featured photo credit: Nomadic Julien via unsplash.com

    Reference

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