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Course of Actions – Task Flow Mapping Your Day

Course of Actions – Task Flow Mapping Your Day

One of the things I’ve found when listing out tasks and actions, is the difficulty of organizing a list into a logical flow. Most of my day is filled with tasks that I need or want to complete in a specific order, and I wanted a simple way to map out the flow of my day. When I set out to find a way to do this, I had several criteria in mind:

  • It had to be simple – I didn’t want a lot of options or stuff to fill in. Just a quick way to map out the actions for my day.
  • It had to be flexible – Even though I know what tasks or actions I want to perform during the course of my day, things invariably come up. So it needed to be able to fit these items in, without interrupting the flow.
  • It would not be time-based – I have other ways of covering time-based stuff. I wanted it to be strictly a priority-based flow of actions for the day.
  • It would not be project based – Like with time-based stuff, I already had a way of tracking projects. This would be a flow of tasks for the day that may involve several projects and contexts.

A Task Flow Map is Born

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I played around with several methods, and many were way too complex. One great approach is Chris Brogan’s post on Mini Process Flows. It had some ideas with a similar flavor to what I wanted to achieve. But being lazy when it comes to writing things out, I wanted an even simpler approach. My goal was to create a basic form that I could fill out at the start of each day, that would map each of my tasks or actions in the order I wanted to complete them.

The worksheet I came up with has a set of boxes, one for each task, with a small arrow indicating the flow from one box, and task, to the next. The picture below shows a sample marked up worksheet (click to enlarge).

Task Flow Sample WorkSheet Thumb

    The first box has an arrow box for the current page number and the last box has one for the “continued on” page. So if I have more than 10 actionable tasks in a day, I continue on to a new sheet.

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    In order to accommodate things like waiting for, interruptions, unplanned meetings, and deferred tasks, I added adjacent boxes attached with a dotted line. I also included a small circle to designate the type of interrupt. Some of the ones I use most often include:

    • “W” = Waiting for or @Waiting.
    • “I” = General interruption, including phone calls I had to take, unplanned meetings, going out for lunch, etc.
    • “D” = Deferred items, tasks that I decided to put off for some (probably good) reason.
    • “P” = Pawned off on someone else.

    The idea is to have a readily available map of my day, with each task laid out and flowing into the next. As I complete a task, I cross out the box. Originally I had checkbox to mark off completed items, but it wasn’t nearly as gratifying as crossing out the whole thing. As the day progresses I can clearly see what I’ve completed and what is still left to do.

    If I am unable to complete all the tasks by the end of the day, I simply begin where I left off the next day, and then start a fresh page for the new tasks for that day.

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    I’ve recently began combining the Task Flow worksheet with a modified version of the DYI Planner project form. I use the project form to track overall progress for each project, and then load up the Task Flow form with the tasks I need to compete each day. It’s helped tremendously in simplifying my process.

    For me, in order for a system to be useful, it has to be simple – something that doesn’t just add more overhead to my day. Having a way of tracking tasks that is clear and direct, and that still allows me to work in my preferred manner, has helped me to create a system that I actually use.

    Task Flow Worksheet – PDF Format

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    Tony D. Clark writes, draws cartoons, designs software and websites, and spends a lot of time talking others into working from home, being creative, and doing what they love. His blog Success from the Nest focuses on helping parents who want to do meaningful work from home and have more time for their families, and their dreams.

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    How to Fight Information Overload

    How to Fight Information Overload

    Information overload is a creature that has been growing on the Internet’s back since its beginnings. The bigger the Internet gets, the more information there is. The more quality information we see, the more we want to consume it. The more we want to consume it, the more overloaded we feel.

    This has to stop somewhere. And it can.

    As the year comes to a close, there’s no time like the present to make the overloading stop.

    What you need to do is focus on these 4 steps:

    1. Set your goals.
    2. Decide whether you really need the information.
    3. Consume only the minimal effective dose.
    4. Don’t procrastinate by consuming too much information.

    But before I explain exactly what I mean, let’s discuss information overload in general.

    The Nature of the Problem

    The sole fact that there’s more and more information published online every single day is not the actual problem. Only the quality information becomes the problem. This sounds kind of strange…but bear with me.

    When we see some half-baked blog post we don’t even consider reading it, we just skip to the next thing. But when we see something truly interesting — maybe even epic — we want to consume it. We even feel like we have to consume it. And that’s the real problem.

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    No matter what topic we’re interested in, there are always hundreds of quality blogs publishing entries every single day (or every other day). Not to mention all the forums, message boards, social news sites, and so on. The amount of epic content on the Internet these days is so big that it’s virtually impossible for us to digest it all. But we try anyway.

    That’s when we feel overloaded. If you’re not careful, one day you’ll find yourself reading the 15th blog post in a row on some nice WordPress tweaking techniques because you feel that for some reason, “you need to know this.”

    Information overload is a plague. There’s no vaccine, there’s no cure. The only thing you have is self-control. Luckily, you’re not on your own. There are some tips you can follow to protect yourself from information overload and, ultimately, fight it. But first…

    Why information overload is bad

    It stops you from taking action. That’s the biggest problem here. When you try to consume more and more information every day, you start to notice that even though you’ve been reading tons of articles, watching tons of videos and listening to tons of podcasts, the stream of incoming information seems to be infinite.

    Therefore, you convince yourself that you need to be on a constant lookout for new information if you want to be able to accomplish anything in your life, work and/or passion. The final result is that you are consuming way too much information, and taking way too little action because you don’t have enough time for it.

    The belief that you need to be on this constant lookout for information is just not true.

    You don’t need every piece of advice possible to live your life, do your work, or enjoy your passion.

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    So how to recognize the portion of information that you really need? Start with your goals.

    1. Set your goals

    If you don’t have your goals put in place you’ll be just running around grabbing every possible advice and thinking that it’s “just what you’ve been looking for.”

    Setting goals is a much more profound task than just a way to get rid of information overload. Now by “goals” I don’t mean things like “get rich, have kids, and live a good life”. I mean something much more within your immediate grasp. Something that can be achieved in the near future — like within a month (or a year) at most.

    Basically, something that you want to attract to your life, and you already have some plan on how you’re going to make it happen. So no hopes and dreams, just actionable, precise goals.

    Then once you have your goals, they become a set of strategies and tactics you need to act upon.

    2. What to do when facing new information

    Once you have your goals, plans, strategies and tasks you can use them to decide what information is really crucial.

    First of all, if the information you’re about to read has nothing to do with your current goals and plans then skip it. You don’t need it.

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    If it does then it’s time for another question. Will you be able to put this information into action immediately? Does it have the potential to maybe alter your nearest actions/tasks? Or is it so incredible that you absolutely need to take action on it right away? If the information is not actionable in a day or two (!) then skip it. (You’ll forget about it anyway.)

    And that’s basically it. Digest only what can be used immediately. If you have a task that you need to do, consume only the information necessary for getting this one task done, nothing more.

    You need to be focused in order to have clear judgment, and be able to decide whether some piece of information is mandatory or redundant. Self-control comes handy too … it’s quite easy to convince yourself that you really need something just because of poor self-control. Try to fight this temptation, and be as ruthless about it as possible – if the information is not matching your goals and plans, and you can’t take action on it in the near future then SKIP IT.

    3. Minimal Effective Dose

    There’s a thing called the MED – Minimal Effective Dose. I was first introduced to this idea by Tim Ferriss. In his book The 4-Hour Body,Tim illustrates the minimal effective dose by talking about medical drugs. Everybody knows that every pill has a MED, and after that specific dose no other positive effects occur, only some negative side effects if you overdose big.

    Consuming information is somewhat similar. You need just a precise amount of it to help you to achieve your goals and put your plans into life. Everything more than that amount won’t improve your results any further. And if you try to consume too much of it, it will eventually stop you from taking any action altogether.

    4. Don’t procrastinate by consuming more information

    Probably one of the most common causes of consuming ridiculous amounts of information is the need to procrastinate. By reading yet another article we often feel that we are indeed working, and that we’re doing something good – we’re learning, which in result will make us a more complete and educated person.

    This is just self-deception. The truth is we’re simply procrastinating. We don’t feel like doing what really needs to be done – the important stuff – so instead we find something else, and convince ourselves that “that thing” is equally important. Which is just not true.

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    Don’t consume information just for the sake of it. It gets you nowhere.

    In Closing

    As you can see, information overload can be a real problem and it can have a sever impact on your productivity and overall performance. I know I have had my share of problems with it (and probably still have from time to time). But creating this simple set of rules helps me to fight it, and to keep my lizard brain from taking over. I hope it helps you too, especially as we head into a new year with a new chance at setting ourselves up for success.

    Feel free to shoot me a comment below and share your own story of fighting information overload. What are you doing to keep it from sabotaging your life?

    (Photo credit: Businessman with a Lot of Discarded Paper via Shutterstock)

    Featured photo credit: Pexels via pexels.com

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