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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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    Leon Ho

    Founder of Lifehack

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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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