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Simple Steps on Handling Tasks

Simple Steps on Handling Tasks

Fast handling of things has been the talk of the various categories of the work force for years and years. The basis of fast handling of tasks is time and mind management. It really boils down to these 2 major resources that we all have but tend to over (or under) use. The technique we will discuss here is how manage your time against your mind’s concentration in 5 simple steps:

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  1. Draw a To-Do list with your tasks numbered in priority, importance, and scheduled dates and times of completion. Once a thing comes up (and mind you, “comes up” means “once it appears in the queue of things you have to do”, and not when it explodes as a problem!): When something comes up, there are a few simple steps you should follow in order to maintain rhythm with all your other things.
  2. Assess the importance of the new task (against all others in your list). In other words, you must evaluate whether or not this new task:
    • Is more urging than others on the list
    • Has more potential damage/harm if not done/handled before a specific time.
    • Dependant on other tasks on the list? If other dependant tasks are not on the list and they’re your responsibility, then add them; otherwise, add a task to follow up on whoever has to take care of the dependant tasks to yours.
  3. Insert the new task (and their dependencies or follow-ups on dependencies) into their correct (or most appropriate) priority order on your To-Do list.
  4. Periodically Examine/Review your To-Do list. This is a must do issue every pre-set period of time proportional to the average length of tasks. For instance if your tasks are days and weeks long, then your review should be conducted every other day or every day. On the other hand, the review should be done every 2-3 hours if the tasks are within the minutes or hours (maximum 1 day) range.
    Be careful not to overwhelm yourself with review sessions and finally waste your time. During the review session, examine which tasks have ended on time, which tasks are running late and which tasks seem to have problems in them. Whilst reviewing, re-arrange your priorities or resources accordingly to manage the lag in some projects/tasks (e.g. you might call in someone for help on something) or you may delay some other tasks to handle more urging ones. Such important decisions are a must make and take in order to constantly maintain order in your To-Do list and hence the system of your day and life.
  5. For tasks of priority 1 (and high concentration), do not perform multi-tasking.
    This is an issue that one must handle as he/she goes along. For top priority tasks that need 100% of your concentration, like writing a business proposal or talking to your manager, DO NOT multi-task. Multitasking will not only immensely delay your schedule but will result in the original task taking ages and not getting done in half the quality it could have been done in.

    For other less important (but still on the list) tasks, you might as well multi-task. For instance, you have to prepare lunch and listen to the news. Then do both at the same time! Switch on the television in the kitchen and prepare lunch. Wherever there are timers on steps in the food preparation process, DO put them on and switch on their alarms – so those will alert you in case you were slightly distracted watching TV.

Following the five simple steps will not only make you get your things done, but also you’ll have the time to spend on yourself and for relaxation purposes rather than always running out of time. You know what? You might as well add the time you need to relax on your list, so you can work towards fulfilling it as well.

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Last Updated on October 15, 2019

How to Plan Your Life Goals and Actually Achieve Them in 7 Simple Steps

How to Plan Your Life Goals and Actually Achieve Them in 7 Simple Steps

Where do you want to be 5 years from now, 10 years from now, or even this time next year? These places are your goal destinations and although you might know that you don’t want to be standing still in the same place as you are now, it’s not always easy to identify what your real goals are.

Many people think that setting a goal destination is having a dream that is there in the far distant future but will never be attained. This proves to be a self-fulfilling prophesy because of two things:

Firstly, that the goal isn’t specifically defined enough in the first place; and secondly, it remains a remote dream waiting for action which is never taken.

Defining your goal destination is something that you need to take some time to think carefully about. The following steps on how to plan your life goals should get you started on a journey to your destination:

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1. Make a list of your goal destinations

Goal destinations are the things that are important to you. Another word for them would be ambitions, but ambitions sound like something which outside of your grasp, whereas goal destinations are certainly achievable if you are willing to put in the effort working towards them.

So what do you really want to do with your life? What are the main things that you would like to accomplish with your life? What is it that you would really regret not doing if you suddenly found you had a limited amount of time left on the earth?

Each of these things is a goal. Define each goal destination in one sentence.

If any of these goals is a stepping stone to another one of the goals, take it off this list as it isn’t a goal destination.

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2. Think about the time frame to have the goal accomplished

This is where the 5 year, 10 year, next year plan comes into it.

Some goals will have a “shelf life” because of age, health, finance, etc, whereas others will be up to you as to when you would like to achieve them by.

3. Write down your goals clearly

Write each goal destination at the top of a new piece of paper.

For each goal, write down what is it that you need and don’t have now that will allow you achieve that goal. This could be some kind of education, career change, finance, a new skill, etc. Any “stepping stone” goals you removed will fit into this exercise. If any of these smaller “goals” have sub-goals, go through the same process with these so that you have precise action points to work with.

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4. Write down what you need to do for each goal

Under each item listed, write down the things that you will need to do in order to complete each of the steps required to complete the goal. 

These items will become a check-list. They are a tangible way of checking how you are progressing towards reaching your goal destinations. A record of your success!

5. Write down your timeframe with specific and realistic dates

Using the time frames you created, on each goal destination sheet write down the year in which you will complete the goal by.

For any goal which has no fixed completion date, think about when you would like to have accomplished it by and use that as your destination date.

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Work within the time frames for each goal destination, make a note of realistic dates by which you will complete each of the small steps.

6. Schedule your to-dos

Now take an overview of all your goal destinations and make a schedule of what you need to do this week, this month, this year – in order to progress along the road towards your goal destinations.

Write these action points on a schedule so that you have definite dates on which to do things.

7. Review your progress

At the end of the year, review what you have done this year, mark things off the check-lists for each goal destination and write up the schedule with the action points you need for the next year.

Although it may take you several years to, for example, get the promotion you desire because you first need to get the MBA which means getting a job with more money to allow you to finance a part-time degree course, you will ultimately be successful in achieving your goal destination because you have planned out not only what you want, but how to get it, and have been pro-active towards achieving it.

Featured photo credit: Debby Hudson via unsplash.com

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