Advertising
Advertising

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:

Advertising

  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.

Advertising

Advertising

More by this author

Overcoming The Pain Of A Breakup: 3 Suggestions Based On Science Quit Your Job If You Don’t Like It, No Matter What What Highly Successful People Do Every Day To Perform At Their Best How to Plan Your Life Goals and Actually Achieve Them in 7 Simple Steps Seven Budget-Friendly Things to do in San Juan, Puerto Rico

Trending in Productivity

1 How to Be Productive at Home and Make Every Day a Productive Day 2 7 Things to Remember When You’re Going Through Tough Times in Life 3 20 Productive Hobbies That Will Make You Smarter and Happier 4 Ditch Work Life Balance and Embrace Work Life Harmony 5 The Pomodoro Technique: Is It Right for You to Boost Productivity?

Read Next

Advertising
Advertising
Advertising

Last Updated on May 24, 2019

How to Be Productive at Home and Make Every Day a Productive Day

How to Be Productive at Home and Make Every Day a Productive Day

If you’ve ever wondered how to be productive at home or how you could possibly have a more productive day, look no further.

Below you’ll find six easy tips that will help you make the most out of your time:

1. Create a Good Morning Routine

One of the best ways to start your day is to get up early and eat a healthy breakfast.

CEOs and other successful people have similar morning routines, which include exercising and quickly scanning their inboxes to find the most urgent tasks.[1]

You can also try writing first thing in the morning to warm up your brain[2] (750 words will help with that). But no matter what you choose to do, remember to create good morning habits so that you can have a more productive day.

If you aren’t sure how to make morning routine work for you, this guide will help you:

The Ultimate Morning Routine to Make You Happy And Productive All Day

Advertising

2. Prioritize

Sometimes we can’t have a productive day because we just don’t know where to start. When that’s the case, the most simple solution is to list everything you need to get accomplished, then prioritize these tasks based on importance and urgency.

Week Plan is a simple web app that will help you prioritize your week using the Covey time management grid. Here’s an example of it:[3]

    If you get the most pressing and important items done first, you will be able to be more productive while keeping stress levels down.

    Lifehack’s CEO, Leon, also has great advice on how to prioritize. Take a look at this article to learn more about it:

    How to Prioritize Right in 10 Minutes and Work 10X Faster

    3. Focus on One Thing at a Time

    One of the biggest killers of productivity is distractions. Whether it be noise or thoughts or games, distractions are a barrier to any productive day. That’s why it’s important to know where and when you work best.

    Advertising

    Need a little background noise to keep you on track? Try working in a coffee shop.

    Can’t stand to hear even the ticking of a clock while writing? Go to a library and put in your headphones.

    Don’t be afraid to utilize technology to make the best of your time. Sites like [email protected] and Simply Noise can help keep you focused and productive all day long.

    And here’s some great apps to help you focus: 10 Online Apps for Better Focus

    4. Take Breaks

    Focusing, however, can drain a lot of energy and too much of it at once can quickly turn your productive day unproductive.

    To reduce mental fatigue while staying on task, try using the Pomodoro Technique. It requires working on a task for 25 minutes, then taking a short break before another 25 minute session.

    After four “pomodoro sessions,” be sure to take a longer break to rest and reflect.

    Advertising

    I like to work in 25 and 5 minute increments, but you should find out what works best for you.

    5. Manage Your Time Effectively

    A learning strategies consultant once told me that there is no such thing as free time, only unstructured time.

    How do you know when exactly you have free time?

    By using the RescueTime app, you can see when you have free time, when you are productive, and when you actually waste time.

    With this data, you can better plan out your day and keep yourself on track.

    Moreover, you can increase the quality of low-intensity time. For example, reading the news while exercising or listening to meeting notes while cooking. Many of the mundane tasks we routinely accomplish can be paired with other tasks that lead to an overall more productive day.

    A bonus tip, even your real free time can be used productively, find out how:

    Advertising

    20 Productive Ways to Use Your Free Time

    6. Celebrate and Reflect

    No matter how you execute a productive day, make sure to take time and celebrate what you’ve accomplished. It’s important to reward yourself so that you can continue doing great work. Plus, a reward system is an incredible motivator.

    Additionally, you should reflect on your day in order to find out what worked and what didn’t. Reflection not only increases future productivity, but also gives your brain time to decompress and de-stress.

    Try these 10 questions for daily self reflection.

    More Articles About Daily Productivity

    Featured photo credit: Unsplash via unsplash.com

    Reference

    Read Next