As we settle into the New Year (I hope you had a nice holiday break), I’m sure you have started a ‘to-do’ list of all the things you’d like to get done!
And, unfortunately . . . if you’re like most people I’ve talked with . . . I’m sure your list has grown since Monday (of this week!).
While a ‘To-Do’ list can be a great tool to organize all the things you need/want to accomplish, it is not the most effective tool to actually get things done!
Why is that?
If you are like most individuals you use a calendar planning system (outlook,
Come on . . . when do you have “free time”? Free time usually ends up getting zapped listening to voice mails, returning emails, etc.
However, the typical scenario is that your “to-do” list transfers to the next day, day after day with minimal things getting crossed off!
If this sounds like your planning method, I would recommend utilizing “time-based” planning techniques and blow up that to-do list!
If implemented, it can improve your daily productivity 20, 30, 40% + (like it does with me when I have the discipline to follow the process outlined below).
What is “Time-based” planning?
“Time-based” planning is a simple concept you may be currently using for 50% + + of your workday. Anytime you plan an activity into your daily schedule you are deploying “time-based” planning techniques.
As mentioned above, most people fail to plan the actions on their “to-do” list into their daily schedule. Rather, they get to these “to-do’s” when they have some “free” time during the day.
Time-based” planning tips/guidelines:
- List all of the things you need to accomplish (create a to-do list).
- Identify how much time it will take to accomplish each task.
- For example, a quick status call might take 5 minutes. An intake session with a hiring manager might take 1 hour.
- Now take your “to-do’s” and plan them into your scheduling system allocating the proper amount of time to accomplish the task.
It is as simple as that. By actually scheduling in your “to-do list” (essentially, eliminating it), you can become that much more productive (since you’ve already conditioned yourself to follow a daily scheduling system)!
Helpful hints:
- If you have a list of people you must reach, create a “call list” and dedicate 1 hour to make calls (with the understanding that most your calls will go to voicemail). As my call list grows, I dedicate more hours throughout the day until it’s whittled down.
- Make sure you plan enough time to finish the task (preparing, accomplishing, and wrapping up). If it is a 2 + hour task, consider breaking it into 1 hour increments over a series of days.
- Schedule activities in ½ hour to 1 hour time slots (no more than two hours). I found that I can focus (without too many interruptions) for 30 min. to 1 hour. Longer than that and your productivity diminishes dramatically.
- EAT THAT FROG! If you listen to Brian Tracy, you gain positive momentum when you perform your most difficult, critical task first thing in the morning. It sets a positive tone for the day and helps eliminate procrastination.
- Re-cap at the end of each day. What you don’t accomplish during the day (of course you can’t stop changing priorities and constant interruptions), re-plan into your calendar system the next day (or later that week).
- Everyone likes the feeling of crossing off “to-do’s” on a sheet of paper. With that said, even if you use an electronic planning tool, print out your schedule and . . . cross stuff off as you go through the day… IT FEELS SO GOOD!
- Don’t forget to plan (during the course of the day) to return emails/calls, etc.
It is a New Year. Make your work life easier by deploying this simple time-tested planning technique!