Tag Archives: brain dump

Think. Plan. Act.

(What’s wrong with this puzzle picture?)

I frequently work with clients on their time management challenges.  I remind them that “time management” is really just a balance between what we need to get done and the time in which we have to do it.

Efficient time management really boils down to a few simple processes:

Think:  Devote time to thinking about what really needs to get done and by when.  To do this, I suggest implementing the following processes:

  1. Create a list.  Take a few (or a lot) of minutes to do a brain dump of everything that needs to be done.  It doesn’t matter if the repository is paper or electronic, just make sure it’s out of your head and recorded somewhere.  I also ask my clients to estimate how long each item will take them to complete.
  2. Determine what needs to be done and group those things together: phone calls, items requiring a computer, errands that require transportation, things that can be delegated, etc.  Just like organizing physical items “like with like,” grouping action items is equally as efficient.
  3. Prioritize items within categories.  Doing this will help you determine when they need to be fit into your schedule (high, medium, low or by due date).

Plan: Now that you have a list of things that needs to get done, where they need to get done, and when they need to get done by, the next step is to put a plan together to get them done.

It’s critical to set aside time to work through your list.  Even  five-minute tasks need to have dedicated time for them to get accomplished.  Make and keep an appointment with yourself to work through your list.  I suggest setting a Time Timer and eliminate distractions just as if you were having a meeting with a client.

Different actions require differently planning processes.  For example:

  • “Create mission statement” may be something that can be done at any time and almost any where, but time to complete the process still needs to be slotted into your schedule.
  • “Complete taxes” is something that really needs to be done by April 15.  This type of item, and the specific tasks that need to be done to accomplish “complete taxes,” need to be scheduled with more critical thinking.
  • “Grocery shopping” may be a recurring weekly task, but still needs to be slotted into your schedule before you run out of milk.

Also think about items that you can do outside your office or home and take supplies with you.  For example, you can make dentist appointments while you are waiting to pick up your children from school or you can text the babysitter while you are waiting in line at the post office.

Act:  Now that you are done thinking through your plan, your next step is to act.

According to Elbert Hubbard “Self-discipline is the ability to make yourself do what you should do, when you should do it, whether you feel like it or not.”  Self-discipline is sometimes hard, but focusing on the right thing, at the right time, in the right place, will make you incredibly more productive and efficient.

 Cindy Jobs

www.organizetosimplify.com

Member Color - WebNational Association of Professional Organizers, Seattle Chapter President
ICD_LogoTag_Horz_72 websiteLevels I and II Certified (8 certificates) Member, Institute for Challenging Disorganization
Coach Approach for Organizers

The Power to “To Do” Lists

 Green Checklist I recently spent four days at the National Association of Professional Organizers (NAPO) conference (yes, there really is such a thing!) in Los Angeles. It was an incredible time, filled with camaraderie and education, and I came back with a four-page “to do” list.  Most of the items on the list were reminders of things I wanted to do to advance my business (networking, refining e-mail lists, update website, etc.).  Some of the items on my list were more in support of personal growth (research meditation, try some white noise apps for better sleep, etc.).

When I made the list, I was motivated.  Now that I’ve had a couple of weeks to work the list, I’ve learned a lot about myself and the process of  working through “to do” lists.  What works; what doesn’t work.  How to measure success; how to not get frustrated. How to re-frame “to do” lists into “things I want to do” lists.

I hope some of what I learned will resonate with you also.

Re-frame how you think about the list.  The first thing I needed to do was to re-frame the way I thought about my “to do” list.  I needed to make my list more pleasant, less chore-like.  Yes, there were critical tasks on my list, but there were a lot of things on my lists that I just flat out wanted to do.  So, I’ve renamed my list “Things I Want To Do” (TIWTD) vs just “To Do.”  I also put a beautiful picture of crashing waves at the top of the list, changed to a softer font style,  and incorporated a beautiful light blue font and line color.  Now looking at my list makes me smile not cringe.

Do a brain dump. The first step to putting together a TIWTD list is to do a brain dump of anything and everything that comes to mind.  It may be as small as “call Mom” or as large as “plan a trip to the Grand Canyon.”  Whatever it is, the chance it will get done is much greater if you document it.

Is it a task or a project?
Sometimes frustration sets in when we can’t check items off our list fast enough because they are too big or too daunting.  Generally, those items are projects not tasks.  For example, to some people “Change car oil” is a task because they do it themselves and they have all the tools and supplies to get the job done.  For others, this same item may be a “project” as it entails the following tasks:

1.  Find a mechanic.

2.  Make an appointment.

3.  Find a friend to drive them to/from the mechanic.

Each of these items are a “task” that need to be completed as part of the larger “project.”  Breaking larger projects down into tasks will help motivate you through the process.

Assign an estimate of how long you think the task will take.  A lot of the items on my post-conference list were tasks that could be accomplished in less than five minutes (e-mail individual colleagues I met at conference, confirm client appointments, print handouts, etc.).  Other tasks would take more time (research 501(c)3 annual meeting requirements, create mailer for ADHD therapists, etc.).  Once I’ve assigned a timeline to each task, I can quickly assess which ones to tackle based on the amount of time I have available.

Prioritize the list.  It’s important to put those items that will move you forward personally or professional at the top of the list.  There are items on my post-conference list that don’t need to be a done for a couple months; others need to be done now in order to move my business forward.  Identify the priorities and start there.

Set aside task time.  It’s critical to set aside time to work through your TIWTD list.  Even those five-minute tasks need to have dedicated time for them to get accomplished.  Make and keep an appointment with yourself to work through your list.  I find it helpful to set a timer and eliminate distractions just as if I were having a meeting with a client.

Also think about items that you can do outside your office and take supplies with you.  For example, you can make dentist appointments while you are waiting to pick up your children from school or you can text the babysitter while you are waiting in line at the post office.

Let it go.  Sometimes we put things on our list that become unimportant and unnecessary with time.  When you identify those items, it’s okay to just scratch through them and move on.  Let them go!

I wish you luck in moving things from the “Things I Want To Do” list to a “look what I got done” list!

Organize to Simplify RGB   www.organizetosimplify.com

Member Color - Web  National Association of Professional Organizers, Seattle Chapter President

ICD_LogoTag_Horz_72 website  Certified Premium Subscriber, Institute for Challenging Disorganization