Organizing Your To Do List

Many times, when we sit down at our desks to begin the process of organizing our day and write out our "to do" lists, and we think about all the tasks we want to get done over and above our normal workflow, overwhelm sets in. Happens to me all the time. You too, huh?

The solution is very simple...break things down based on priority and the time it takes to do them. Tackling the most urgent, least time consuming tasks first will clear your mind and free you up to tackle those more pressing tasks.

Sounds easy, right?

Let me show you...

Here is a list of things I'd like to get done next week:
1. Create subject outline for newsletter and blog posts for March
2. Send welcome packets via email to potential clients
3. Finish writing chapter 5 of book (shhhh...Yes, I'm writing a book!)
4. Purge office of 2009 magazines, articles and other non-essential paper
5. Prepare for client coaching calls
6. Review/revise notes for Feb. 22nd speaking engagement
7. Book hotel and car for Vegas and Atlanta
8. Build draft of new ATP website
9. Finish services, FAQ and contact pages for SMW website
10. Finish interview questions for featured February and March featured teleclass guests

I use an Excel worksheet to do this (because I just LOVE Excel!) and I can sort my tasks when I'm done based on how I label them in the spreadsheet. I try to limit myself to no more than 10 tasks a week. Any more than that will interfere with my regularly scheduled work like client coaching, email, marketing, etc.

First I label each one with an A = Must be done this week; or B = Should be done this week but can be moved to an A next week.
I've designated 6 items above as A's; #2, #3, #4, #5, #7, #10; and the rest are B's. Next I enter how long each task should take in minutes.

This is an estimate and is often something I don't spend a lot of time on. Just throw a time length on it and move on.

Next, I sort the list by priority and time and voila! (I built in a cool macro to do this.) Now I have a nicely sorted list of tasks and a roadmap to get it done. I usually print this on Sunday night and write in my notes for the resources/people/tools I'll need to finish the task.



After that, its easy. Just do all of the A's with the shortest task time first, and so on.

What tools do you use to organize your daily or weekly tasks? If you'd like a blank copy of my worksheet, email me and I'll send it to you!

Until next time...

Planning One Day At a Time

Make a date with yourself today to sit down and create a schedule for the next week. I dare you! Set aside some time to sit down and "schedule" what you are going to do for the next 7 days. No, really...I mean it. Here's why...

We sometimes wake up each day and take the day as it comes. When this happens and we don't plan how our day is going to play out; whatever happens from one minute to the next is really related to someone else's agenda, right? Why not take control of your day and carve out time to do those things that YOU want to get done? This way you aren't bound by each issue that comes your way.

Now don't get me wrong...there will certainly be instances where you will need to take a break from your agenda and attend to something or someone outside of your planned task...I get that. If you are a stay at home parent, your 3 year old that wants a bandaid for his "ow-wee" isn't going to understand that you have to finish writing a blog post by 2pm...NOT gonna happen! But wouldn't you feel more comfortable knowing that you have a plan to stay on track even with these kinds of necessary interruptions? You'll know exactly where to begin again because you'll have a schedule!

I use a set schedule each day to work on my business. Mondays are business development days. I only work on those things that build or enhance my business. Things like writing articles and blog posts, finding and researching speaking engagements, setting up conference calls, etc.

Tuesday's and Thursday's are usually marketing and networking days. Wednesday', Friday's and Saturday's are for client and vendor meetings. Now of course, this schedule is flexible when it needs to be but I've setup boundaries that I really try to stick to. It helps to keep me on track and helps to educate others on how I operate my business.

Now on each of those days, I always work in some social media time. Can't go a day without touching base with my virtual friends! But I'm very careful because 30 minutes can turn into 3 hours very easily.

Now go do it! Spend the next 30 minutes or so writing down everything you want to get accomplished today and tomorrow. Oh what the hey...Go ahead and map out your whole week!

I DOUBLE dare ya!

Until next time...

Aspire to Plan!