Maximize Your Productivity by Managing

Time and Tasks

The amount of time available to you is constant – you can't buy more and you can't
save it for later. However, by managing your time, you can increase your productivity.
And the better you understand your own personal productivity, the easier it will be to
manage your time effectively.

In this course, you'll learn about how you can use task management to maximize your
productivity. You'll discover the benefits of using time management and assessing the
value of your tasks. You'll learn about benefits of setting goals and how productivity
is tied to your ability to assess time and set priorities. And you'll also learn about the
process of "chunking" your time and how to use different types of to-do lists
effectively.

Table of Contents
1. Maximize Your Productivity by Managing Time and Tasks
2. Assessing the Time and Value of Your Tasks
3. Prioritizing Tasks to Pinpoint Your Priorities
4. Chunking Your Time
5. Building a Schedule
6. Creating an Effective To-do List
7. Making Effective Use of a To-do List

Maximize Your Productivity by Managing Time and Tasks

[Course title: Maximize Your Productivity by Managing Time and Tasks]
While your time is limited, it's possible to do more with your time by being more
productive – producing more value in the time you have. In this course, you'll learn
about managing tasks in a way that maximizes your productivity. You'll discover the
benefits of assessing the time and value of your tasks, identifying your priorities,
chunking your time, building a schedule, creating an effective to-do list, and making
effective use of your to-do list.

Assessing the Time and Value of Your Tasks

[Topic title: Assessing the Time and Value of Your Tasks]
Successful businesspeople recognize that time has value. And they recognize too that
it needs to be managed like any valuable asset. That's why it's important to use your
time as productively as possible. To ensure you're using your time productively, you
need to assess the time and value of your tasks. There are some steps you can follow
to assess the time and value of your tasks.
The first step is to identify your goals.
You improve productivity by taking control of whatever's obstructing your efforts to
achieve your goals. The Pareto principle - also known as the 80/20 rule, which
basically says that 80% of effects come from 20% of causes - is a good start.
This suggests that 80% of the results achieved come from 20% of the tasks performed.
So doesn't it make sense to identify the most valuable tasks and give them more time?
The second step is to log the time spent on tasks, so you have an accurate picture of
how you spend your time. A task log records the precise amount of time you spend on
various tasks each day, with columns for the task, time started, and minutes used.
Additional columns categorize the tasks.
As soon as you do something, log it. And always include personal tasks like calling
home, distractions like browsing online, and small tasks like traveling to an internal
meeting.
The third step is to find the patterns in your time use. Do this by gathering and
analyzing your task logs for one week. With this data, you'll be able to identify how
you spend your time - and when you're most productive.
Since you've categorized your tasks in the logs, it'll be easy to pinpoint imbalances in
the types of tasks taking up your time. For example, are you spending too much time
doing paperwork, helping out colleagues, or socializing at work? Maybe there are
times of day when you're regularly interrupted. Your logs can tell you. Highlighting
"time wasters" show where there's scope to improve productivity.
The fourth step is to identify the tasks that produce the most value. Highest value
tasks are those that are both aligned to your goals and have a high potential to impact
the success of your work.
Ask yourself, "How does this task contribute toward achieving my goals?" Tasks that
move you in the right strategic direction are more important than those that don't.
Also consider tasks in terms of consequences – the potential impact of the task. So ask
yourself, "What are the possible consequences of not doing this task?"
Your time is too valuable to waste. And you need to use it as productively as possible.
Maximizing productivity begins with assessing the time and value of your tasks. And
by following these simple steps, you'll be well on your way.

Prioritizing Tasks to Pinpoint Your Priorities

[Topic title: Prioritizing Tasks to Pinpoint Your Priorities]
Whenever you're busy and tasks are piling up in front of you, it can be hard
sometimes to see the forest for the trees. Every task is screaming out for attention. But
not all tasks are created equally. That's why it's important to identify your priorities.
Priorities are the tasks and activities that take precedence over others.
One way to prioritize tasks and activities is to use a priority matrix. [The Priority
Matrix has columns for Time Sensitive and Not time sensitive tasks, and rows for
High value and Low value tasks. It contains four quadrants, one for each combination
of time sensitivity and value.] This classifies tasks in terms of how valuable and time
sensitive they are. It's a simple tool that lets you categorize tasks or activities as
critical, high, medium, or low priority. Let's look at each of these.
Tasks that are time sensitive and high value are critical priorities. These include crises
and deadlines.
Tasks that are high value, but not time sensitive, are high priorities. These are tasks
that involve thinking, planning, and collaboration. Although they fall into your longer-
term plans, they should be started as soon as possible. Otherwise, they'll become time
sensitive.
Tasks that are time sensitive, but not high value, are medium priorities. Medium
priorities include some meetings and some correspondence.
Tasks that are neither time sensitive nor high value are low priorities. These can be
postponed, dropped, or delegated. They include time wasters and doing favors.
A priority matrix is a good way to prioritize the activities in your daily task logs. Just
consider where each task would fit in terms of the matrix. Make a list and assign
priorities. Use 1 for critical tasks – time sensitive and high value. Use 2 for high –
high value but not time sensitive. Use 3 for medium – time sensitive but low value.
And use 4 for low – neither time sensitive nor high value.
Let's explore how an editorial manager at a publishing company figured out the value
of her tasks. She's logged her tasks daily for a week, and now she's ready to prioritize
her tasks and determine how she's spending her time.
She notes her morning was spent checking edits on a final manuscript, but notices a
pattern of interruptions – mostly from colleagues. She then analyzes her tasks in terms
of goals and consequences. This gives her the high-value tasks. She then determines
which tasks are time sensitive. Finally, she uses a priority matrix to assign a priority to
each task.
The tasks that are high value and time sensitive are categorized as critical priority.
Those that are high value but not time sensitive are categorized as high priority.
Whatever is time sensitive but low value gets categorized as medium priority. And
anything that's neither high value nor time sensitive is categorized as low priority.
When you're up against it, everything seems urgent - and that can be overwhelming.
But not everything on your to-do list is a priority. And that's why it's important to
know how to identify priorities - and to tell the difference between a critical priority at
one extreme and a low priority at the other.

Chunking Your Time

[Topic title: Chunking Your Time]
Do you ever wish there were more hours in the day? Many people do. They think that
having more time means doing more. But personal productivity isn't about putting in
more hours on the job. It's about optimizing your work schedule by planning,
organizing, and controlling your use of time more effectively.
The answer to making the most of your time is "chunking." Chunking is an
organizational strategy for making more efficient use of your time schedule. It means
arranging your schedule, so you have segments of time dedicated to one task or type
of activity.
Chunking time can boost productivity because focusing on one thing at a time saves
the time wasted on task switching. And it can improve your state of mind, letting you
concentrate on completing a task in full. And you can give yourself a 'job done' pat on
the back!
Chunking needs to be done as you're creating your work schedule. Consider what you
need to accomplish. If you've kept task logs during the week, you'll have a good idea
of what you do during a typical week. And then follow three simple guidelines.
Each time you shift your attention from one thing to another, you lose focus. And
reorienting yourself to the task at hand takes up time. So the first guideline is to group
similar tasks and activities together into the same chunk of time. This will cut time
loss. For example, you could cluster together your written correspondence – your e-
mail, letters, memos, reports – and schedule a chunk of time for all that. Or if you
have regular meetings outside the office, you could schedule them together and save
time on travel.
The second guideline is to insert chunks of time into your written schedule. Treat
these chunks of time with respect and insert them into your schedule just as you
would any other priority item, like a meeting. When chunks are included in your
schedule, they're part of your routine. For example, you could schedule a chunk of
time each morning for making personal contact with clients or colleagues.
The final guideline is allow at least an hour of uninterrupted time for each chunk in
your schedule. This stops you wasting time task switching. Minimize interruptions by
explaining to colleagues that you're not available to them during these times. Unless
it's necessary for the task at hand, don't check your e-mail or answer the phone. You
can reply to messages later. If you're polite and consistent, people will come to accept
this time as part of your work routine.
Some people believe multitasking is the way to get more out of their time. In fact, that
couldn't be further from the truth. Multitasking actually wastes time. Instead of doing
lots of different tasks at the same time, you should dedicate yourself to one task.
That's chunking. And that's the silver bullet.

Building a Schedule
[Topic title: Building a Schedule]
A big part of management is organization. And a big part of organization is
scheduling. So if you want to better manage your team, it's a good idea to create a
written schedule. A schedule is important for personal productivity because it gives a
holistic view of what has to be done during a particular period of time.
It also helps you organize your time wisely, allowing enough time to complete
important tasks, and keeping time to deal with surprises.
There are seven basic principles involved in personal scheduling.
The first principle is to compile the schedule just prior to the period of time covered.
This helps keep it relevant and cuts out the need for multiple revisions. The time
covered in your schedule should be dependent on the tasks and their deadlines.
The next principle is to begin your schedule with the end in mind. This means starting
with the objectives you have to achieve. Decide what has to be finished by the end of
each day or week. These are your "deliverables" – time-sensitive tasks that must be
completed by a deadline.
Principle number three is to schedule critical-priority tasks first. Critical tasks are
high-value – important to achieving your goals – and time-sensitive tasks. After
critical-priority tasks have been scheduled, look to high-priority tasks, then medium-
priority tasks, and then – if there's time left – low-priority tasks.
The next principle of scheduling is to recognize your controllable time. Having
figured out what you need to accomplish, figure out how much time you actually have
to achieve those objectives. It's unrealistic to schedule a full eight hours of vital tasks
in every workday. What's you controllable time? That's the actual time you have
available to complete your scheduled tasks. You can calculate it by deducting the time
you typically spend dealing with unpredictable events – these include routine
interruptions, like requests from your boss or ad hoc conversations with colleagues,
and situations or crises that have to be addressed –from the number of hours in your
workday.
The fifth principle of scheduling is to allow time for previously unfinished critical
tasks. Sometimes during the course of your day, you'll have to deal with issues that
are both out of your control and unexpected. So no matter how efficiently you plan,
you may not always have time to complete critical tasks within your schedule. You'll
need "catch-up" time to get back on track.
The next principle of scheduling is to chunk similar tasks and activities together.
Chunking helps efficiency because it reduces time used task switching.
And the final principle of scheduling is to be flexible in your approach. Don't be afraid
to adjust and readjust your schedule as required. Think of your schedule as a living
document that will evolve through updates and revisions during its lifetime.
These principles will help you create an effective personal schedule. And an effective
personal schedule is a key building block of better personal productivity.
Creating an Effective To-do List
[Topic title: Creating an Effective To-do List]
No matter how big your workload, it's a lot less daunting when you know exactly
what you have to do and exactly when you have to do it. And you can get that
information from the simplest of tools: a to-do list.
A to-do list is a simple scheduling tool that captures all the important tasks you need
to complete. They usually cover a day, but can cover a week, a month, or any other
time period.
Crossing off the tasks on your to-do list can be a great motivator– who doesn't enjoy
doing that– and a great way to monitor productivity.
Things on your to-do list could include meetings you're scheduled to attend, phone
calls you have to make, e-mails you need to write, and decisions you have to make.
Although daily to-do lists are most common, they're not the only sort. Types of to-do
lists include a daily to-do list, which is a list of action items to be completed within a
business day. Or you could have a projects to-do list, which itemizes the actions
needed to meet deadlines and milestones for a specific project or initiative. [For
example, Phase 1 January, Phase 2 February, Phase 3 March, Phase 4 April, Phase
5 May.] A long-term to-do list itemizes the tasks that are valuable for working toward
your goals, but aren't time sensitive. These may be tasks you want to do at some point,
but don't have the time or resources to pursue at the present time.
An effective to-do list has three basic characteristics.
First, It should be written down – it doesn't matter whether it's on paper or in
electronic format. It's almost impossible to keep an accurate to-do list in your
memory. Writing down your list and crossing off items will make sure it's accurate
and up-to-date.
Next, it should be short – preferably ten items or fewer. Trying to add too many tasks
could overwhelm you and set you up for failure. Think of your to-do list as a "top ten"
list with the ten most valuable things you have to get done.
And, finally, the tasks should be prioritized by importance. The main purpose of a to-
do list isn't to get everything done. It's to make sure that your most important tasks are
completed. That's why to-do lists are prioritized. Prioritizing your list identifies which
are the most important items in your schedule, and which can be postponed if
necessary.
People use different designations and different levels of assessment for prioritizing
tasks. Some classify tasks simply as urgent or not urgent. Others use A, B, C, D, or 1,
2, 3, or colors. It doesn't matter - all that matters is that the most critical tasks go at the
top of the list.
A to-do list is one of the simplest scheduling tools imaginable, but don't be fooled: it's
one of the best tools for guiding and monitoring your productivity.
Making Effective Use of a To-do List
[Topic title: Making Effective Use of a To-do List]
Creating a good to-do list counts for little if you don't use it effectively. Fortunately,
there are guidelines that can help you use to-do lists more effectively.
The first guideline is to break items down into achievable tasks. [For example, divide
Check e-mails into checking e-mails and answering e-mails.] Complicated, loosely
defined, or time-consuming activities should be broken down into smaller, achievable
tasks.
The next is to create realistic objectives and time lines. Don't have too many items or
items that simply aren't achievable. Time lines are also important. So consider how
much time a task will need – and ensure you've scheduled enough.
The third guideline is to assign priorities to your list items. An effective to-do list
prioritizes tasks in order of importance. You don't have to do the tasks in order, but
prioritizing reminds you of your most critical tasks whenever you check the list.
Another guideline is to revise the list as needed. To be effective, the to-do list must be
current. So review and amend your list regularly. Be ready to make changes based on
completed tasks, revised deadlines, and unpredictable events.
The final guideline is to keep motivated. Efficiency and effectiveness have as much to
do with motivation as with meticulous scheduling. Keeping motivated means keeping
faith in your ability to see your tasks through.
For instance, let's see how a manager at a public relations company makes effective
use of her daily to-do list.
First, she notes from her schedule that she has an hour set aside for paperwork. For
her to-do list, she looks at each sub-task in this hour and determines that preparing a
client contract is time sensitive and high value. So she adds this to the list. This is an
example of breaking items down.
Then she reviews her tasks to ensure they're worded in an objective and achievable
manner. She considers the list item "Finish contract" and revises it to "Proof and
approve contract by noon." Here she's creating realistic objectives.
Third, she checks her schedule for the next day and lists all the critical tasks. She then
lists the high, medium, and low priority tasks. This is assigning priorities.
Next she compiles her list by adding her top ten most important tasks for the day. At
10:00 a.m., her boss calls to reschedule their weekly meeting to the next day. She
reschedules the meeting and moves a lower priority item onto her task list to fill the
spot. She's revising as needed.
Finally, she crosses each task off her list as she completes it. By the end of the day,
she's completed every item on her list, and leaves the office earlier than her less-
efficient colleagues. See how she's keeping herself motivated.
Creating an effective to-do list is a necessary and important part of personal
scheduling - but it's just as important to make effective use of that list. Following
these core guidelines will keep you on track.