Effective Organization of Tasks

A typical To-do list can have all different types of tasks, some can be as simple as drinking water and some can be complex like writing a novel. Once we manage to use the PASS ( Precise, Actionable, Short, Succinct) to make the tasks easier to do, it is important to organize the list effectively.

We can make several lists - One for work, one for home, one for groceries and many more. However, this makes it overwhelming since its too complex to manage and organize. The solution to this is a simple box known as Eisenhower Decision Matrix.

The Eisenhower Decision Matrix is a 2x2 box in which we can categorize the tasks for a day in four quadrants.

1) Important and Urgent: These tasks are very
2) Important and Not Urgent
3) Not Urgent and Important
4) Not Urgent and Not Important

Urgent implies that a particular tasks require your immediate attention. These items have to be tackled immediately and take up your attention span and most of your time.

Important means tasks which contribute to your long term goals. Many of these items become urgent if not tackled till the last minute.

The following diagram depicts the principles behind the Eisenhower Decision Matrix very clearly:

You can use apps such as Productivity Matrix , but it is more effective if you write it in a piece of paper. This PDF document is a good template for daily use. Keep a couple of printouts in your office space or place of work.

Now that our tasks are organized we also have to make sure that the Eisenhower Decision Matrix does not get overpopulated. The solution is to follow another productivity technique called the 1-3-5 rule.

The 1-3-5 rule states that in a day, we should only keep our focus on one big item, three medium size items and five small items. Therefore using the matrix example above before starting your day :

(1) Write down just One task in Quadrant 1.
(3) Write down just Three tasks in Quadrant 2.

(5) Write down just Five tasks in Quadrant 3. 

This will ensure that your attention does not keep swaying to different tasks during the day and you can actually get some work done. 

However most of the times new tasks keep coming up during the day. If such things do happen then do not fill it into the current matrix. Use another new copy of the matrix (From the printouts you took earlier) and add the item to it. Make sure that every matrix you create follows the 1-3-5 rule and never has more than nine tasks. 

If you do manage to finish a matrix within a day, reward yourself. This will keep you motivated and more inclined to continue working. You can perform several such matrix iterations in a day if you manage to be motivated.

For a more detailed read about the Eisenhower Decision Matrix and the 1-3-5 rules, check out the references below.

Have a nice day !!

References:

Eisenhower Decision Matrix - http://www.artofmanliness.com/2013/10/23/eisenhower-decision-matrix/

1-3-5 Rule : http://lifehacker.com/5994155/make-your-to-do-list-more-doable-with-the-1-3-5-rule 

Creating effective To-do Items

Before diving into my system, I would like to explain my best practices when it comes to making to-do lists.

Most Time management techniques focus on how to create effective to-do lists and how to complete them. In this post I will explain how to effectively create a To-do list item.

Before I explain this in detail, lets begin with an example:

If you were to have the to-do list on the left, which of the four items would you most likely start on first ?

The answer is simple right? : Drink a glass of water !!!

But why did you end up choosing that? Because subconsciously , the mind will pick the smallest task which you can easily accomplish first. We invariably focus on the shortest task for the psychological payoff (dopamine release) which comes from crossing an item off the list.

So the best way to go about completing your task list would be to pick any tiny task that you can easily accomplish to set yourself up for a small win that will boost your motivation and energy and make you want to do even more.

However most tasks in our lives are not as simple as drinking a glass of water. So how would we go about finishing a list with complex/time consuming tasks? The answer : Make it simpler.

The general rule I follow when I am making a To-do list is that each item must fulfill the four following conditions:

• Precise: 
• Actionable
• Short
• Succinct

The rule can be easily remembered by the acronym : PASS ( Precise, Actionable, Short, Succinct).

In the above list , the remaining three tasks do not satisfy our rule. Lets take " Booking a trip to Canada " for example. The task is complex but if were to break down the task using PASS into smaller items , it would now look like this:

Now that we have broken the task into smaller items, you would be more motivated to do it. How much time does it take to check your calendar for free time ? About the same time you would take to drink a glass of water !!

By breaking down tasks into smaller tasks, you not only make progress, but also feel that you are getting more done since you completed five tasks instead of just one. If you are interrupted or short of time, you could always return back to the list and complete one of the the five tasks which eventually lead you to the goal i.e to "Book a trip to Canada " or whatever your task maybe.

In my next post I will be explaining how to prioritize tasks effectively to make sure you dont miss any deadlines or forget something important.

See you next time !!

References:

http://tinybuddha.com/blog/overwhelmed-by-your-to-do-list-how-to-decide-what-to-do-now/
http://www.entrepreneur.com/article/225416

Introduction

Time management has always been an important debate over the years. It is a significant aspect, especially in today's fast paced life where nobody seems to have time for anything. Since we have so many things to remember and do, we cope up by making to-do lists to keep track of the things we need to do.

However, once you start making the list it grows fast like an organism. Now, when you decide to actually start working on the list you feel demotivated since the list is too long and there is no sight of the finish line. To cope up we end up making more and more lists without actually being productive. It is the vicious cycle of unproductivity.

I was stuck in the same cycle for a long time and kept trying to break out by trying out several time management techniques. However no such one technique left me felt motivated enough to continue working on tasks on hand.

Finally I decided to come up with my own system , by finding out what motivates people in general. I started my research and came across several good ideas.

From the next post onwards, I will be explaining the best practices I follow by explaining how my own system and the various apps I have used enhanced my productivity significantly.

See you soon !