We all know that our time is finite. After all there is only 24 hours in each and every day. The real question most people struggle with is how they prioritize, manage and spend their time to make the most of this precious resource. Weighing up what is important will make a significant difference to the effectiveness of your time management.
5 Game Changers when weighing up how you spend your time
#Priority – Urgency
Everything is urgent and is top priority today. Determining what urgent really means is important to determine where a task should sit on your to-do list. Here are a couple of questions you should always ask yourself when weighing up what is important and before committing your time to an urgent task.
1. Is the urgency driven by poor management by another person or business?
2. If the task is not done urgently what will the impact be?
3. Can you delegate the task to somebody else or is the performance of the task solely resting with you
4. Why is the task urgent?
5. Is the task part of a bigger project and if so how will it impact the other tasks that need to occur to bring the project to fruition?
#Priority – Expectation
1. Are you putting an expectation on yourself to complete a certain task and if so why?
2. Are others putting an expectation on you to perform this task by a certain time and if so try to understand why?
3. Is the expectation realistic or can it be broken down into sub-tasks?
4. If you complete the task are there other tasks that still need to be completed before your task will meet the expectations of a project or is it a standalone task? You need to put the task into context.
5. How will completing this task successfully benefit you in the short or long term?
#Priority – Impact
1. If you don’t complete this task how will that action impact on you in the short or long term?
2. If you look at the time needed to complete the task and evaluate that against the impact of not doing the task what is your conclusion?
3. Will completing the task alleviate a problem that has been holding you back and impacting other areas of your life?
4. If you weigh up the benefits Vs the impact of not doing or doing the task what would that look like?
5. If you don’t do that task will it resolve itself or continue to reappear on your to-do list until you do it and is it related to another task that will be impacted if you do not do it?
#Priority – Value
1. What value does completing the task bring?
2. How are you measuring the value of completing the task to determine how to prioritize it?
3. Is the value short lived or will it continue to bring value?
4. Who is determining the value of the task, you or others?
5. Where will you see the value in the greater scheme of things?
#Priority – Efficiency
1. How quick is it to perform the task?
2. Can you breakdown the task into sub-tasks to make them more achievable?
3. Can you marry this task with another to get a better all-round outcome?
4. Is the task really a must do or a want to do sometime task?
5. Can the task be assimilated as a step of another task?
Take the time when putting your to-do list together and reviewing it to ask yourself the above questions. You will be able to get more clarity to prioritize how, when, where and why you perform the tasks at hand.
You will start to see that much of what you have on your to-do list is prioritized by urgency and expectation by external forces rather than by how the value of the tasks chosen will impact and benefit you or your business in both the short and long term. This will give you the perspective you need to choose when weighing up what is really important.
What does your to-do list look like?
Learn more about time management…
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Originally posted 2016-01-11 16:55:46.