As a manager, do you ever find yourself overwhelmed and feeling like things are spinning out of control?
Monday morning… my mind is racing. Woke up early thinking of all the things needing to get done. Then thought of all the things I promised someone else I’d help out on.
When was the last time you sat down to prioritize your “To-Do” list? Or has your “To-Do” list become a “Wish I Could Get It Done List?” One of the best tools to get you focused and on-task is a simple, non-techie 4 x 6 note card, your “Priority Planner.” Now don’t get me wrong, I love all my techie gadgets. But when it comes to organizing time, try prioritizing items as your write them down. Here’s how…
1. Take 15 minutes at the end of the last day of your work week.
(Turn off your computer’s bells and whistles and use the quietness to think and prioritize.)
2. Divide a 4 x 6 note card into quadrants.
3. Label quadrants:
- Upper left: “Must Do today.”
- Upper right: “Today or Tomorrow”
- Lower left: “This Week.”
- Lower right: “Whenever.”
4. In the “Must Do Today” quadrant:
- List the top 3 things that must be done by the end of today. Keep it realistic. Keep it short.
- Know that as your day gets rolling, other “fires” / needs may unavoidably be added to this quadrant.
- When you get to work, get one of these items off your plate before you read emails or answer phone calls.
- When you’ve completed this quadrant and you get to the end of your day, go home!
(Remember, you model “time management” to your employees. If you burn out, you will be no good to your staff or your organization.)
5. In the “Today or Tomorrow” quadrant:
- List the top 5 things that need to be done on the first or second day of your week.
- If you get at them on the first day, great. If not, they are your main priority on the second day of your week.
6. In the “This Week” quadrant:
- List the next 5 most important things you need to have done by the end of your work week.
- These may not need to be done on the first or second day of your week, but you know you need to have them done by the end of your work week.
- Again, be realistic. Your mind already knows what is important and time sensitive.
7. In the “Whenever” quadrant:
- List as many things as you know are taking up space in your brain!
- These are the things you know can wait. (i.e. a letter you need to have out to your clientele within the next month; a stack of papers you need to get filed; a desk you need to clean; a meeting for which you need to prepare.)
- At some time in the near future, these things will move up into one of the other three quadrants.
- Writing things down will serve as place-keepers so your brain doesn’t use energy trying not to forget.
- Meanwhile, if you should get a few spare minutes, pick up one of these items and get it off your plate.
Now that you’ve used those 15 minutes to plan ahead for your next work week, you’ll find that your brain is free to relax. And the interesting thing… while your brain is released from the “I can’t forget these things” mode into the more relaxed mode, it can actually function at its best.
Creativity starts to happen as your brain subconsciously stores the things you wrote down and starts coming up with ways to make them happen! And, best of all, come Monday morning, you’ll know right where to start. And chances are… you’ll find yourself more calm, more confident, more in charge, and more productive!
Try it! Take the 30-day Priority Challenge! Make it your best 30 days ever!