But something seemingly as simple as noting down a task can also be optimised in order to avoid the most common pitfalls that may hamper your ability to deliver that task.
So, let's take it one tip at a time:
TIP #1 - Note down the intended result or deliverable as the task description, not an individual action.
The reason underlying this advice is that quite often performing a task does not mean the desired outcome is achieved, thus creating the need to either create a new task for the next step required or keep a task that does not necessarily reflect the required action.Let's see one example.
You are at work and realise that you need to get a new laptop for a new hire that will arrive next Monday. That may require asking de IT guy what are the specs of the laptop, then calling one of the approved retailers to have it mailed to your offices and, finally, make sure it arrives in working order and then deliver it to the new hire.
You could create several tasks "Talk to Peter from IT", "Order laptop from retailer" and so on, or you could create just ONE task, with something like "Get laptop for new hire Jane" and then just defer it each time a new step is required. I personally prefer the latter.
TIP #2 - Always follow the Holy Trinity of Project Management
The unfortunately not so famous HTPM basically states in ominous terms that "No task is defined unless you can answer: WHO does WHAT until WHEN."
And thats it. A task should state clearly what needs to be done (see tip #1). A deadline or notification date should be scheduled along with it. And finally, it should be perfectly clear who needs to do it.
If you don't have this then you don't have a task.
TIP #3 - If possible, tag a task by context
Not all tasks are equal. Some can only be done when you're at home. Others when you're in the office. And some work better together.
So add a context to your tasks. It makes no sense to have to sort through tasks that cannot be done right now, so just look up the ones you can. And if you are going to be on the phone, take care of all of you phone tasks in one go, it will help keep you in the zone and be more productive.
TIP #4 - Prioritise and prioritise daily
Some tasks are important. Others not so much. So your task list should reflect that.
Life is dynamic. Priorities are dynamic. So your task list should also reflect that.
When you create a task, give it a priority that makes sense in the context of the priority you have attributed to other tasks.
On a daily basis, when you first start tackling your task list, have a look around what you have scheduled for that day and see if the set priorities still make sense. If not, change them.
Remember: every day there will be stuff that will not get done. Priorities should just make sure that the important stuff gets done first.
And that's it for now!
If you feel inclined to try out these tips, let me know your thoughts and results.
