Sometimes it can feel like you have a never-ending list of tasks to complete, and the thought of these tasks can overwhelm you, so much so, that they tend to get ignored. Some of these tasks may be so small they could be completed in a matter of minutes, but when the list is too long to comprehend, how do you get started?
A great way to achieve more in a day and avoid this sense of dread when thinking about how much there is to get done is to make day plans, creating a list where items can be checked off, and figure out what order works best for you.
Planner:
The first step is to invest in a planner! It does not have to be the most expensive planner in the world with 100 different inserts and an app that coincides with it (but if that is what you would like, that is also fine), but it does need to have a space to write the day of the week and a to-do list. I have always found planners that do not have the day or date written in already the easiest to navigate because there is no guilt when you don’t plan for a day.
When to plan:
The next step is to decide when you want to write your plan. Some people prefer to write their plan the night before so when they wake up, they already know what they need to get done, whereas others may prefer to do it first thing in the morning and include it in their routine. It is all about finding what works best for you and then repeat it every day until it becomes a habit.
Organising your plan:
In terms of organising your plan, one way to break down your tasks is to separate them into quick tasks (such as responding to an email) and long tasks (such as finishing a project). If you find you have a spare 20 minutes before a meeting or an appointment you can go straight to your list of short tasks, and get something done, rather than starting a longer task that you won’t have time to finish, risking getting into the flow and having to stop.
Another way to organise your plan could be to use the Eisenhower matrix which is an easy time management and prioritisation tool that asks you two key questions: Is it urgent? Is it important? (1). It involves breaking down your tasks to fit into different quadrants and then finding a way to conquer them based on how necessary it is to achieve the task. Separating tasks this way may not work for everyone, but can be useful, particularly when you are working.
(2)
Another way to break up your tasks could be to sort them based on tasks you enjoy and tasks you don’t like so much. Once they have been separated you can work out a method based on how long each list is, for example, one task you like for every two tasks you don’t like, or vice versa if the list of tasks you like is longer. This allows you to have a reward for doing something you don’t particularly want to do.
To be successful at achieving your plan, it can also help to set time limits on tasks. For example, if you have 4 small tasks to achieve, and you estimate they will take you one hour to complete, once that hour is up, you will be forced to move on to the next, that way you won’t be able to spend hours on something that you enjoy which should’ve taken 30 minutes, instead of doing the larger projects that you really need to dedicate time to.
I hope some of these tips help you to break down your day and achieve more. Planning can help you overcome being overwhelmed and there is nothing more satisfying than checking jobs off a list.