If you have ever felt like your work day is not long enough to accomplish all of the tasks on your to do list, you are not alone. Oftentimes, you may find yourself crossing off one line item on your list, only to add two or three more.
So what can you do about it?
Rather than working from a linear list where you find yourself constantly scanning for which task to tackle next, try one of these quadrant methods of task management to stay focused on what matters most
Eisenhower Method: This method breaks your to-do list up into quadrants, ranking the tasks into sections, “urgent and important”, “urgent and not important”, “not important but urgent”, and “uncategorized”. Seeing tasks broken out in this way allows you and your team to do the most important things first while delegating less important tasks to others.
Getting Things Done (GTD): This time management method allows your mind to work on the problem instead of thinking about it. Its focus lies in writing down the tasks, and then removing your to-do list from your mind entirely, allowing you to work on tasks with more focus. Under the GTD method, tasks are divided between those that are time driven (think deadlines) vs. those that are energy driven (think time-consuming). With these criteria in mind, it becomes easier to decide what to tackle first and what can be left for later.
Strengths, Weaknesses, Opportunities, Threats (SWOT) Analysis: This analysis is perfect for determining the worth of your actions by undertaking an in-depth review of the project at hand. This method works best in business situations, such as trying to implement a new marketing plan, or revising your CRM practices. By examining what you are doing now, and figuring out your strengths and weaknesses, you can do away with processes that are bogging down your work flow, in order to focus on those that are producing results.
Retrospective Project Analysis: Post-project, it is important to review what worked and what didn’t; this will both help you identify which strategies work best for your team, as well as identify areas that can be improved. A retrospective project analysis divides tasks under the labels of “planned and successful”, “planned and unsuccessful”, “unplanned and successful”, and “unplanned and failed”. Use this method when you need to figure out the approach your team will take in tackling their next project, to ensure you know what you’re up against.
These methods of task management may not shorten your to-do list, but they will keep you focused on the tasks within each project that are most important, so you can leave work at the end of the day knowing you have finished what absolutely needed to be done.
Looking for an app to help you out? Try Priority Matrix; our task-management software comes equipped with these four pre-set project layouts, among others. There has never been an easier way to get task lists in order so that projects can be completed and queues can be emptied! Available on Windows, Mac, and Mobile, so you can use it anywhere.
Take a look at Priority Matrix to see what we can do for you and your team!