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I get things done when I organize my time. I create ideas and things of substance when I prioritize and plan.
I’m not structured enough as a person to follow the Getting Things Done model. I honestly don’t believe in the Four Hour Work Week. But I do have my own simple system that not only keeps me on track, it prevents me from letting the day get away from me. Which, in turn, wards off anxiety and (yes), sometimes, depression.
1. Prioritize The Quarter
I divide the year into four quarters and focus on one quarter at a time. I draw up a chart with the big categories of my life, and list the top things I want to achieve in that quarter. Here, for instance, is the chart for the first quarter of 2010 – it hangs next to my computer screen for easy reference. Anything due beyond April 1st? I’ll worry about it next quarter. (Click on photos to enlarge)
2. Schedule The Week
Every weekend (usually late Sunday afternoon), I grab my spiral notebook (sometimes it’s a Moleskine) and take ten minutes to schedule “what’s due” for the week. That includes business operations, client needs, special projects, and writing. It also includes to-do’s in my personal life, which should ALWAYS carry as much weight, if not more, than the work list. At the bottom of the list, I write out my appointments for each day of the week. Anything due beyond that week? I’ll worry about it next week. (Click on photo to enlarge)
3. Schedule The Day
I have a daily to-do list. For me, it’s the difference between frittering the day away and achieving something of worth. I take two minutes each morning to look over my list and see what needs to get done. I note the biggest priority of the day and make sure it gets done.
At the end of each day (usually late afternoon/early evening) I spend five minutes writing out my to-do list for the next day. Reviewing my weekly priorities and appointments, I can plug in the highest priority and make sure it gets the attention it deserves. Sometimes, I don’t get everything done and have to move a couple of items to the next day’s list, but that’s OK – it not so much about getting everything done in a panic as ensuring that you completed the highest priority of the day. Anything due beyond that day? I’ll worry about it tomorrow. (Click on photo to enlarge)
Things To Remember
1) Don’t make the list too big – you must make sure you are leaving time for yourself and your loved ones each and every day. Following this system, I’m able to (usually) turn the computer off at 5 p.m. and spend a worry-free evening with my husband. If you work on your own and like to work in the evening, take a chunk of time off during the day, just for you.
2) You won’t always accomplish everything on your list. But if you focus on your priorities, you’ll accomplish the most important things on your list – the items that have the most impact.
3) Be flexible. Sometimes, the dog gets sick or your child forgot to tell you about the cupcakes you need to bake for school, or the car breaks down… and on and on. Sh** happens. The schedule goes out the window. And that’s OK. Just don’t let it put you in such a tailspin that it takes you three days to recover. Deal with the emergency at hand, move your to-do list to the next day, and get it done.
If you’re having trouble staying organized, you might want to give this little system a try. I have dozens of notebooks filled with lists and notes from over the years, and I’m convinced they have saved my professional and personal lives.
Michele Miller is a writer, speaker, and consultant on ways to capture the heart of the female customer. The co-author of The Soccer Mom Myth, she consults with businesses of all sizes across North America
Plan the Work and Work the Plan.
This has always done well for me, I write copious notes but I never have been so good at using a journal or Daytimer.
The new iPhone has added a bit of a wrinkle since it’s interface to my TWO computers with Outlook. This is presenting a challenge since if it isn’t in Outlook it isn’t! I even have my wife putting honey-dos on it!
Just some old guy thoughts!
You’ve motivated me to clean off the piles on my desk and organize all the different areas of my life into one space! I’ve been meaning to do this for sometime, but always put it off–thanks for the little push!
Thanks so much for this post Michele. It is a huge encouragement and help to see your system and learn by example.
About those tailspins. One of my biggest issues is that I schedule too much for myself perpetually and I’m learning slowly (slowly) to be more realistic…do you have any insights, tips about how to avoid that? or ways to check yourself? I still find myself doing it and it’s a real problem.
Good stuff Michele. I’m glad to know I’m on the right track. I make similar lists, only you have much prettier handwriting.
Awesome. Just what I needed today. OK, I’ve needed it for longer than that. Thanks for sharing your method, Michele.
Michele,
I teach time management and read about it in a lot of sources!!! Your system just rocks!!!
Great and thanks! I will do it like you do it!!!
Thanks, everybody. It might not work for everyone but it sure works for me. Would love to hear if any of you try it.
Anne – I think the biggest lesson that I have to keep learning over and over again is saying NO to stuff. For too long I fell into the trap of thinking I had to do everything and had to help everyone out. Saying NO is a good way to begin – read my post on “Focus Like a Mutha” and you’ll see what I mean. The other thing is to be realistic when you make your to-do list (again, something I had to learn). Make your list and look at it with an honest eye. There’s the list you’d LIKE to achieve, and then there’s the list you know you probably CAN achieve. By being realistic, you’re being good to yourself,cutting yourself some slack, and you won’t be setting yourself up for a tailspin. Hey – it’s always easier to ADD something to the list if you breeze through it and have energy to burn!
I was introduced to you today by a friend who saw my post on Facebook in quest for tips on how others stay organized, focused on priorities at hand, and manage their time. Though I have been a list person forever, I am in need of some changes in my method. Lately, I have felt myself exhausted by spinouts and not sure why I am making no progress. I appreciate the information you shared (and others from Facebook) and will be putting some new things into practice. I too have issues with trying to be superwoman and can’t say NO. I am in the learning process, but have a ways to go to achieve results I want. I will be checking out your blog further as this article impressed me! THANKS!!!
Welcome to WonderBranding, Misty! I hope this little post helps a bit. Believe me – many of us understand the “Superwoman Syndrome” and it takes awhile to learn to say NO. In fact, I believe it’s something we work on our whole lives. Good luck!
I enjoyed reading this Michele, very helpful tips! I’m also in the habit of writing down my to-dos and it always helps get things done. You’re right about not making the list too big. I sometimes make that mistake and end up pressuring myself to cross off everything from my list. As a marketer, it’s a must for me to have a well organized system in order to be efficient. Thanks for reminding us of the importance of Me time and family and friends time and for sharing your system!
I live with my notebook of things to do. I would die without it. It keeps me on track! I like the idea of taking my system a step further as noted here with planning some things quarterly as well. I have the weekly and daily down to a science!