All tasks are not equal. There are tasks you guess should take just a few minutes, and then an hour later, you are just finishing. There are tasks that are actually projects that as you work on them have multiple steps that keep multiplying. Rarely is there a just five-minute task anymore. Lately, everyone has been commenting on how complicated it seems to be to get stuff done. Whether it’s getting help around the house, working on your email, completing an online form, or clearing out your closet, some tasks take longer than you expected.

You may long for simpler times with easier-to-complete tasks. However, with a few strategies, you may feel you are gaining efficiency and making tasks more manageable. The big secret to task management is breaking tasks down into manageable chunks and allocating time to each segment.

 

Be specific about the task

Is it a task or a project? A task is a single step, while a project is multiple steps. Knowing this, you are ready to begin. Add the task to your list with a specific action. Using action words also helps you know where to start.

• Instead of “Do taxes”, write gather documents for taxes, prepare income section, prepare charity section, or contact a tax preparer.
• Instead of “Hire lawn person”, write gather potential names, ask neighbors, contact lawn people for estimates, and finalize the decision.
• Instead of “complete TSA form”, write go to website, gather documents, make appointment, and so on.

 

Break tasks into microtasks

Breaking down your tasks into microtasks gives you the opportunity to make progress in baby steps. You can batch by time with a 15-minute microtask list. You can batch by category, like all phone calls. Or you can write out the microsteps and keep that as a list with the project itself.

Instead of “Complete expense report,” break it into:

• Get the form for the report
• Gather supporting data from credit cards
• Categorize by meals, accommodations, and travel
• Add information to the report
• Create pdf
• Upload information
• Hit send to the correct person

Each microtask should be something you can complete in 15–30 minutes. Celebrate each step along the way because you are making progress!

 

Use the “Next Action” Trick

If you are unsure where to start on a project, think of the next action. By asking yourself what the very next thing is, you can move a task forward bit by bit. As you build momentum, you will gain clarity. One of the best first actions is to organize the materials needed, get the form itself, or follow a checklist that may be provided. There are often instructions provided for where to start. If you are not sure of the next action, narrow the options to no more than 2 or 3. If you have too many options, you stall out because of making a decision about the next option. Gather crowd-sourced information if you struggle with making that next action decision.

 

Schedule your task time

Have you heard the phrase “a plan is a wish without a calendar?” Large, overwhelming, scary, or vague tasks sitting on your to-do list are easy to ignore. Instead, schedule time on your calendar to do the microtasks you created. Try blocking out 25-minute chunks using the Pomodoro Technique (work for 25 minutes, break for 5, for a series of three 25-minute sessions). This works especially well for deep thinking or tedious tasks. Begin to know your pattern for how long you can work. Some people are hyperfocused and can work for lengthy time periods. Other people know that they have a short attention span or frustration span.  Learning this helps you allocate sufficient time.

 

Batch similar tasks

Some unrelated tasks often have similar activities. That might be setting dates, writing emails, or making phone calls. Group related microtasks together to reduce mental switching. This batching keeps your brain in one mode longer, which saves energy and increases focus. You are more efficient in batching and feel more successful too.

 

Use a digital progress tracker or checklist

Seeing progress is motivating. A series of unending tasks holds us back. Use a checklist or a tool like Click Up, Notion, or even a sticky note to track completed microtasks. The satisfaction of checking things off gives you momentum—and makes the task feel far less intimidating. Make your tracker and checklist easy to see every day. You will notice the impression this makes on your energy level and confidence.

 

Allow for flexing as needed

Time-consuming tasks often expand beyond your estimate. Build buffer time into your schedule so you’re not thrown off when that 15-minute task actually takes 40. This keeps you from feeling frustrated. In addition, build in a transition time between the task and the next activity. This way you avoid being irritable about switching between tasks, projects, and activities. That transition time applies to getting ready for the day.

 

It is not easy to estimate how long it will take for a task or project. By using new strategies, you will become more comfortable with the time it takes to accomplish your to-do list. Good luck!