Tag Archive for: task management

How to Tackle Time-Consuming Tasks (that You Thought Would be Easy to do)

how to tackle time consuming tasks

 

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!

 

18 ADHD Routines for 2018

 

18 routines for 2018

Reliable routines are the structure that create easy, productive, organized lives.  The routines that support those with ADHD help them manage their time, be productive, stay organized and keeps life running smoothly.  Start with baby steps this year with these 18 ways to create routines in you and your ADHD family.

 

Routines for a cohesive family

ADHD families crave organization. That is space and time organization.

1. Host a family declutter time each week. Make letting go of stuff a priority by letting go of some items each week.

2. Family meetings are part communication, part coordination and  part fun. Everyone adds to the family calendar so everyone knows this week’s plan.  It’s time to acknowledge successes, talk about family values and have some fun too.

3. Spend time with each of your kids by yourself with just one kid.  Daddy -Daughter Dates, Girls Days, and Boy Bonding times are all times that are one on one special dates for your kids.

4. Keep a family calendar everyone can access. It can be google calendar or a paper month at a glance calendar. Update it daily and during your family meeting. Everyone appreciates knowing what’s coming up.

 

Routines that create a team

Working as a team is one of the best ways to support ADHD for yourself and your family.

  1. Know your strengths.  Look at what you and your family members do best. Find team members in your family and routinely acknowledge what they do best.
  2. Partner with family members to accomplish family responsibilities.  Write up a family chore chart to assign and remind family of who does what when. Be specific on your chart on deadlines and outcomes.  If it’s dishes, then “dishes rinsed and in the dishwasher by 9 pm.”  This way everyone knows how to complete the responsibility.
  3. Look for additional team members. Who can be a part of your extended team?  Can you add on a homework helper? Are there  church youth groups or a women’s support group that you and your family can be a part of? The additional energy of a new teams or team members can have positive benefits in terms of skill and perspectives.

Routines to ask for help

Asking for help means you are seeking out what you need. It’s an asset to be able to ask for help, knowing there are many ways to accomplish a task.  When you have run out of tools, it’s always good to ask for help.

1. Identify how you ask for help routinely. Do you find an answer online, ask a friend or refer to online resources like Houzz?  Knowing what your “go to” source for information builds a routine for you to use regularly.

2. Notice indicators that you are redy to ask for help.  You may feel worn down physically, feeling emotionally drained or have brain fog.  In knowing and acknowleding when you are ready for help, you are creating a routine and indicator for yourself.

3. When you are ready to ask for help, have a limit to define what lengths you will go to in order to find assistance. You can search endlessly for the help you need. My personal example is the number of inquries, that being 3 inquiries for a need I am having. I find 3 ways that I can get the help I need, interview and get started.

4. Find team members at work who you collaborate well with and. trust their judgement. Team work at work helps you start and finish a project and brings synergy and an improved end product.

 

Routines for delegating

Regular delegating requires practice.  It starts with knowing what baby steps you can delegate and then communicating with all parties.  The best delegating includes what you don’t like to do, since often it’s not being accomplished currently.

1. Delegate household tasks like lawn mowing and house cleaning starting with outside help once a month.  Just the once a month boost from these outside helpers gives you time to accomplish tasks only you can do.

2. If you don’t like to cook, delegate dinner to a routine with healthy options.  Dinner can be certain foods for certain days like Takeout Taco Tuesdays.  It can be prepared by assigning the protein to a grilling partner,  your husband.  Delegate the chopping by picking up salad at the salad bar in the grocery store.

3. Hire a laundry helper for certain days of the week.

4. Delegate at work by assigning a small part of a project to your assistant.  Have a check in every other day while you are practicing delegating.  The more you create trust and communication while delegating, the easier it gets.

 

Routines to maintain self care

Self care can be the first routine that lapses. We are not always good about taking care of ourselves because it may feel unnatural, it may be difficult to jusify or because it simply falls off our radar.

1. Keep the same bedtime night after night. Your sleep schedule and routine keep you going day after day with a great night’s rest.

2. Schedule in protected time for yourself. Parents need time together to nurture their relationship.  You need time away to rest your brain, gather your thoughts and generally regenerate.  This weekly routine can include quiet time in whatever form you prefer.

3.  Find fun. Creative brains need fun too!  It’s hard to get away from the idea you may not have accomplished all your tasks, however it’s important to get aside fun time for you, your family and your partner to spend time together.

 

Routines are hard to establish and even hard to be consistent once established.  Take the first steps by creating the routines, then setting up solid reminders that help you. Those reminders can be alarms, timers, check lists or any fun way you can keep your routines as consistent as possible.  A day or two may slip by on your routine, however jump back in as soon as you can.

 

More on routines and being productive here!  Join my newsletter here.

 

 

Reminders: Task Management, Technology and More

 

reminders and organizing

Sometimes we need reminders to help us get our tasks done, be on time, and honor our priorities.  Here are some systems to use!

 

 

Technology reminders

www.dailynudge.com

Daily Nudge helps you remember the important things in life. Setup regular, free electronic reminders, or “nudges”, to arrive in your inbox or cell-phone.

 

www.hassleme.com

Forgot to feed the fish again? Need a little help keeping your New Year’s resolutions?
Tell us what to hassle you about, and we’ll nag you via email at semi-unpredictable intervals.
HassleMe is unique because you never quite know when your reminder will come along.

 

Remember The Milk (or RTM for short)

Managing tasks is generally not a fun way to spend your time. We created Remember The Milk so that you no longer have to write your to-do lists on sticky notes, whiteboards, random scraps of paper, or the back of your hand. Remember The Milk makes managing tasks an enjoyable experience.

 

www.cozi.com

Cozi is a free online organizer that helps families manage crazy schedules, track shopping lists and to do lists, organize household chores, stay in communication and share memories—all in one place.

 

 

Other reminders

 

 

  • Large, colored post it notes.  Using the 5 by 7 size post it notes, keep your 3 Most Important Tasks in front of you at home, work or in the car.  This is the one that works for me!

 

  • Getting Things Done (GTD) list with quadrants for each category, such as @computer, @home, @anywhere/errands, or @meetings/agendas.

 

  • Small, very adorable, spiral notebook with sections for mind sweep and categories such as kids, home, work, other. Date the top of your page each time you start a new day with new tasks to do.

 

 

 

 

Great Wall Street Journal article on making lists!

 

 

 

What other systems do you use for your reminders?

Tackle Tasks One At a Time

tasks and time management

 

 

All the experts agree, it takes time for change to happen.  It can be from 30 to 60 days to create a habit or develop a routine.   So take it in baby steps.  Start with awareness of what small change will make the biggest difference.  And remember, multi-tasking sets you back.  Tackle tasks one at a time.

  • Building in extra minutes to every task.
  • Staying mindful and being in the moment on whatever the task is.
  • Creating a checklist for step by step completion
  • Finding a partner for every task to help you with accountability.
  • Using a timer to get you started and get you finished on your task.
  • Setting out a sign that signals a productivity period to keep unwanted distractions away.
  • Establishing a power period twice a day to work undistracted on one very important task
  • Linking one new task to an established task

What do you do to tackle one task at a time?