Some days are like turbo-charged freight trains. That was my day yesterday. Before noon, I’d handled eleven things on my to-do list and scheduled two more for that afternoon. I had a client call, three email updates, four newsletter articles, a press release, a huge file to coordinate and send, and a proofing project to start. At least five of those had to be done before noon.
That’s when my lists come in handy. Thanks to my sick obsession with deadlines and my need for lists, I didn’t forget anything.
After the list is made, it’s just put the head down and plow forward.
Today isn’t going to be much better. I have a huge project to get done in a week, a client meeting to schedule and then find time for, an article to start (and finish), and marketing. So how do you get it all done and not drop anything in the process? Here’s what works for me:
Lists. Oh, I love a good list. I love knowing what I’m doing, what I should be doing, what I’m not doing, and what I’ve done already. Mine are on paper and sometimes they make it onto Outlook if it’s far enough out.
Prioritized lists. Even better. For me, this is usually quickly written bullet points with numbers beside them – #1 for the first thing, #2 for the second….
Updates. I send a few clients weekly updates on my progress or my activities. This helps me organize what I’ve done and what I should be doing. It also helps them see where their money is being spent. I usually list what I’ve completed and what I’m planning for that week.
Multitasking. During the conference call, I was able to jot down my list, organize my thoughts in an email update, and answer one email with a short, one-sentence response. I still heard everything that was discussed because I kept my focus on what they were saying. I just managed to take use pregnant pauses as times to jot quickly or to type.
Ignore phones and Internet. Easy one. I turn off the ringer (I can still hear it ringing in the kitchen) and turn off my email if I can. I don’t go near my usual blog or website haunts until the must-dos are out of the way.
Say no to interruptions. Both young people were home yesterday, but I warned them off any conversations or “Hey, got a minute?” stuff until after 5 pm. If you’re not paying, I’m not able to help you until after hours, even if you’re related.
How do you get through a large to-do list effectively?
I guess my calendar is my list. A formal "To Do" list makes me feel constricted, but I have my calendar spread out next to me, so I'm looking at the arc of the week and the month, and then I arrange my day from there. And then, of course, wrenches are thrown in and I have to re-think! 😉
Such as, I agree to a new big project and then find out the edits for the HEX BREAKER reboot are coming in today. So there will be some extra hours at the desk over the next few weeks.
And then the student with boundary issues tries to get administration to force me to change the parameters of the class to suit her. Um, no.
I find I work better when I have a hard copy of my to do list and then work my way through in order of priority/importance. Somehow I work better when i can touch the list.
She needs to be booted from that class, Devon. I'm sure they told her no, but that she went over your head and asked is unacceptable.
Damaria, same here. What is it about that paper and ink that makes the difference? But it does, doesn't it?
Like you, Lori, I love my lists. On paper – out in the open where I can't ignore them. (I'm such an out-of-sight out-of-mind person.) There's an incredible feeling of satisfaction when you cross something off the list.
When I'm on a tight deadline I do answer the phone. Why? Because of 1) the neighbor who will march over and pound on the door to see if I'm okay, and 2) last spring my sister (100 miles away) rounded up the local troops to race over and check on me just because I didn't answer the phone for 4 hours. (Had I known the land line was down, I would have turned the cell phone on.)
For me, it's easier to answer and say, "Sorry. Can't talk. I have a deadline."
"If you're not paying, I'm not able to help you until after hours, even if you're related."
I love it!! lol Not as easy to tell a ten year old that. 🙂
I use my google calendar a lot. It helps me to see the whole picture. I also use lists for day to day, otherwise I spend too much time reading blogs or checking email.
Yea, Wade – at ten they're not so easily convinced. 🙂
I've not tried Google calendar. Not a bad idea, though.