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Time & Task Management

Facilitator: Brent Jones

This was a small group discussion with four others.

There are a lot of roles that everyone has to take on – infinite number of stories that you COULD be doing, but what SHOULD you be doing? What’s working well for you?

###What are you using now?

  • Different colored Post-its and lists.
  • Primary to do list – ‘To Do 5-14’ – long list of items kept on a laptop.
  • Trello App (online so you can access it anywhere you are) – allows you to create boards – project boards and daily schedule in there, you can attach files.
  • Paper list. Sometimes ineffective because he’s on the road or he needs to add something to the list.
  • Omnifocus app – built specifically for task management with teams – it’s for work and home stuff.
  • Google Calendar: Excel document of what you need – what time do you need to arrive? What do you need? Also allows you to set reminders.

Work environment, volume of work, projects or individual tasks, desk or on the road?

  • Distractions that can’t be put on hold – using headphones instead of earbuds to signify you are doing a task.
  • Finding a solution to centralize your distractions – finding a solution to your distractions so you’re more efficient day to day.

What’s your system?

  • Book: Getting Things Done by David Allen – it defines a process and how to get things organized.
  • Pull tasks out of project – how many tasks can I get done this week to contribute to the larger project. Putting things in order
  • Planning: seeing projects and identify different areas that clash.

Don’t forget about the bigger picture!

  • I’m going to work today and here’s what I’m going to get done today but what are your other responsibilities are? ex. Keep up with new tools.
  • Where am I going and where do I want to be in 5 or 10 years?

What about other responsibilities, how do you handle those?

  • Working with other people is tricky – making sure those expectations are managed.
  • Managing your world – creates a kind of competition so people don’t want to drop the ball
  • Sometimes you have to let things fail and work to improve things next time.
  • Setting clear expectations: Do you want me to call this person or are you going to do it? I’m going to deal with my world and you need to deal with your world.

Exercise:

Think of One thing you have to do? Think about that thing and think about the next physical thing you need to do to make that happen and write it down.

RESULTS!

If there’s a project that’s kind of stuck – thinking about the next physical action you need to do to move it forward – writing it down helps!