As an administrative assistant, you have to juggle multiple tasks and deadlines every day. How can you use a to-do list to prioritize your work effectively and avoid feeling overwhelmed? In this article, you will learn some tips and tricks to create and manage a to-do list that helps you focus on what matters most.
The first step to using a to-do list is to choose a tool that suits your needs and preferences. You can use a simple pen and paper, a digital app, a spreadsheet, or a calendar. The main thing is to have a tool that is easy to access, update, and review. You can also use different tools for different types of tasks, such as a calendar for appointments and meetings, and an app for projects and tasks.
Create a system for yourself or use one of the tools you have learned somewhere. It takes time to find your own tool what help. Try to practice different tools and different options. You need to know how to use this tool so that you don't make yourself extra work by using it.
The second step is to write down everything you have to do, no matter how big or small. This will help you clear your mind and avoid forgetting anything important. You can use categories, labels, or colors to group similar tasks together, such as emails, calls, reports, invoices, etc. You can also add details, such as due dates, time estimates, or notes, to each task.
Uma técnica que realmente funciona: anotar. Tarefas, acompanhar a execu??o de atividades, pequenos lembretes, dentre outros. Anotar é uma ferramenta essencial para se concluir a jornada laboral com a sensa??o e a certeza da produtividade.
Da sua lista de tarefas, identifique o que n?o é sua responsabilidade e que você apenas acumulou como fun??o, ou mesmo aquilo que pode ser delegado para alguém de sua equipe. Assim, está parte das tarefas comunique de forma assertiva para que outros possam colaborar. Para as demais tarefas, identifique as prioridades delas, come?ando a execu??o pelo mais urgente.
Yes, I've always done this since I was in junior high school. Writing down all my to do lists is like moving 90% of the plans in our minds into a more concrete form so that we can review again which ones can be done first or which are priorities. or we can classify them into priority quadrants which are critical, important, not critical, not important This is very helpful in executing our list one by one, and in the end everything is checked or finished
The third step is to prioritize your tasks based on their urgency and importance. You can use a simple matrix to rank your tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. You should focus on the tasks in the first quadrant first, then the second, then the third, and finally the fourth. You can also use symbols, such as stars, arrows, or numbers, to indicate the priority level of each task.
I like to group similar tasks and prioritize tasks based on the closest deadline. I will work on tasks from the easiest to the hardest. I complete tasks that can be finished in a short time so that I don't spend my time focusing on one task and neglecting other tasks that should be completed.
The fourth step is to review and update your list regularly, preferably at the start and end of each day. This will help you keep track of your progress, adjust your priorities, and plan ahead. You should check off the tasks you have completed, delete or delegate the tasks you no longer need to do, and add any new tasks that come up. You should also evaluate your list and see if you need to make any changes to your tool, categories, or labels.
The fifth step is to break down big tasks into smaller and more manageable subtasks. This will help you avoid procrastination, reduce stress, and increase motivation. You should identify the main steps or milestones of each big task and write them down as subtasks. You should also assign a due date and a time estimate to each subtask and prioritize them accordingly.
I like to make sure I understand what the end product is supposed to look like then figure out step-by-step what I'll need to do because completing the big task never happens through magic. Having a logical order of completing the small tasks, a timeline and desired deadline helps maintain the focus because a plan is only good if you see it through.
The sixth and final step is to reward yourself for completing your tasks and achieving your goals. This will help you maintain a positive attitude, boost your self-esteem, and reinforce your good habits. You can reward yourself in different ways, such as taking a break, listening to music, watching a show, eating a snack, or buying something you like. You should also celebrate your successes and share them with others who support you.
I think it is very important to create a small reward system for yourself. Even if it's just a coffee break after doing a task or something sweet (chocolate etc.). If you have something positive to look forward after completing a task it usually gives you more motivation to complete it. It's also perfectly okay to take a small reward-breaks (reward yourself) between larger task.
Listar suas tarefas por ordem de prioridade e urgência é primordial. Sempre lembrar de marcar como concluída as que já assim estiverem ajuda a incentivar e a dar a sensa??o de que realmente está sendo produtivo.