Task Management

Working towards a promotion this year? Looking to improve productivity? Or, planning to switch jobs? Start task tracking. Learning to manage your tasks is a keystone habit that will propel your career in the right direction.?

I'm here to help you navigate the murky waters of task management. With so many tasks on your plate, it can be overwhelming to keep track of everything. But fear not, for I have some tips and tools to help you manage your tasks like a pro, improve productivity and reduce stress.

Protecting Yourself from Overloading on Tasks

Before we dive into task management tools and techniques, let's talk about the importance of protecting yourself from overloading on tasks. As corporate employees and managers, you likely have a lot of responsibilities, but you're not robots. It's crucial to set boundaries and prioritize your workload to prevent burnout. Here are some tips to help you manage your workload effectively:

Setting Boundaries: In my experience in the corporate world, you can’t always say no to things you don’t want to do.? You can, maybe once or twice, but it is not sustainable, especially if you are trying to grow and get promoted. So here is how you can say no to more work, and still keep yourself in the game:

• Firstly, make sure your priorities align with management. Use the task management template below to ensure the value-add of your tasks align with your goals and the team's goals. Use the value-add to both prioritize work and make your case to delegate or refuse tasks.?
• If asked to do something that doesn’t align with your goals or will overload you, here is what you can say:?

“I appreciate that, I can definitely get it done. What timeline are you looking to have this delivered in? Right now, I'm working on x y, and z, and for me to get this to you sooner I will have to deprioritize one of those, so can you tell me what's the best tradeoff?”

This will help your boss:

-Learn exactly what you are working on,

-Keep you from being assigned too much work that isn’t actually important.

?

• If you are assigned a non-promotable task, like planning the office party, here is how to say no:

“Hey boss, If I am assigned to plan the Christmas party, I’m in danger of missing the deadline for [this campaign/task]”

or

“I’ll likely not be able to deliver the assets needed for this project if I’m on the committee to plan the happy hour”

The idea is to use language to help your manager understand what will be pushed aside if you focus on this task.?

Saying no can be difficult, but it is essential for effective task management. If you're already overwhelmed with work, saying yes to new tasks can lead to increased stress levels and decreased productivity. Be honest about your workload and learn to say no diplomatically when necessary.?

Delegate: If possible, delegate some of your tasks to others. Delegation can help you free up time to focus on critical tasks that require your attention. To figure out what to delegate, it helps to list out your tasks and prioritize. The task management template below can help you do just that.

Focus on One Task at a Time: Multitasking can be tempting, but it's not always the best approach, it can actually make you feel overloaded. Multitasking can lead to decreased productivity and increased stress levels. Instead of trying to do multiple tasks at once, focus on one task at a time and give it your full attention. This will help you work more efficiently and reduce the risk of errors.

Organizing and Prioritizing Tasks

Once you've protected yourself from overloading on tasks, the next step is to organize and prioritize your workload. This can help you stay on track and ensure that you're working on the most important tasks. Here are some tips to help you get started:

Use a Task Management Template: Start by listing all the tasks you need to complete, then prioritize them based on their importance and urgency. The value-add column is key here. Filling this column out with each task will help you:

• Prioritize
• Help you articulate your skill set and experience for a promotion or if you decide to change jobs

Doing this on a weekly basis will save you a ton of work at the end of the year and skyrocket your productivity. It forces you to look at the bigger picture to make sure your daily tasks align with your long-term goals. This is key to advancing your career.

Use the Eisenhower Matrix: The Eisenhower Matrix is a simple tool that can help you prioritize your tasks based on their importance and urgency. It consists of four quadrants: Important and Urgent, Important but Not Urgent, Urgent but Not Important, and Not Urgent and Not Important. You can use this matrix to decide which tasks to focus on first.

Here's an example of how you can use the Eisenhower Matrix:

Task Management Tools

You could use a simple spreadsheet to track tasks, like above, or you could use a tool. There are many task management tools available that can help you organize your workload effectively. Some popular options include Trello, Asana, and Todoist. These tools allow you to create tasks, assign deadlines, and track progress, all in one place. Remember the best tool, is the one you will use consistently.?

Trello: Trello is a visual task management tool that allows you to create boards, lists, and cards to organize your tasks. You can assign deadlines, set priorities, and track progress, all in one place. Trello is especially useful for teams as it allows you to collaborate with others and assign tasks to team members. The interface is user-friendly and visually appealing, making it easy to navigate and use.

Asana: Asana is another popular task management tool that offers a range of features to help you stay organized. It allows you to create tasks, assign deadlines, and track progress. You can also collaborate with others and assign tasks to team members. Asana offers a range of integrations with other tools, making it easy to use in conjunction with other software.

Todoist: Todoist is a simple and intuitive task management tool that allows you to create tasks and assign priorities. It offers a range of features such as recurring tasks, task reminders, and integrations with other tools such as Google Calendar and Dropbox.

Getting More Done

Now, that we have learned how to list and prioritize our tasks, let's talk about how to be more efficient with your time. Here are some tips on how to get more done without overloading yourself:

Use the "two-minute rule": If a task can be completed in two minutes or less, do it immediately instead of adding it to your to-do list. This can help you tackle small tasks quickly and prevent them from piling up.

Use the "Pomodoro technique": This technique involves breaking your workday into 25-minute intervals, with short breaks in between. Use a timer to stay on track and take breaks to recharge. This can help you stay focused and avoid burnout.

Use a "done list" instead of a to-do list: Instead of focusing on what you still need to do, keep track of what you've already accomplished throughout the day. This can help you stay motivated and build momentum as you work through your tasks.

Break down large tasks: Large tasks can be overwhelming, but breaking them down into smaller, more manageable tasks can make them feel more achievable. Use a project management tool to break down larger projects into smaller tasks, and set deadlines for each one. This will help you stay focused and make progress on the project without feeling overwhelmed.

Practice "mindful task management": Take a few minutes before starting a task to set an intention for what you want to accomplish and why it's important. This can help you stay focused and avoid distractions. Intentions are powerful, use them to keep you laser-focused.?

Use "task batching": Group similar tasks together and complete them all at once. For example, if you need to send several emails, do them all in one batch instead of spreading them throughout the day. This can help you work more efficiently and reduce context switching.

Use "parking lot" for distractions: If you get distracted by thoughts or ideas that are unrelated to your current task, write them down in a "parking lot" and come back to them later. This can help you stay focused on your current task without losing valuable ideas.

Try "timeboxing": Set a specific amount of time to work on a task, and don't let yourself work on it any longer than that. This can help you avoid perfectionism and move on to other tasks.

Use "visualization" techniques: Before starting a task, visualize yourself completing it successfully. This can help you build confidence and reduce anxiety.

Keep a "distraction log": Keep track of what distracts you throughout the day, whether it's social media, email, or coworkers. This can help you identify patterns and find ways to minimize distractions.

Use "self-rewards" for motivation: Set small rewards for yourself after completing a task or project, such as a snack or a quick walk outside. This can help you stay motivated and make task completion more enjoyable.

Do the hardest thing first: Start your day with the hardest, scariest, ugliest task. Then do the next hardest task. Work your way to the easier ones. This will help eliminate procrastination. By doing the hardest or most disliked task first, you set yourself up for success for the rest of the day.

Review your progress regularly: Finally, it's important to review your progress regularly to ensure that you're on track to meet your goals. Use a task management tool to track your progress and adjust your priorities. Regularly revi ewing your progress can help you stay focused and make adjustments before small issues become bigger problems.

In conclusion, effective task management is critical to staying productive and efficient in today's fast-paced work environment. By protecting yourself from overloading on tasks, organizing and prioritizing your workload, and using task management tools, you can stay on top of your workload and achieve your goals. Remember to take breaks, set boundaries, and focus on what's important to you and your team. Good luck with your task management journey!

1. ?How to Predict Layoffs:

Worried about possible layoffs? No need to stress, I've got a handy tip for you: Check the WARN Notices!?

The Worker Adjustment and Retraining Notifications Act of 1988 requires most employers to give a heads-up of 60 calendar days before any planned closings and employee layoffs. Just Google WARN act along with your state and voila! You'll find a .gov website that lists the companies that are planning to lay off workers. It's a simple yet effective way to stay informed and ahead of the curve.

2. How to Use ChatGPT to Improve Your Resume:

Have your Resume and the Job Description handy. Then ask ChatGPT:

• “Rewrite my resume and tailor it to the job description below. Here is my resume: [Resume]. Here is the job description: [Job Description].”
• If the first pass is not the best, ask it to improve:

- “Fit it on a single page”

- “Rewrite with more emphasis on X experience”

-“Rewrite with more measurable outcomes”

• Rewrite a specific bullet point:

-“Rewrite this bullet point to be less than 20 words, include keywords from the job below, include metrics from my resume, and use compelling language

Resume: [Resume]

Job Description:[Description]

Give me five different versions”

-View all the responses and mix and match them to create the best bullet point. Repeat for your entire resume.?

3. Questions to Ask in an Interview to Spot a Toxic Workplace:

• When was the last time someone got promoted on the team?
• Can you think of a time someone on the team made a mistake and what happened?
• How does the team celebrate its wins?
• How frequent would our 1:1s be? What would they look like?

• ‘Getting Things Done’ by David Allen
• ‘Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time’ by Brian Tracy