Tools for Task-Completion: Get More Done!
Laura Jean Portnoy
Co-Founder of Soundcheck Mag. Your backstage pass to music's biggest moments.
If you’re like most people, it can often feel like there isn’t enough time in the day to get everything done. Between appointments, projects, and emails, to taking care of our health, and fitness while getting enough sleep, there’s hardly room for social life, family, and friends. It can be hard to sort out the best strategies for getting ahead.
Here are 3 strategies to boost your productivity with free tools and templates you can?use!
To-Do List (with Template!):
We’ve all felt overwhelmed with too many tasks and not enough time. Getting all these ideas, tasks, and projects out of your head and onto a piece of paper, or a digital to-do list is the perfect way to kickstart your productivity. This is because having a clear idea of what you need to do can help clear your mind so you can focus and start knocking tasks off the list.
While everyone has experience writing a traditional handwritten to-do list, in my experience, I’ve found getting more specific with the list can help provide better outcomes.
In order to maximize my to-do output, I’ve created a template in the popular productivity app, Notion. This To-Do World tracker separates tasks based on type, including Chores, Shopping, Work, School, Family, Friends, Side Projects, Home Improvements, Learning, Personal, and Relationship. You can view tasks as all completed, all incompleted, daily to-do’s, or type.
By categorizing your tasks by type, you can typically knock out several like-tasks in a row. For example, if you have to do five chores, you could use this list to knock out all five of the chores in a row.
Eisenhower Matrix (with Template!):
An Eisenhower Matrix is the perfect place to help categorize your tasks based on importance and urgency. If everything feels important and you’re still struggling to find a way to get started, use this template and method.
First, write down all the tasks that are putting pressure on you. Try to keep the list to 10–12 max. You can always create a new Eisenhower Matrix the next day, week, or month if you find you have a lot of tasks to get through in a short span of time.
Next, on the right side of the task, label each task on a scale of 1–10 (or 12) where 1 is the least important or least urgent and 12 is the most critically urgent and important. This will help you place each task into the correct spots throughout the matrix.
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Pomodoro Method (with?Timer!):
Sometimes, it’s not enough to identify all the tasks you have. Sometimes, you need an extra nudge to get started. In these instances, I use the Pomodoro Method.
The Pomodoro Method is an easy way to kickstart your workflow when you’re having a hard time getting started. It’s as simple as setting a timer and getting to work!
Here are some tips to make it the most effective.
2. Clear your mind by doing a brain dump. Take out a sheet of paper or open a blank document and begin jotting down anything and everything on your mind. Any frustrations, anxieties, thoughts, or problems, that are in your head, write them out to get into a neutral headspace. Spent 5–10 minutes writing this list out.
3. Set a timer for 25 minutes. You can also use this app to keep track of your timed sessions.
4. Get to work. Mind clear, you now have the ability to get started. If you’ve followed the previous strategies, you already have a list organized with the tasks you need to get started, so start!
5. Start small. If the project feels insurmountable start with small wins. Outline the sub-tasks, create a project plan, or do research on your topic. Find a few smaller wins to help motivate you and encourage you to push forward.
6. Take a 5-minute *technology free* break. Rest your eyes, clear your head, jot down anything distracting you, go out to grab the mail or fill your glass of water or coffee. Avoid your phone during this time. After your break, reset your timer and start your next 25-minute session.
Final Thoughts:
These tips, when used together can be a major difference maker in developing better ways to get your tasks done.
In my experience, I’ve found that first clearing my head and writing out everything for the upcoming week ahead helps me visualize what I need to get done in a day. On days that are particularly heavy, I like to use an Eisenhower Matrix to categorize these tasks based on urgency and importance. Lastly, anytime I am struggling to get things done, I throw on a Pomodoro timer. These methods have increased my output immensely and I hope these tips help you too!
Now it’s your turn!
In the comments let me know which tip you’re going to try?first!