How to easily double your productivity

Using a to-do list to double productivity

Given the new year and the bazillions (yes that is a word..I think) of resolutions that will be made today I thought it would be an appropriate time to share some valuable  info on what I consider to be a top five topic (… top five weakness is probably more accurate) for small business owners.  I have read a lot of information on productivity mostly because it was something that I struggled with in a major way.  I still have my fair share of productivity lapses (moments of downright laziness) to this day, but I have implemented something that did wonders for my personal productivity levels and I know it is something that most small business owners will seriously benefit from.

The concept centers around increasing productivity through the use of a to-do list.  I know the whole ‘to-do list’ concept has been beaten to death but try and resist the urge to hit the back button because if you can stick with me on this and actually implement this strategy you will see your productivity skyrocket… I promise.

Almost every small business owner (sbo) I encounter has at one point or another attempted to incorporate a to-do list into their daily or weekly activities.  I will be the first to admit that it does take time and an effort to actually write out your to-do list every day.  For this reason alone, many sbo’s will make the effort for the first few days and then get side tracked, forget or just plain give up because they don’t see immediate results.

The truth is that if done properly and consistently a to-do list can easily double your productivity.  It might sound like a big claim but if you make a real commitment to use a to-do list on a daily basis in the way I will show you I know the results will speak for themselves and you will thank me for it later.

First things first…

• Always write down your to-do list!  Resist the urge to use your computer, smart-phone or hand-held device for 2 critical reasons.  First, they all have built-in rollover features which means any tasks that you do not complete simply get rolled over to the next day.  To illustrate, my very first palm pilot still has some of the original t0-do tasks that I added when I first got it like 8+ years ago!  Rolling tasks over is sometimes necessary however having it happen automatically compounds the second critical reason which is that you aren’t actually writing your to-do list.  There is something magical that happens when you actually go through the physical act of writing something down.  For starters it makes an impression on your sub-concious which is the exact same reason why you should always take the time to physically write out your goals.  If you don’t write down your goals and set a deadline for them then they are not goals they are merely hopes.  Writing your to-do list will also help keep the items on the list top of mind which is super important when you have to manually rollover any tasks that were not completed to the next day.  Re-writing to-do’s that rolled over from the previous day will help you to connect with those un-finished items on a daily basis.
• I recommend that you use a business journal to write out your daily to-do list.  It doesn’t have to be fancy but it should be something that you can carry with you and reference often.

 When to write your to-do list…

• Write your to-do list in your business journal first thing in the morning before you start your business day.  Usually your mind is clear and your body is refreshed from a good night’s sleep and that will help you to focus on what you would like or need to accomplish for the day.  Writing it first thing in the morning will also help set the tone for your day and provide specific purpose which will in itself help increase your productivity by leaps and bounds.
• Don’t be afraid to add to your to-do list as necessary throughout the day and make the necessary adjustments.  Having urgent and un-planned things spring up on you is inevitable but over time and with proper planning you will be able to significantly reduce the number of cases that occur.

How to prioritize your to-do list…

• One of the most crucial elements is prioritizing your to-do list.  Use an alpha-numeric system with “A” through “D” representing the priority level and then assign each task within each priority level a number of “1″ to “10″ based on which items need to be completed first.
• The “A” list are high priority items that MUST be accomplished that day.  The trick with setting priority is to actually prioritize (if that makes sense).  Certain tasks are more important than others and you need to be able to differentiate between the important tasks and the really important tasks.  This will come with experience but as a guideline the “A” list should be no longer than 5-6 items.  The “B” list are also high priority items but they could wait till tomorrow if necessary.  The “C” list are average priority items and the “D” list are low priority items.  The real key is to be able to differentiate between the “A’s” and “B’s” and this will come with time and experience.
• Assigning a numeric value to the tasks within each priority list is not a must however it may help to further streamline your to-do list and keep you on track and organized.

Assign a time limit for each task on your to-do list…

• This is one thing very few people do when writing a to-do list but the impact can be huge so I highly recommend it.  It is especially important for “A” list items as you should never spend more than half of your work day completing all of your “A” list tasks.  If you spend more than 5 hours of a 10 hour work day completing “A” list tasks than you either have really bad time management skills or (more likely) you need to break down the tasks into smaller sub-sets.
• Don’t spend too much time trying to calculate the exact time required for each task.  An estimation of the time required and a strong focus on “A” and “B” items will suffice. 

Tackle your to-do list…

• Start by working on your “A” list items.  I highly recommend tackling the “A” list item with the lowest estimated time required to complete.  Completing this task in a timely matter (and early in your work day) will give you a significant morale boost and help keep you motivated for subsequent tasks.  This is why assigning a time limit is such an important step and can have a huge impact.  Not only will it help keep you organized and focused, but it will also help you to numerically prioritize the items in your “A” and “B” lists. 
• Continue working through your “A” list items but be sure to take a 3-5 minute break after completing each task.  If you were sitting throughout the task then use the short break to stand, stretch and walk around.  If you were standing throughout the task than use the time to sit and relax your muscles.  Either way the break should help to clear your mind but be sure to keep it short and resist the temptation to get side tracked by individuals or tasks not on your list.  Once you have completed all of your “A” list items, take a full 30 minute break (this should be separate from your scheduled lunch break) to fully recharge your mind and body.  Consider it a reward for successfully completing all of your “A” list items for the day and be sure to use the time to do something relaxing or something that you enjoy.  Getting some fresh air at the same time is also highly recommended and will do wonders for the mind and body.
• The 30 minute recharge will ensure that you are ready to tackle the remaining items on your list.  Move on to the “B” list items and continue in the same manner until your work day is complete.  Be sure to take short breaks after completing each task however the 30 minute break should only be reserved for the completion of all “A” list tasks.

The morning after…

• The next morning you will start the process again.  Any uncompleted tasks should be rolled over and re-prioritized for the new day.  You will find that certain tasks will move ‘up the ladder’ so a “C” list task may become an “A” or “B” list task.  With practice and experience you will be able to whip up your to-do list in a flash but as a general guideline it should never take you more than 15 minutes to complete your to-do list each day.

Doing a daily to-do list may seem like a daunting task at first and it does take effort and some time getting used to but consider it an investment in yourself and your business.  The rewards will begin to become evident with each passing day as all of your most important tasks get completed.  Within 2 weeks you will notice a huge jump in your productivity levels and within a month you will begin to wonder how you ever got anything done without it.

Steve

P.S. Refresh Media Group would like to wish you and your business a happy and super successful 2009!