There is ONE workday process that professionals STILL use today to try to manage their workload, but it’s outdated, unproductive, and highly inefficient.
Can you guess what it is?
Yep. Writing to-do lists on paper.
Whether you use a legal pad, notebook, steno pad, post-it notes, a planner, or anything similar, you’ve got the #1 most inefficient, ineffective method for tracking and accomplishing tasks.
I know… I’ve ruffled a few feathers on that one, but it has to be said.
Using paper to manage—or to TRY to manage—tasks is risky. Why? Because any to-do list on paper is NEVER going to be all-inclusive of everything you’re responsible for. It CAN’T be. It’s PAPER! And paper is a TOOL, not a SYSTEM.
But wait. It gets worse…
The number of places where tasks come from these days is mind-boggling and I’m sure you feel this every day when you try to chase them down.
It’s easy to get frustrated or overwhelmed. Surprises lurk around every corner.
Overlooked tasks can turn your day upside down in an instant. Gear shifts and lane changes become the norm.
And that’s a disaster for your productivity and progress if you want these to be faster and more consistent.
A paper-based process for managing tasks will ALWAYS put you in S-L-O-W motion, even though you feel you’re moving at 100 miles per minute. You’re busy, but how productive are you?
Reflect on the number of sources of tasks there are AND the number of tools you might be using to keep track of them right now. There are going to be WELL over 10 or 15 of sources PLUS tools.
Then think about your calendar. Imagine you had more than 10 of them! Imagine trying to figure out where to go for meetings, calls, events, lunches, and conferences by having to check all of them all throughout the day.
That’s an open invitation for mayhem and mishaps. It just doesn’t work.
And yet(!) too many of you out there are still using paper. You’re trying to plan and prioritize tasks in your head because no ONE of those sources or tools is going to hold ALL of your tasks to give you a COMPLETE picture of what’s going on.
If this sounds like you, you’re probably…
…looking at what’s on your desk as reminders of things to do
…looking at emails again and again to see what’s been flagged
…checking post-it notes to see which scribbles still need your attention
…looking at meeting notes to find the action steps
…Checking texts and voice mail to see which messages to return
…reviewing legal pads and notebooks for what to do next
…and more.
This process is a HUGE waste of time and energy, so efficiency goes down the drain.
If you don’t have ALL of your tasks in your awareness, you’re flying blind, and this is when a LOT of time is wasted and tasks slip through the cracks.
Now, if you’re not moving too fast in your workday, this is when you may have a second to consider the implications of continuing to manage your tasks in this way and you may have started to wonder how you can better keep up with all the tasks that are pouring into your day.
While there’s nothing we can do about the many SOURCES of tasks in your workday—which will always exist—you CAN do something about HOW they are managed.
When you want to get 100% clarity of what you’re responsible for and you want to thoroughly and accurately plan and prioritize those tasks, and be certain that you’re spending your time productively…
…get away from paper for managing tasks.
Instead…
➡️ Create ONE central, digital, location to gather, plan, prioritize, and accomplish tasks.
➡️ And follow a simple, continuous process that DOESN’T require you to do repeated reviews, re-reading, re-grouping, or rewriting of to-do lists.
You’ll get a VERY high-level of clarity and control, and you’ll MASSIVELY increase your levels of efficiency, effectiveness and productivity—saving you LOTS of time and energy.
With this kind of system, you can…
- Gain 100% clarity and awareness of all tasks and responsibilities
- Add new tasks as they appear, so you’re AWARE of them, even if you can’t DO them right now.
- Compare new tasks to existing tasks and make smart decisions about what takes priority.
- Plan and prioritize tasks easily and accurately as priorities shift—and they always do!
- Delete tasks when there are no further action steps to take.
This is like having all of your appointments on ONE calendar, where you can see what you have planned for today and for future days. And I would venture to guess that’s what most of you have: ONE calendar.
A central, digital, and complete task management system is easier and more efficient, and has the capacity to hold ALL of your tasks, no matter the source, the priority level, or when you’ll take action.
It’s a strong plan that’s ready for action, but it’s also flexible so you can turn on a dime when your day changes—WITHOUT missing, losing or forgetting anything.
This is the ONLY sure-fire way to manage ALL of your tasks efficiently, effectively and productively.
Imagine…
- Having ALL of your tasks, and reminders in ONE place.
- Saving time that would otherwise be wasted writing and rewriting to-do lists.
- Gaining more confidence that you’re on top of your priorities.
- Saving time from short-term planning, long-term planning, and re-grouping between tasks.
- Doubling or tripling your efficiency and productivity.
- Working more proactively and not reactively.
- The massive progress you can make on the projects that matter the most to you.
Imagine realizing… your job just got easier.
