Routine - a fresh look at managing tasks

From the author:

One of our regular readers, James Zhukovsky, developed its own task management system and priorities called "routine". Some time ago, when I talked about my task management system, Jacob offered to read it book and discuss the proposed methodology. I promised that will do so, and, of course, promise. We spoke with Jacob and decided to share with the established methodology Lifehacker readers. Immediately voiced their opinion - the technique is interesting, there are many rational grains, although the issues enough. But where they do not exist? Everyone who is interested in the management tasks - would highly recommend to get acquainted. The book of James I also really liked. This is not a professional publication. It's just the story of the creation and use developed by Yakov system. The book is not great so I recommend to allocate her an hour to read. So - a fresh perspective on managing tasks. System "routine."

Who may benefit from this system?

• For all who makes lists.
• Everyone who experiences a prioritized issue.

How did this system?

I realized that I needed a system that could help streamline the endless stream of cases and projects, and should be:

• simple enough
• flexible enough
• It does not require a lot of effort
• Helps to quickly prioritize

For this it was necessary to re-read a lot of books on time management. In them I found understandable, clear answer to the question "how to set our priorities?". But based on the idea, which gradually developed into a methodology I was born on the information received. The methodology I call "routine"

Once I noticed a piece of paper, with a plan for the week. Leaf was lined by several columns. The first column ─ crisis situationsIn the second ─ routineIn the third ─ future routine and in the fourth ─ ideas. Later added to the list another section ─ goals.

I began to think about why I was such direction? And I realized - so I can do a quick review of the plans. I was able to see clearly what it is necessary to engage in and that really necessary. Then it dawned on me. After all, it is the same priorities!

What is routine

Thinking about the routine, I realized that, as a rule, tasks have their own time frame, which means that they can develop into a problem. It became clear that it is important to have a list of upcoming projectsTo put their time in routineprojects and thus prevent them from getting in Problems.

Slightly changing the name, I received the following sections:

1. Problems.
2. Routine. (The list of projects and tasks)
3. The upcoming projects.
4. Objectives.
5. Ideas.

I began to think about the time frame of these sections. For example, if it is a problem, how much time will be spent on it, as soon as I have to complete a task or project? So on the following time frame:

1. ─ problem is that supersrochno need to do today, right now. In an extreme case, tomorrow.
2. ─ routine that needs to be done today or tomorrow, in general, this week.
3. The upcoming projects ─ range can be very wide. But as a rule, something that will happen this or next month.
4. Goals may be this year or in general can not be.
5. Ideas may or may not be at all.

For example, you receive a bill on electricity costs. Do you have another month before you come "red" bill. So, while you can put it in the list approximating projects. After a couple of weeks you will need to move it to the list projects. But if you do not do this in time, your score will get electricity in the list Problems.

The time frame can always be changed by yourself, that is for someone to identify the problem can range from an hour to a week. Everything will depend on the pace and intensity of life, as well as on specific situations.

Thus, the events in your calendar, upcoming projects, a list of projects and a list of all the problems this is a routine!

That is all that requires action now or in the near future and, in the case of non-fulfillment entails negative consequences. For example, you ignored your bill for electricity, and then you have to pay his fine +, at best. And if you shut off the electricity?

Conclusions:

1. routine projects These are projects that have a negative impact if they are not performing.
2. Ideas and goals, as a rule, do not lead to negative consequences and, on this, are not part of the routine.

For example - you came up with the idea to pay the bill for electricity over the Internet. But after long hours at the computer, you begin to realize that it is not possible to do. So you have not paid the bill and time lost.

That is why it is so important to learn to separate the ideas and goals of the routine tasks and projects.

Sort tasks and projects

The figure shows how I sort my incoming. Normally, sorting takes me 15 minutes. Sometimes, I do not fit in the system for weeks, and sometimes I work with it every day. Well versed included every day, but not essential - the main thing that your projects do not turn into a problem.

All shared folders:

1. The calendar
2. Archive
3. ideas
4. goals
5. upcoming projects
6. projects
7. Problems

There are seven areas where there are our tasks and projects. I do not put "doctor visit" in projects. If I have a date and time, and to me will only come at the time that this event I just zanoshu calendar.

So, we have to-do lists: Problems, projects, approachingprojects + Calendar, this is your routine. Stand out lists ideas and goalsLet's look at why?

Working with lists ideas and goals

How do I identify that in front of me idea or target? I just ask myself, "What if I do not, never?" And if the answer is "Nothing," I safely send this task to the list ideas.

It helps:

• Do not download to-do lists
• Do not load your brain

Now look at the picture with ideas and goals

The idea can grow into targetAnd aim to get into lists of projects. How it works and what it needs?

The idea Aims

To the idea hit the goals are very important to understand their values ​​and principles.

We need to understand why you need it. So you need to ask yourself as many questions as possible. These may be questions of such a plan as:

1. Could this affect positively on my daily routine?
2. Can it make me more free?
3. Can it make me happier?
4. Can it as something to enrich my life? (Spiritual, physically, financially)

If you answer yourself, why you need it, and it will be a really useful idea, then you can move it to the target folder.

Of Goals Projects

Folder goals I consists of several sub-folders. The first folder is the new goal, then the goal of the month, then the area of ​​life and then executed goal. It looks like this:

First I have to see my new goal which refers to the area. After my new goal came in the list, say "work", it can lie there, at least until the beginning of next month. As soon as the new moon comes I'll decide what my lists ( "work", "home", "family") I want to move to the list the goal of the month.

Let's say you have formed a new list the goal of the month. Very good, but there is another important step in order to put the task on the list in the list of projects. You need to try to understand how you can get what you want. As far as practicable. Suppose you have decided to buy a treadmill. Before putting this task in the project, make sure that they are on sale, you have a place to put it is that you know where to sell it, how much it costs and you have the money. If you do not answer these questions, then your goal will be for a long time lying in the project list and do not move. If you answer these questions, you can put this task (project) list of projects and is easy to determine the first step of the project.

with a routine job listings

all just here. Once a week, you can briefly run through the upcoming projects. You need to understand when it's time for some tasks to move to the list of projects.

The list of problems is the most important, if there is something there, then you need to decide right now \ today is actually your priority №2 (priority is №1 your calendar). Do not be afraid, in the list of problems is not so much and often will get problems. It remains a list of projects. I consists of two folders. Incoming projects and active projects. In incoming projects I define the first step of the project, for example, call the Bank. And then I put it to the active project. That's all.

I will not detail here to paint, that helps me to perform themselves tasks and projects, but you can go to my site and free to download a book.

Soft

I use Evernote to maintain the system. Why this choice? This is for two reasons.

First. I went through a lot of different tasks managers. It became clear that the system needs to be simple enough so that she could use without a computer. Evernote - it's just a notebook, which I was completely satisfied.

Second. I realized that in order to perform certain tasks and projects, I do not need so much todo interfaces with the ability to put a tick, but the ability to write and add information to each project. That is - to seek answers to the question "how" and "why". And just think what's the first step. In addition, as a rule, almost all tasks and projects are filled with project materials that are perfectly assimilated Evernote.

Summary

So, what do we have? This system allows you to quickly parse incoming. It is not necessary to slip in the list of projects, since it is clear and evident that there are ideas and goals that are not part of your daily routine. Do not think that we ignore ideas and goals. On the contrary - the system may achieve more goals, because there is a concentration on bringing ideas and goals to the state of their actual performance.

conclusion

No system, including mine, this is not a panacea for all problems. There is no secret key.

TM is just a mirror of your character. Grow a character and value your time.