PM Thought of The Week: Manage Your Tasks

A while ago I read David Allen's book "Getting Things Done" and was impressed. In his book, Allen documents a personal management system that categorizes one's tasks as items that should be: 1) done immediately, 2) deferred to a later date, 3) transferred to someone else, or 4) dropped.

I incorporate a similar management system into my personal and professional life. If you find you do not have enough time to get all your work done in a day, consider this simple 4-step process:

1. Incorporate a good task management tool: There are plenty of free task list tools on the market. Spend some quality time looking for the tool that will work well for you. I use the iPhone product "TouchTodo" to manage and synch tasks with my Google Calender. Using TouchTodo along with Google Calendar, I always have my task list at hand!
2. Review your tasks in the morning: Try to focus on no more than 3-5 of your most critical tasks each day. If you a lot of overdue tasks, declare the day a "catch up day" and don't add new tasks to your list.
3. Complete your tasks: Cross off tasks as they are completed and move on to the next item on your list. Challenge yourself to get through your list before the day ends. I am less stressed when I make some sort of game out of completing tasks too.
4. Update your task list at the end of the day: Review your task list to ensure tasks are completed, categorized and prioritized correctly. Reviewing tasks at the end of the day builds a sense of accomplishment and gets you motivated to complete tomorrow's tasks.

In summary, don't overwhelm yourself with tasks. You may have a lot to do, but you can't do everything at once. As I create tasks, I move them to a bucket of "no due date" tasks unless a due date is absolutely necessary. As I review tasks in the morning or evening, I look for tasks in my "no due date" bucket that can be completed in the next day or two. This helps me keep my day much more manageable.

PM Thought of The Week: Emphasize Strengths, Develop Weaknesses

Everyone has strengths and weaknesses, including project managers. But how many of us periodically take a "hard" at what we do well and what we don't do so well? If you're someone who doesn't review your strengths and weaknesses, consider this 5-step plan:

• Identify Your Strengths
  What do you do best? What's the best way to incorporate your strengths into your career? If today's plan gets off track, how can your strengths help get back on track?
• Identify Your Weaknesses
  What are your challenges? What's a good plan to help improve your challenges? How can you turn your challenges into strengths?
  
• Get Feedback from Your Support Group
  What does your support group think your strengths and weaknesses are? What would they suggest you do to take advantage of your strengths and develop your challenges? How can you incorporate feedback into an action plan?
  
• Emphasize Your Strengths, Develop Your Weaknesses
  Implement your action plan to exploit what you do well and improve in the areas where you are challenged. Make adjustments as needed.
• Review Strengths & Weaknesses Monthly
  Each month, repeat the plan starting at step 1. Add a monthly task to your to do list today as a reminder.
  

The bottom line: Always seek to make yourself a better Project Manager and a better "you".