Living Your Best Life – How to Organize Tasks to Get More Done
Not sure how to organize tasks in a way that streamlines your workflow, lets you get done more each day AND helps you stress less?
Our helpful guide lists the most effective techniques, tried and tested by many.
How many minutes do you waste each day, staring into space or simply feeling overwhelmed with all you need to do? You can be skilled at your job, but without some proper organizing, your days won’t be productive. And even to get house chores done, you need a system to enjoy a clean house.
Yes, you’ll find many tips online and some people even invest in training so they can be more productive. But what really works?
No need to pay lots of money learning how to organize tasks. Below you’ll find the most efficient tips and techniques, backed by experts. Let’s help you master that to do list with a smile!
Lists are Non-negotiable when Learning How to Organize Tasks
Below we’ll discuss different ways of managing your tasks, but whether you use paper or a digital method like the Enzo chore app, you need a clear list.
- It prevents you forgetting something
- It’s the key to staying organized
- As you see those items dealt with one by one, you’ll feel motivated to keep going
A list? Motivate you? Yes!
Wise Tip: Divide Your Lists
Many people find it better to divide a large set of tasks into smaller sections. It seems less overwhelming looking at a shorter list and you can refer to the relevant list in a particular situation. For example, make a chore list for each day of the week or keep work and personal tasks separate.
Simple Methods to Add to Your List
Your list is only valuable if it contains everything you need to remember. But if it’s laborious to add a new item, you may not do it at all, or avoid doing so for things you think you’ll remember. But let’s be honest: we all forget so easily.
For this reason, make it easy to add new tasks or chores. Can you quickly write on a white board in the kitchen, rather than opening your computer to get to a spreadsheet? Or, what’s an easy way to store new tasks and reminders with your mobile device, since it’s with you most of the time?
This makes chore apps so valuable, because the information is accessible. But guard against using elaborate software that’s not user friendly. It may dissuade you from actually using it to its full capacity.
Make a List and Hide it
This may not be for everybody, but some people find themselves more productive when they hide their carefully created lists. They write one item from the list on a piece of paper, stick it on the wall and use it to keep them focused on the task until it’s finished. Find your mind wandering? Look at your note again!
With the long list our of sight, you don’t get distracted by everything else you need to do.
Days Need Structure
Now you have a list of tasks, but the list is more valuable when there’s structure. Here are some tips.
Handy tip on how to organize tasks: group similar tasks together on your schedule. You’ll find it easier to switch from one to the other, compared to facing completely different work from one minute to the next.
When to Work
Are you a morning or an evening person? If you can be flexible about the times you’re handling your tasks, aim to do most of them when you tend to feel more energized and alert. You’ll see you get more done and have a more positive outlook on work or chores.
What Takes Priority?
Also prioritize the items on the list. Often, it’s best to first finish what you dislike or what you find difficult to do. Your mind is still fresh, enabling you to handle more. Also, if that unwelcome task isn’t bothering you at the back of your mind anymore, you can focus better on other tasks.
Be Smart About Time When Scheduling
Part of structuring your day can be allocating time to each task. But how long will it really take?
For repeat tasks, you can time each item and use that data the next time you create a schedule. But still, can you guarantee there won’t be any holdups? Even for a simple task like cleaning the bathroom, you may run into additional chores like needing to unclog the drain—which you didn’t plan for. And if you’re going to a meeting, you KNOW they usually run late.
This is why it’s important to be flexible, even while structuring your day.
For the most realistic plan for each day, consider the following:
- Add in buffer time before each task. This should cover travel time, unforeseen circumstances, or even needing to run to the restroom before the next meeting.
- Plan for breaks, so you have a healthy rhythm each day and don’t experience burnout because you’re not eating regularly or processing everything you face.
- Also schedule time for some administrative tasks and creating schedules. Planning even for these simple tasks makes your day feel less rushed.
Overall, be flexible when planning a schedule, or you’ll add too much to your day’s list. Because you set unrealistic expectations for yourself, you create more stress for yourself than is necessary. Remember, lists and schedules are supposed to HELP, not HINDER.
While flexibility is key, do add due dates to your tasks. A secret of how to organize tasks is to find ways to increase productivity. And if you know a deadline is coming up soon, you’ll be more motivated to get it done, rather than admit defeat or feel embarrassed at not living up to a boss—or even a roommate’s—expectations.
Plan Tomorrow Today
Here’s an easy one. Instead of doing your day’s planning tomorrow morning, create your new to do list tonight. Start with what you didn’t finish today, then check your messages and organize additional items according to times or priorities.
You’ll be more relaxed knowing what lies ahead tomorrow, and you can start off with energy and momentum, rather than first feeling drained by this admin task.
Break it Down: List Smaller Milestones
So, do you list ‘Finish Renovations’ or ‘Organize a Party’ to your list? For anyone, that may seem just too daunting to take on. And if you don’t feel positive about a task, you’ll have less motivation and energy, which affects productivity.
Key to an effective chore or job management system is breaking down goals into small, easily achievable milestones. For example:
- Rather than ‘Finish Renovations’, list ‘Paint bedroom wall’, ‘Attach new fittings’ and ‘Hang New Clock’.
- For ‘Prepare Meal’ you can insert ‘Make Lasagna’ and ‘Make a Salad’.
- “Prepare Presentation’ seems less overwhelming when you need to ‘Gather Data’, ‘Discuss analysis with manager’, ‘Create Slides for Presentation’ and ‘Write Report’.
This method also clarifies exactly what needs to be done. So, when you share tasks with others on a chore wheel or a chore app, they’ll understand your expectations. It’s also easy to assign these milestones to different people, to evenly distribute responsibilities.
Measure Progress so You can Improve
Whether you’re deep cleaning the house or writing up reports, it’s easy to get discouraged and demotivated. One way to prevent this is showing yourself how far you’ve come. Having proof of progress can encourage you to keep going, so find ways to measure and keep track of what has been done.
Progress can be seen by simply ticking off items on the list or receiving progress reports from colleagues. For work purposes it can be sales reports and at home you can take a moment to compare how hectic life was before you started using a chore chart.
Analyze the feedback and comparisons and find more ways to improve your family cleaning chart or weekly work schedule. Whether for profit or managing your home, continuous improvement can only be good news, right?
Manual methods of managing a routine can be efficient, but in a fast-moving society it’s worth it to try out tech solutions. Scheduling software and chore tracker apps are popular for a reason! Keep your lists and all the details discussed above, right in the palm of your hands. It makes for easy reference; you can stay up to date and make changes as you go. You’ll never forget a task, especially thanks to features like automatic reminders.
How to Organize Tasks—Start at Home
There are many ways to try when discovering how to organize tasks in a manner that works for you. The Enzo app has helped many households and flat mates get it right and our high number of downloads and 5-star ratings prove this.
So, why not try us, and use the free version to see if it’s what you need? For any questions, you’re welcome to contact our team.