Let me start by saying I’m a list girl. I have lists for personal and household stuff and I have lists for my professional life. In fact, I’ve broken down the professional tasks into separate lists by topic: shows, teaching, lectures, webwork, business development, development of new lectures and projects (my favorite), and more lists that would bore you silly. The number of things I am juggling can be daunting – in fact, the mass of stuff I have on my lists can be downright paralyzing.
To keep things in perspective and to stay focused (my word for the year), I do three things that keep me sane and help me prioritize:
- I write down ALL tasks. Tiny and massive, commitments and wannado-projects, I write them all down on the appropriate list. Benefit: Once it’s on paper, I can use that brainspace for other things.
- I date every task. I include the date for when I added it to the list and if there’s a hard deadline, I add that to the list AND to my calendar. Benefit: Once I see a task that’s been lurking on the list for a while without any action, I either delete it as not important enough to do or I make it a priority to get it done.
- I create a daily list by pulling the top priority items. I try to create this list at the end of the day when my brain is full of what didn’t get done and what’s looming on the horizon. I sometimes do this in the morning, but it’s overwhelming and counter-productive to sift through the multiple lists early, when I need to set the tone for the day. I start with that didn’t get done the previous day and then take a look at the master lists to see what is next. Benefit: Throughout my work day, I’m looking at that day’s tasks. It’s a manageable list and I don’t lose track of what I must get done.
Once I started making these lists and using them on a daily basis, I realized that I had to learn to say no. There’s this huge pool of what I must do and precious little discretionary time for things that I want to do but haven’t made the list. Recently, I was invited to make a small quilt for a Quilts of Valor fundraising auction to be held at the America Quilts Expo in Des Moines, IA, in May 2016. Do I have time? No. Is it a priority in my business? No. But I’m doing it anyway. I want to do it and I feel it’s right to do it. Something else will have to wait or come off the list entirely. I will shuffle priorities. It’s important to be realistic, but reserve a few “yesses” so that you can do a few things that really feed your soul.
Next week: Productivity through Biorhythms