TaskManagementGuide.Com Articles

Track how many tasks and with what statuses there are in your Task List

Fri, 28 Dec 2007 00:00:00 +0000

Keep an eye on your To Do List

The tasks in our To Do List have different statuses, some of them are already completed or canceled, others are in process or put on hold, etc. It is a normal working process, but if at some moment it turns out that we have too much tasks that are put on hold or uncompleted for a long time, it�s necessary to take appropriate measures. So, it�s extremely important to control the number of the tasks with different statuses.

"Tracking task statuses" To Do List

From time to time don�t forget to track your tasks
Track how many tasks are not completed, put on hold, etc
Use software to calculate the number of the tasks with different statuses

Action plan

Start your task management software
Group your tasks by "Status" field
Go to Chart panel
Track the statistics of your tasks on the chart

How to save the time while making up your mind to the task

Thu, 27 Dec 2007 00:00:00 +0000

Anchors for effective work start

If you often spend much time before start accomplishing some tasks, try to use some �anchor�. It is some subject that is connected with a certain emotional state for you. When we need to start the work on this task, we �turn on� required anchor, �come into� this state and in that way make yourself proceed to the task. If you try this simple advice, you will save much time that you used to spend on �switching� to the work.

"Setting anchors" To Do List

Most often people use music as an anchor. Try to connect different kinds of music to different kinds of tasks
Use selected anchor only when you need to accomplish this particular task
Use software to attach any music files to the task

Action plan

Start your task management software
Create a new task
Open "Attachment" tab and attach some musical file that you connected with this task
Open this file and start doing task

How to determine project estimated time

Wed, 26 Dec 2007 00:00:00 +0000

You should realize how much time a new project will take

When you plan a new project, you should estimate how much time it will take. As each project consists of a great number of subprojects and subtasks, it�s difficult to determine its estimated time at once. First, you need to set each task and define the time that it will take and only then you will be able to calculate project�s total estimated time and to set your further working plans.

"Project estimated time" To Do List

Start project setting from setting its tasks
Estimate the time that each task can take
Use software to calculate project estimated time

Action plan

Start your task management software
Create a new task group, e.g. "Project 1"
Create its subgroups and tasks
Enter tasks' estimated time
At "Estimated time" field of "Project 1" task group you will estimated time total value

How to create report on the sales volume of each sales manager

Tue, 25 Dec 2007 00:00:00 +0000

Reports on the sales via several clicks

Creating reports allows the leader to evaluate the work of department or particular managers. For example, if it is a sales company, a report can demonstrate how many products were sold by what team member, what kind of product each of them sold and how much money his/her sales made. Looking at this report a team leader will be able to estimate the productivity of each sales manager and reward his/her efforts according to the merits.

"Making sales reports" To Do List

Before creating report, define what products you need to report about
Ask the leader what time interval he/she wants to be reported about
Use software to create graphic report on arranged sales deals

Action plan

Start your team management software
Create a new custom fields 'Quantity', 'Price', 'Total' and 'Product'
Enter following formula into �Formula� entry field of �Total� custom field

$cf_quantity * $cf_price

Set filter to display the tasks of required resources and for required time interval
Enter task custom field values and group the tasks by �Assigned� and �Product� fields
Go to Charts panel and select �Total� from drop-down list on Charts toolbar
Print out the chart

How to set your main goal

Mon, 24 Dec 2007 00:00:00 +0000

Step by step towards the goal

In order to achieve something in your life first you need to define your goals. You can do it by using sequential switch from ordinary tasks to the goals that include them. For example, ask yourself why you create a report. Obviously, the answer is to consolidate your status in the company. Why do you need it? Probably, you want to achieve career development. Why is it important for ? You want to become independent . So, with the help of several steps from your current tasks you defined your main goal.

"Setting goals" To Do List

Pay attention to the tasks that you perform
Ask yourself why you perform them and step by step define your main goals
Think what else you can do to achieve your goal
Use software to set your goals

Action plan

Start your task management software
Create a new task that describes your goal
Enter additional information into task notes section, if necessary
Continue doing your tasks

Don't put off task accomplishment for a long time

Fri, 21 Dec 2007 00:00:00 +0000

Procrastination may become a system

Let's imagine that you need to back up the information on your computer each week. If you forget to do it once, it doesn't matter. But when some virus attacks your PC and backup copy wasn't created for a long time, the losses can be great. If you regularly tracked your To Do List, you'd discover that this task was ignored for a long time. Overview of your regular tasks and their statuses will give you a warning that some of them are put off too often.

"Tracking regular tasks" To Do List

Create a schedule of your regular tasks for a certain time period, for example for a week
Mark completed tasks in order that you will be able to define whether it's accomplished at the end of the week
Use software to track regular tasks and discover procrastinations

Action plan

Start your Task Management software
Set filter to display uncompleted tasks
Track regular tasks by their Date Created field
If some task isn't accomplished for a long time, take appropriate measures

How to set the project and delegate its tasks quickly

Thu, 20 Dec 2007 00:00:00 +0000

Project accomplishment should be carefully organized

Usually any project consists of several subprojects each of them can include some more small subprojects and tasks . Each task should be delegated to a certain team member . All tasks must be recorded in the form of To Do List in order to let each person organize his / her workflow . So , the process of project setting and organization can take much time. You can save great part of this time by using specific project management software.

"Setting project" To Do List

When you set the project , start from dividing it into the smaller subprojects
Think over the tasks that should be done within each subproject
Select the most appropriate team members to accomplish each task
Use software to set project tasks and assign them to required resources

Action plan

Start your team management software
Create a new task group , for example � Project 1� and its subgroups if required
Set filter by required task group or subgroup
Create new tasks
Assign the tasks to required resources

Look aside from the problem to find its solution

Tue, 18 Dec 2007 00:00:00 +0000

Let your subconsciousness solve complex problem by itself

Tasks can be delegated not only to the people, but to your subconsciousness. Let�s imagine that you have a complex task that can�t be divided into smaller ones. The most effective way for solving such problem is to obtain as much information about it as possible during certain period of time and then completely �switch� to some other tasks and be busy with them for definite time. You will see how desired solution will be found during or after accomplishing the tasks that are not related to your problem as your subconsciousness continues working on it.

"Delegating to subconsciousness" To Do List

When you have a complex problem, don�t be afraid if you can�t solve it at once
Obtain as much information about this problem as possible and then turn your attention to some other tasks that are not related to it
In some time return to this problem and try to solve it again
Use software to schedule the time for finding the solution of your problem and then accomplishing other tasks

Action plan

Start your organizer software
Create a new task to solve a complex problem
Schedule it to required time interval
Create and schedule other tasks to the next time period
Return to the problem after you accomplished other tasks

Evaluate how much effective your employees are

Mon, 17 Dec 2007 00:00:00 +0000

CPI helps to estimate the effectiveness of your staff

When you compare the time that was scheduled to particular task and the time that this task actually took, you should make definite conclusions about the productivity of employee who the task was delegated to. Calculate the value of cost performance index (CPI), i.e. the ratio between task estimated and actual time, and you will see whether you have any problems with the time of task accomplishment and your staff productivity.

"Cost Performance Index calculation" To Do List

When you assign the task to your employee, estimate the time that it may take, you can do it together with your team member
When the task is accomplished, calculate the ration between its estimated and actual time
Make proper conclusions in accordance with obtained value
Use software to calculate task cost performance index

Action plan

Start your team management software
Create new task custom fields �Task actual time�, �Task estimated time� and �CPI�
Enter the value of �Task actual time� and �Task estimated time�
Enter following formula into �Task CPI� formula entry field

$cf_task_estimated_time / $cf_task_actual_time

Estimate the value of CPI

Compare how much time you need to accomplish the task and the time left before its due date

Fri, 14 Dec 2007 00:00:00 +0000

Take your time under control

Any working process can�t go without permanent time control. If you forget about the time, you can easily procrastinate with the tasks and exceed their due date. Constantly overdue results of your work may cause that your leader and team mates will consider you are non-punctual and irresponsible person. In order to avoid such impression and deserve the respect of your colleagues and direction, get into a habit to control how mush time is left before task due date and how much time you still need to accomplish it.

�Tracking due date and time left� To Do List

While working on the task, don�t forget about the time
Periodically estimate what part of the task is already done, how much time you will still need to accomplish it and how much time is left before task deadline
Use software to track task due date and time left

Action plan

Start your task management software
Set filter to display only uncompleted tasks
Display �Time Left� and �Due Date� columns
Compare the time in both columns
Take appropriate measures if you discover the procrastination with some task

Permanent improvement is the security of success

Thu, 13 Dec 2007 00:00:00 +0000

Never stand still

In order to constantly produce the highest quality in our changing world, it�s necessary to improve the products you put out and the processes that provide them. Competent company managers always try to find new techniques or methods that can increase the productiveness and quality of company work. So, always assign the time for planning the improvement of work organization and conditions and your company will stay effective and competitive.

"Planning the improvement" To Do List

Find out what points of your company or department work should be reconsidered
If you have some ideas what should be done, note them and prepare to discuss with your staff
Use software to plan the improvement of working processes

Action plan

Start your task management software
Create a new task 'Work Improvement'
Open Notes tab and enter your ideas
Click 'Ok'

Simplify the process of exchanging the comments about the task among the employees

Wed, 12 Dec 2007 00:00:00 +0000

The tasks can be assigned to resources automatically

Frequently certain managers in the company work with particular clients and the tasks that are related to these clients should be automatically assigned to team member who had dealings with them earlier. In our days of advance you can simply lighten your working process and save time even on delegating and assigning the tasks to your employees. All you need for that is to have specific team management software that will help to spend less time on work organization and more time on your productivity increase.

"Automatic assignment" To Do List

When you are delegated the task that is also assigned on your colleagues, start doing your part of the task
When it's completed, don't hurry up to run to other team members and tell them that you did it or any other details about the task
Use software to exchange the comments about the task with your colleagues

Action plan

Start your team management software
Create new task custom fields �Assignment� and �Client�
Into the formula entry field of custom field �Assignment� enter following formula:

iif ($cf_client=1, 2, iif($cf_client=2, 1, 3))

Create a new task and enter its 'Client' field

Create conditions for accomplishing the task you procrastinate with

Tue, 11 Dec 2007 00:00:00 +0000

How to avoid procrastination

If you often tend to procrastinate with some task and don�t know how to improve your effectiveness, this article is exactly for you. Here is a simple but useful tip. Try to schedule definite time when you have rights to do this and only this task and nothing else. When you start procrastinating with accomplishing the task, you have nothing that can replace it except doing nothing. But by doing nothing you feel how your time is passing, start worrying and finally proceed to the task.

"Scheduling time to the task" To Do List

Stop procrastinating with unpleasant task
Schedule exact time that is assigned only for this task
Even if you procrastinate with task accomplishment during this time, don�t proceed to something else
Use software to schedule exact time to accomplish definite task

Action plan

Start your organizer software
Create a new task
Schedule it to appropriate time
Work only on this task during this time

Motivate your team members by the words of praise and approval

Mon, 10 Dec 2007 00:00:00 +0000

Encouraging words can greatly motivate employees

Each person needs to be important and valuable for the company and people he or she works with. It can motivate the individual to become more and more productive. Sometimes it�s enough to say one encouraging word and the employee feels that you appreciate his/her professional and personal characteristics. It takes you a moment but may make a great profit in the future. Just deposit several minutes and you will have well-motivated and highly-effective team member.

"Appreciating employees" To Do List

Think how often you say encouraging words to your employees
If you didn�t pay attention to it earlier, change your politics now and don�t forget to motivate your team members with some kind and encouraging words. It may be while you are assigning a new task to them or checking already done one, etc
Use software to add some comments to employees� tasks

Action plan

Start your team management software
Open the task that you assigned to your employee
Open task Comments section and add some encouraging words
Continue your work

Schedule a meeting with a task to yourself and you won�t miss it

Fri, 07 Dec 2007 00:00:00 +0000

A task is like a meeting

Imagine that you can�t start working on some high-priority task because there is always something that hampers you. Let us suggest a simple but useful tip to you. When you need to meet with a certain person, you will certainly be able to protect this time from other tasks. So, try to schedule the meeting with yourself and treat to the time of this meeting in the same way as you appreciate other meetings � you can�t put off or miss it. Now you can be assure that the task will be started exactly in time.

"Meeting with a task" To Do List

If you have a task that must be necessary done but you put it off for a long time, change your approach to it
Imagine that you are assigned to attend the meeting and you can�t miss it or be late
Use software to schedule the task

Action plan

Start your organizer software
Create a new task
Assign it to the most appropriate time
Start doing the task

How to save time on creating reports about completed tasks

Thu, 06 Dec 2007 00:00:00 +0000

Reports on completed tasks are useful both for employee and employer

Creating reports is integral part of any work as any team leader needs to control the work of his/her company or department. Reports on completed tasks allows manager to evaluate the work that was carried out by the employee, and team members can demonstrate how much productive they are. When the employee remembers that the work he/she does will be checked, it motivates him/her to work more effectively in order that employer can appreciate spent efforts at their true value.

"Reporting on completed tasks" To Do List

Define what time interval you need to report about
Find out what kind of report your employer wants, printed out or exported to Excel
Use software to make report on the tasks completed during definite time period

Action plan

Start your task management software
Set filter to display only tasks completed during required time interval
Print out the tasks or export them to MS Excel
Continue doing your work

Don�t forget the task that you put off temporally

Wed, 05 Dec 2007 00:00:00 +0000

Out of sight, out of mind

The task that you are assigned to do may become non-relevant at some moment and should be put off till the time when it is important again. It�s a normal situation but the problem is that we can easily forget to come back to this task and it will never be accomplished. Postponed once, the problem is put aside and disappears from our mind till we come across it by chance. But when it happens, we probably don�t need it any more. What can be done to avoid such situation?

"Tracking postponed tasks" To Do List

If you put off a certain task in your To Do List till some time, don�t forget to come back to it
Get into a habit to track the tasks that were postponed for some time
Use software to create a recurrent task to track the tasks that you put off

Action plan

Start your Task Management software
Create a new task 'Track put off tasks'
Set it to repeat every week or every month
Continue doing your tasks

Save time on making similar calculations frequently

Tue, 04 Dec 2007 00:00:00 +0000

Use software to save time and efforts

In our business life we often face the necessity to make some statistics calculations per the projects or groups of tasks. For example, you need to calculate total budget obtained as a result of several sales operations. It takes much time and energy especially when there is a great volume of data. Why waste the time on the task that can be automated with the help of software. It would be more effective to automate the calculation process, use saved time for other more important tasks and in that way increase your productivity and save the efforts.

"Automate calculations" To Do List

Pay attention what kind of calculations you frequently make to get some statistics per the project or the tasks you�ve done
Think if it�s possible to arrange this data and calculations in such a way that they can be automated
Use software to store the data and calculate them

Action plan

Start your task management software
Create a new task group, e.g. 'Project 1'
Create a new custom field, for example 'Budget'
If required, make it aggregated per other data, e.g. budget = quantity * price
Make it aggregated for the task group, e.g. count the total budget for �Project 1� task group

How to involve into the project rationally

Mon, 03 Dec 2007 00:00:00 +0000

Two birds with one stone

When we start a big project, we need some time to draw into it. To relief this process and to use this time rationally, it�s recommended to accomplish some small tasks that are related to the project in one way or another. While working on the task that is similar to the future project, you make up your mind to the right direction and unconsciously prepare yourself to proceed to the project. So, you kill two birds with one stone � accomplish one more task and get ready to start a serious work.

"Proceeding to a big project" To Do List

Before you start a big and serious project, think what tasks you should accomplish to get everything ready for this important work
Accomplish these tasks before you proceed to the project and it will be easier for you to redirect your attention to its accomplishment
Use software to schedule appropriate tasks to the proper time before starting a new project

Action plan

Start your task management software
Create a new task
Schedule this task to the time before you plan to proceed to a new project
Start doing the task and then switch your attention to the project

Compare what you�ve done and what you planned to do

Fri, 30 Nov 2007 00:00:00 +0000

Tracking the tasks can motivate you to accomplish more

Comparing the tasks that you scheduled to this day and the tasks that you actually accomplished is very important part of work organization. Firstly, if the task is overdue and it happens more and more often, you can timely discover problems with your time management and start working on its improvement. Secondly, you will motivate yourself to work more productively when you realize that the task is accomplished in time or even earlier. So, in any case it�s useful for your effectiveness to track your To Do List during the day.

"Tracking the tasks during the day" To Do List

As you accomplished a task, mark it as completed and record the time that you spent on it
During the day compare the state of your actual work with your today To Do List
Make proper conclusions in accordance with your work results
Use software to track the tasks assigned to this day

Action plan

Start your task management software
Set filter to display only the tasks assigned to this day
As you accomplished some task, change its status to �Completed� and enter Actual time
From time to time track the tasks and realize whether you are as productive as you planned

Let your colleagues see that you are busy

Thu, 29 Nov 2007 00:00:00 +0000

How to prevent your colleagues from overloading you

Do you suffer from constantly growing list of the tasks assigned to you? You work hard and productively but your To Do List doesn�t become smaller, but bigger and bigger. What is the reason? Maybe your colleagues and employers don�t realize the volume of your current work and constantly add some more one. The only solution is to let them know that you are up to your neck in work. In that case they will first think whether you are able to accomplish one more task without stress and overwhelming and won�t press on you.

"Available task list" To Do List

Put all your tasks, their due dates and statuses on the list
Keep this list available for your employers and colleagues
Use software to keep your colleagues aware of the tasks in your To Do List

Action plan

Start your team management software
Create the tasks you need to accomplish
Enter their statuses and due dates
Grant your colleagues the permission to view your task list

Compare project estimated and actual time

Wed, 28 Nov 2007 00:00:00 +0000

Control the time that you spent on the project

When the project is already accomplished, it�s useful to compare the time that was estimated for its tasks at the beginning of the work and the time that was actually spent. By analyzing the difference between them, you and your colleagues can make up a conclusion about your productivity or procrastinations. Constant control under the time that you spend on the tasks will give you a possibility to discover whether you have any problems with time management, and to start working at your self-improvement in time.

�Reports on Actual and Estimated time� To Do List

When the project is completed, don�t give it up at once
Pick out the tasks that are related to this project and record the time that you actually spent on them
Use software to make graphic report on project Estimated and Actual time and print it out

Action plan

Start your task management software
Set filter by required project�s task group
Enter task's Actual time
Go to Charts panel and select �Estimated time� from the first drop-down list and �Actual time� from the second drop-down list on Charts toolbar
Print out the report

How to increase the productivity of the meeting

Tue, 27 Nov 2007 00:00:00 +0000

'Newmavashy' method

If you think how to increase the productivity of the meetings in your company, we recommend you to try Japanese technique �newmavashy�. It consists in holding a meeting to prepare for the main meeting. It means the discussion of the subject within each of several team groups of the specialists. After that one or two persons from each group take part in the meeting. This method allows to effectively discuss the subject of the meeting and save the time of the teams.

"Newmavashy method" To Do List

Before the meeting where specialists of different groups should take part, assign the meetings within each group
After these small meetings assign one or two persons of each group to represent their group at the main meeting
Use software to schedule small meetings within the groups and assign the representatives for the main meeting

Action plan

Start your team management software
Create new tasks �Discuss the subject�
Schedule them to the time before the main meeting and assign to required teams
Create a new task �Attend a meeting�
Assign required employees to this task

Save the time your team spends on the meetings

Mon, 26 Nov 2007 00:00:00 +0000

Meeting may be replaced by data exchange via computer

Everybody knows how much time can be wasted during the meeting. Frequently the aim of the meeting is to inform the team of some work innovations or project�s details and so on. There is no necessity to hold a meeting in order to spread such kind of information. By using a computer and specific software designed to exchange the data among the members of the team, you can easily provide required employees with new information and save their time for more important tasks.

"Information exchange" To Do List

Before holding a meeting, stop and think whether it is really necessary
If you just need to inform the team of some task or project details, don�t waste your employees� time on attending the meeting
Use software to provide the employees with required information

Action plan

Start your team management software
Open a task you need to discuss
Add comments to this task comments section
Assign required employees to receive notifications about task changes

Schedule special time for documentation process

Fri, 23 Nov 2007 00:00:00 +0000

Don�t let the paper pile grow

You frequently find out that your desk is covered with the piles of papers. You can take each of them into your hands several times during the day, but the paper still stays at its previous place. What are the reasons of your disorder? They may be various, such as lack of scheduled time for documentation process or just lack of organization. In both cases the best decision of your problem is to schedule exact hours in your timetable for paper handling. So, you will get rid of endless paper piles on your desk and accustom yourself to be disciplined and productive.

"Paper handling" To Do List

If you are tired of endless paper queues on your desk, think when it is the best time in your schedule that you can devote to sorting the documentation
Schedule paper handling to this time and keep to your plan
Use software to schedule the time for work with the papers

Action plan

Start your organizer software
Create a new task �Paper handling�
Schedule this task to the most appropriate time
Keep to your schedule

Ask your manager to delegate the tasks that you are unable to accomplish to other employee

Thu, 22 Nov 2007 00:00:00 +0000

Avoid stress and overwhelming of your team

If you have a team of equally skilled specialists and a task that should be delegated to one of them, there is a question who it will be better to assign this task to. The answer is simple. By delegating additional task to that employee who is already overloaded with current work, you will make him feel stress and overwhelming and can decrease his productivity. So, select the employee who is less busy at the moment and has less urgent or important tasks in his/her To Do List and delegate a new task to him.

�Tracking employees� load� To Do List

Before delegating a new task, be careful and don�t hurry up just to get rid of this task
Track the number of tasks that each employee has and compare their importance and time that each one need to spend on them
Delegate the task to the person who is less loaded at the moment and in the near future
Use software to track employees� task lists and assign the task to less loaded team member

Action plan

Start your team management software
Set filter to display uncompleted tasks of required resources
Sort them by their priority
Select the employee who has less urgent tasks and assign a new task to him

How to make reports on the time spent by different departments or employees

Wed, 21 Nov 2007 00:00:00 +0000

Time spent on report creation can be saved

It�s often required to give the leader reports on the time that was spent on some tasks by different employees or the whole departments. Such reports allow tracking the productivity of each department or team member and comparing which one can more effectively manage their work. But making report may become a time-consuming task, if not automated. By using specific software you can minimize the time spent on report�s creation.

"Actual time reports" To Do List

Define the time period you need to report about
Pick out the tasks that are already completed by required employees or departments
Use software to make report on task Actual time of required employees or departments

Action plan

Start your team management software
Set filter to display only completed tasks from required time interval
Group the tasks by �Department� or �Assigned� field
Go to Charts panel and select �Actual time� from the drop-down list of Charts toolbar
Print out the chart

Note where you stop when you interrupt task accomplishment

Tue, 20 Nov 2007 00:00:00 +0000

Task notes can help to proceed with interrupted task faster

Everybody knows how difficult is to continue the task that was started and interrupted earlier. You need to refresh where you stopped and remember what should be done next, so, it takes your time and energy. Surely it�s better not to interrupt the task accomplishment, but if it�s still necessary, note briefly the ideas that you didn�t completed yet, any suggestions about the better decision and everything that will help you to resume the work on this task easier and faster.

"Task notes" To Do List

While working on the task, try not to interrupt it on half-way
If you need to interrupt the work on the task before it�s completed, briefly note everything that will help you to return to the work faster when you proceed with the task next time
Use software to add notes to the task that you need to interrupt

Action plan

Start your task management software
If you need to interrupt task accomplishment, open task notes section
Add notes that will help you to continue the work on this task faster in the future
Apply the notes to the task

What can be done to make up employees� mind to the work

Mon, 19 Nov 2007 00:00:00 +0000

How to proceed to work faster

Many people need some time to make up their mind to start working day. It�s normally until it doesn�t take too much time. If your employees spend the whole morning discussing their previous day, checking e-mails or something else, you should try to eliminate such procrastinations. For example, make it a rule to hold the meetings each morning and discuss what was done, what should be done, what problems were faced, etc. In such a case, the employee has to remember the previous working day and think over the tasks that should be done this day, so, he or she automatically draws into the work.

"Morning meeting" To Do List

Assign short meeting to the morning of each day
Define the questions that should be discussed during these meetings, for example, what tasks were done during the previous day and what problems each employee had during their accomplishment, what he or she is going to do this day, etc
Inform your team members about the meetings and their subjects
Use software to create a task �Meeting�, assign it to required employees and inform them about its subject

Action plan

Start your team management software
Create a new task �Morning meeting�
Schedule it to appropriate time in the morning
Assign required employees to attend the meeting
Enter meeting subject into task notes section

Gather additional information on the problem to take well-considered decision

Fri, 16 Nov 2007 00:00:00 +0000

The problem decision should be well-weighted

No work goes without solving different problems. There is nothing awful in it, it�s a component part of working process. So, you shouldn�t be afraid of it and just learn how to take proper decisions. But if you always try to solve the problem immediately as it appears, you have a chance to overlook some important details and get undesirable results in the future. It�s rather smarter to put off the problem-solving for a certain time if there is no hurry and return to it when you have enough information that can help to take the right decision.

�Making a decision� To Do List

Before taking a decision on a certain problem, stop and think whether it�s so important to do it right now and whether you have enough information to solve it correctly now
If the matter is not urgent and you find difficulty in estimating the situation at the moment, put off the problem-solving and start gathering additional information about this question
Return to this problem when you have enough data to take a proper decision
Use software to register the problem that should be solved in the future and enter additional information about it into task notes section

Action plan

Start your task management software
Create a new task, e.g. �Decide whether Smith�s offer is profitable�
When you obtain the information about this task, enter it into task notes section
Take a decision when you have enough data and change task status to �Completed�

Track your plans and correct them if required

Thu, 15 Nov 2007 00:00:00 +0000

Everything changes and the plans also

We live in a constantly changing world and it�s naturally that the plans you made are not permanent at all. For example, your daily plan may need some changes during this day. The same is with your short-term, long-term plans and even with the main goals. There is nothing terrible in it, just the opposite it is recommended to revise the plans from time to time in spite of the period they are assigned to. It will help you to correct your goals and plans in time in accordance with the current obstacles.

�Tracking the plans� To Do List

From time to time track all of your plans, whether they are daily, weekly or yearly
It�s recommended to track your short-term plan each one or two weeks
Long-term plans should be tracked not less than each four or six months
Once a year you should revise your main goals and consider whether they are as actual as were earlier or need some changes
Use software to create the tasks reminding you to track your short-term and long-term plans

Action plan

Start your task management software
Create a new task �Track short-term tasks� and assign it to repeat each week or two
Create a new task �Track long-term tasks� and assign it to each four or six months
Create a new task �Track main goals� and assign it to repeat once a year
Make changes into your tasks, if required

Check if you are able to accomplish a task by its due date

Wed, 14 Nov 2007 00:00:00 +0000

Track your To Do List before accepting a new task

Almost each task has the date by which it should be accomplished. If the task is overdue, it may cause the procrastination with other assignments. Besides that, we start feeling stress and may lose self-confidence. But the reason of procrastination may be not in our skills or discipline, but in incorrect deadline setting. One of the mistakes is that we often agree with the due dates that are offered to us by other people and forget to co-ordinate them with our To Do List. If we first look at our current tasks and estimate when we can accomplish a new one, we�ll avoid stress and procrastinations in the future.

�Due date setting� To Do List

When you get a new task with the certain due date, don�t hurry up to accept it as is
Track your Task List and determine if the offered due date is possible for you
If you realize that you won�t have enough time to accomplish the task in time, discuss this question with the task owner and if it�s possible correct task due date together
Use software to track your tasks and add comments to the task

Action plan

Start your task management software
Set filter to display the tasks that must be accomplished by required date
If you have no time to fulfil a new task by its due date, open it and add comment to its owner
If it�s possible, correct new task due date

Control accomplished tasks in advance before their due date

Tue, 13 Nov 2007 00:00:00 +0000

You should have enough time for task control

If you are going to control the task that you delegate to the employee, do it beforehand and not at the last moment. First of all it�s useful because you will stimulate the team member to accomplish the task before its due date, and secondly you will have enough time to check the task carefully and return it back if there are some mistakes or imperfections. So, by planning task control some time before its due date, you will help you and your team member to accomplish it successfully and in time.

�Timely task control� To Do List

While delegating a task to your employee, try to plan the time when you can control it
Reserve enough time before task due date to carefully control the task and correct the mistakes if it�s necessary
Use software to plan the time for task control

Action plan

Start your organizer software
Create a new task, e.g. �Control Joe�s task�
Schedule this task to a proper time before its due date
Continue doing your tasks

Define what you need to achieve your goal

Mon, 12 Nov 2007 00:00:00 +0000

Set the goals and the means for their achievement

When you set your goals, you should define what means you need to achieve them. It can be money, time or some additional skills and knowledge, etc. Determine which of these resources you already have and which should be found or reached. If you realize what you are lacking to achieve the goal you set, it will be easier to eliminate the difficulties towards your aim and approach your life dream faster.

�Means of goal achievement� To Do List

While setting the goals, define what means you need to achieve them
Define whether you have these means or need some actions to possess them
Take the first step towards your goal by obtaining the means you lack of
Use software to enter a list of means you need to achieve the goal you set

Action plan

Start your task management software
Create a new task, for example �Apply a new product line�
Find out what you need to achieve this goal and enter it into task notes section
Start achieving the goal

Use software to make reports on task due date deviation

Fri, 09 Nov 2007 00:00:00 +0000

Save time by using software

If you have to make a report about the timeliness of task accomplishment, you will need to consider each task separately, define whether it is completed or not, remember when it had be done and determine if it was accomplished in time, before due date or it was overdue. This process may take much time and effort, especially if you have many tasks in your To Do List. So, it�s better to automate it with the help of specific software and in that way you will be able to concentrate your attention on accomplishing more tasks.

�Reporting on task due date� To Do List

When making report on task due date deviation, define whether each task is accomplished or not
If it�s already completed, determine if it was accomplished before due date, after or in time
Use software to calculate the deviation from task deadline and make report about it

Action plan

Start your task management software
Create your custom field �Due Date Deviation�
Enter following formula into custom field �Formula� field:

iif($due_date>$finish, ToString($due_date-$finish) + " day(s) before Due Date",iif($finish>$due_date, ToString($finish-$due_date) + " day(s) after Due Date",iif($due_date=$finish, " meets Due Date", "")))

Set filter to display only completed tasks
Display �Due Date Deviation� column on Task List or Task Tree grid
Print out the report

Track task Due date to avoid procrastinations

Thu, 08 Nov 2007 00:00:00 +0000

Discover the procrastinations in time

People often have a tendency to procrastinate with the tasks they have to accomplish. It may cause the stress, understated self-appraisal and the reputation of irresponsible person among other people. That�s why it�s very important to control the tasks to be accomplished in time. If you get into a habit to track how much time is left before task due date, you will be able to recognize the procrastination in time, take measures to overcome it, successfully complete the task and create a good impression on interested people.

"Avoid procrastinations" To Do List

When you create a new task in your To Do List, record the date by which it has to be done
From time to time track the tasks in your To Do List and estimate how much time is left before the due date of each task
If there is some task you are procrastinating with, take required measures to accomplish it in time
Use software to track the tasks by their due date

Action plan

Start your task management software
Display �Due Date� column on Task List grid
Set filter to display only uncompleted tasks
Track tasks� Due Date and pay attention to those ones that must be accomplished soon

Make graphic reports on the project accomplishment

Wed, 07 Nov 2007 00:00:00 +0000

Use charts while making reports

While team members are working on some project, they most likely need to make reports on project accomplishment. They have to estimate how much is already done and how much still should be done. The easiest way to do it is to diagram what part of the project is completed, what is still not and to visualize the completion degree of undone tasks. Such graphic reporting can lighten the process of creating the detailed report on the project for the employees and make it easier for the manager to perceive obtained information he/she is interested in.

�Reporting the project� To Do List

If you need to demonstrate the state of the project you are currently working on to your team leader, do it with the help of the chart
Describe on the diagram how many tasks are already done, how many of them are 50%-done, 30%, etc
Use software to make a graphic report on the project

Action plan

Start your task management software
Set filter by project task group you need to report about
Go to Charts Panel and select �Complete� field from drop-down list on Charts toolbar
Print out the chart

Keep the manager informed about your task state

Tue, 06 Nov 2007 00:00:00 +0000

How to keep the manager aware of your work

Let�s imagine the situation that when you are doing some task, your team leader approaches you and asks how much is already done and how much it will take you to complete it. This question may distract you from the work and make feel pressure and stress. But you can�t complain against team leader�s meddling, as it�s his legal right to control your work and take an interest in your task estimated and actual time in order to plan your further working process. The best thing you can do in such case is to use specific software that will help you to keep the manager aware of the current state of your To Do List.

�Tasks in real time mode� To Do List

When you start doing the task, record its estimated time in order to let your manager realize how much you may need to accomplish this task successfully
While doing the task note the changes in task status and completion degree
Inform your manager when the task is completed
Use software to enter task estimated time and change task status and completion

Action plan

Start your team management software
Enter task Estimated Time
When doing the task, change its �Complete� field value
Change task status to �Complete� when the task is accomplished

Complete undone tasks before you start new ones

Mon, 05 Nov 2007 00:00:00 +0000

Don�t tackle a dozen jobs at once

Have you ever faced with the situation that you have lots of unfinished tasks in your To Do List and you don�t know what should be caught first? As everything seems to be important and urgent, you start feeling stress and overwhelming. It�s better to avoid such situations in advance. Get into a habit not to start a new project till you have too much uncompleted projects or tasks into your Task List. Concentrate your efforts on accomplishing existing tasks faster and then proceed to planning and working on new ones.

�Complete existing tasks� To Do List

Before you start working on a new project, check whether you are able to concentrate your attention on it
If you have some uncompleted tasks in your To Do List, it�s better to accomplish them first of all
After all your current tasks are done, proceed to the new ones
Use software to track uncompleted tasks

Action plan

Start your task management software
Set filter to display all undone tasks
Sort uncompleted tasks by their Priority field
Accomplish the tasks in accordance with their priority
Start planning new projects or tasks

Easy and quick report on particular tasks

Fri, 02 Nov 2007 00:00:00 +0000

Need a report? There is nothing easier

Imagine that you need to make a report on the particular task or several certain tasks of the project you work at. You need to describe tasks� completion degree, inform about their due dates, start and finish time, etc. Moreover, the person who will check your report may be not up on the tasks� goals or problems that you faced during their accomplishment. It may take you much time to include all required details into your report. In order to save your time and concentrate your attention on accomplishing more tasks, we�d recommend you to use software while creating reports on your To Do List.

�Reporting tasks� To Do List

Determine the tasks you need to report about
Decide what details and task properties you need to describe in your report
Use software to make reports on particular tasks

Action plan

Start your task management software
Display the fields you need to include into your report
Select required task(s)
Right click on these tasks and select �Print task(s)�� from drop-down list
Create your own print design, if required, and print out the report

Make graphic reports on each project to control their completion degree

Thu, 01 Nov 2007 00:00:00 +0000

Control equal accomplishment of all the projects

Most often company works at several projects simultaneously. If these projects are equally important for company policy, it�s necessary to control their development and accomplishment. If the progress on one of the projects is left behind, it should be discovered in time. As it can appear, some projects are successfully realized, but others are neglected and forgotten. In order that the company won�t face such situations, the leader should keep an eye on each project accomplishment and control the efforts that are given to each of them.

"Tracking project accomplishment" To Do List

From time to time, track the completion degree of each project
As it�s more convenient to perceive the information in the form of charts, make graphic reports on the completion degree of each project
If you realize that some project is neglected, take steps to catch up with it
Use software to make graphic reports on completion of different projects and compare them

Action plan

Start your team management software
Set filter by task groups that contain the tasks of required projects
Group the tasks by task group
Go to Charts panel and select �Complete� field from drop-down list on Charts toolbar
Compare completion degree of selected projects

Ask the employees to estimate the time they need for the tasks

Wed, 31 Oct 2007 00:00:00 +0000

Employees can define their task estimated time more exactly

When you delegate a task to your employee, first of all it will be better to describe its size and requirements to this team member and then ask him/her to estimate the time that this particular task may take. All people have different skills and potential and it should be taken into account. So, a person who the task is delegated to, can more exactly estimate how much time he or she will need to accomplish the task successfully and avoid stress and overwhelming. Taking into account employee�s opinion, you will be able to plan your and his working day more effectively.

"Employees� estimation" To Do List

When you delegate a task to your team member, first of all let him/her know the goals and requirements of the task

If it�s necessary, give him/her some time to consider this task and evaluate the time that he/she will need to accomplish it

Take into account employee�s estimation when you plan his/her and your working day

Use software to create a task, assign it to the required resource and enter task estimated time

Action plan

Start your scheduler software
Create a new task
Assign it to required resource and enter its details into task notes section
Grant the employee permission to edit the task and enter its estimated time

How to make yourself accomplish complex task

Tue, 30 Oct 2007 00:00:00 +0000

Complex task should be encouraging

As is often the case, it�s very difficult to make yourself start doing complex task. The result is permanent procrastinations. How can you struggle against it? Here is one simple tip. Select the small part of the task that you can accomplish during the half an hour. Invent some reward for this part of the task, e.g. a cup of coffee or scanning your favorite magazine. Now it will be easier for you to start the task. And once you started it, you may become enthusiastic about this task and spend much time for its accomplishment then you planned. After that enjoy your reward and the work you�ve done.

"Set the reward and start working" To Do List

If you have a task that you procrastinate with, stop putting it off! Divide the task into smaller ones
Select the easiest small part of the task, assign half an hour for its accomplishment and set the reward that you will get in half an hour
When you start doing the task, remember that the reward is guaranteed
In a half an hour as soon as you want to stop, get your reward and enjoy it
Use software to assign the task and the reward for its accomplishment

Action plan

Start your task management software
Select the task you procrastinated with
Select the small part of the task and assign a short time interval for it
Schedule some time for your reward for accomplishing this part of the task
Start doing the task

How to store completed tasks more carefully

Mon, 29 Oct 2007 00:00:00 +0000

Give up keeping everything on your desk

Sometimes there is a need to store some completed tasks or even the whole projects in order to track them somehow in the future. But if these tasks are somewhere on your desk, they may bring disorder to your work and distract your attention from your current tasks. Even if the task history is neatly lying in your file cabinet, you may spend much time to find required tasks. The best solution for such cases is to use software that can help you to keep the tasks in archive, access and filter them any time easily.

"Archive mode" To Do List

When you have the tasks that are already completed but may be of use somehow in the future, move them to archive
When you need to find some of these tasks, just go to archive and restore required tasks
Use software to move the tasks to archive, set filter to display required tasks in archive mode and restore them

Action plan

Start your task management software
Right click on required tasks or task groups and select �Move to archive� from drop-down list
When you need some tasks from archive, use main menu command [File->Archive mode]
Set filter to display required tasks in archive mode
Right click on required tasks or task groups and select �Restore from archive� from drop-down list

How to manage your long and short term tasks

Thu, 25 Oct 2007 00:00:00 +0000

Planning should be flexible

While planning your work you should find the golden mean: don�t try to schedule the future too minutely when you create your weekly or monthly plans and at the same time don�t let your plans run themselves. You should develop flexible system of moving the tasks from long-term schedule to a short-term one. For example, all long-term tasks may be assigned to task group �Year�, short-term tasks may be kept in �Week� task group. By regular tracking of both task groups you will be able to transfer the tasks from one category to other in time.

�Flexible planning� To Do List

Place all your long-term tasks into one task group �Year�, short-term tasks assign to �Week� task group.
When you create your daily plan, e.g. in the evening of the previous day, track �Week� task group and transfer the most actual tasks to your daily schedule.
Once a week track �Year� task group and move the most significant tasks to �Week� category
Use software to keep your tasks in the different categories and track these categories

Action plan

Start your team management software
Create two task groups �Week� and �Year� and assign your tasks to appropriate category
Sort the tasks of �Week� task group every day and select the most important or urgent of them to accomplish this or next day
Once a week sort the tasks of �Year� task group and select the tasks that should be accomplished in the nearest future

Get a profit of each free minute in your working day

Wed, 24 Oct 2007 00:00:00 +0000

Accomplish one more task if you have time for it

Let�s imagine the situation, when you have some free time at the end of your working day and can accomplish one more task from your To Do List. In such situation we wouldn�t recommend to start the task that you won�t have time to accomplish this day, of course if it isn�t urgent. It would be better to select the task that you will be able to finish at one sitting and won�t need to divide into several approaches. As you estimate approximate time that each task may take, you can easily find required one and use your free time effectively and productively.

'Filtering by Estimated Time' To Do List

Define how much time you have at your disposal to accomplish the task
Track your To Do List and select the task that may be accomplished for this time
Use software to track your task list and select required task to be accomplished

Action plan

Start your task management software
Set filter to display the tasks with required �Estimated Time� field, e.g. less than 30 minutes
Select the most appropriate task
Start doing the task

Save your employees� time

Tue, 23 Oct 2007 00:00:00 +0000

Respect other people�s time

When you plan the meeting, don�t try to involve all your staff in it. Some of your team members are not connected with the subject of future discussion. They won�t be of use and won�t get anything important for themselves, but only postpone with their own tasks. You should respect your employees� time and avoid disturbing them in vain. First of all think who really should attend the meeting. Instead of wasting time on the meeting, other team members will be able to concentrate their attention on their tasks, avoid procrastinations and use their time more effectively.

�Meeting participants� To Do List

When you plan the meeting, exactly determine its subject
In accordance with meeting subject, select team members who are related to it and may be of use during the discussion
Inform only required employees about the meeting
Use software to create the task �Meeting�, assign required employees to it and inform them

Action plan

Start your task management software
Create a new task, e.g. �Discuss marketing plan�
Open tab �Resources� and assign the task to required employees
Click �Ok�

Estimate the time that the task may take to properly plan your schedule

Fri, 19 Oct 2007 00:00:00 +0000

      <h3>Set the task and estimate the time for it</h3>
      <p>     For proper planning of your working day you should know how much time each task may take, at least approximately. If you try to estimate this time while setting the tasks, then it will be much easier for you to make your daily and weekly plans. When you think over the steps that you need to take to accomplish the task, you are concentrated on it and can more exactly estimate required time for each step separately and the whole task in general. Later you will need only to track estimated time for each task and schedule them to your time table in accordance with their priorities and importance. </p>
      <h3>�Task estimated time� To Do List</h3>
      <ul>
        <li> When you think over the task that you need to do, estimate the time that it may take </li>
        <li> Just as you record the steps and subtasks of this task, note down their estimated time </li>
        <li> Use software to enter task estimated time </li>
</ul>
      <h3>Action plan</h3>

      <ol>
      <li> Start your <a href="http://www.taskmanagementsoft.com/products/taskmanagerpro/?r1=tmg&r2=txt">task management software</a>  </li>
        <li> Create a new task </li>
        <li> Enter task estimated time </li>
        <li> Click "Ok"</li>

      </ol>

Present the information in the form of diagram for better perception

Thu, 18 Oct 2007 00:00:00 +0000

      <h3>Visual memory is more effective than oral one</h3>
      <p>   Information is better conceived when it is described in a graphic form, because visual memory is more capacious than oral one. So, when you need to submit any data for consideration and there is no necessity to discuss precise numbers, but only general tendency, don�t try to write out or memorize numerical information. Just diagram this data and your listeners will be able to see and remember trend of concerned question easily and avoid filling their head with useless numbers. </p>
      <h3>"Visualize the numbers" To Do List</h3>
      <ul><li> When you are preparing for the meeting and need to submit some statistics, avoid learning each number by heart or making an endless list of data </li>
        <li> Just map these data in a diagram form </li>
        <li> When it�s time to present the information, it will be easily for you to recall it and comment basic tendency to your listeners using the charts </li>
        <li> Use software to diagram the information </li>
</ul>
      <h3>Action plan</h3>

            <ul>

                <li> Start your <a href="http://www.taskmanagementsoft.com/products/taskmanagerpro/?r1=tmg&r2=txt3&r3=tm">task management software</a> </li>
                <li> Create a new task group, e.g. �Orders� </li>
                <li> Create a new custom field, e.g. �Quantity�, it may have type "integer" </li>
                <li> Create new task, e.g. �Order 1� and enter required quantity </li>
                <li> Set filter by this task group, plot the diagram and print it out </li>

        </ul>

Estimate the time you need to check your employees work

Wed, 17 Oct 2007 00:00:00 +0000

      <h3>Different tasks require different time for checking them</h3>
      <p>    It�s very important to check the tasks that were done by your employees. How long it will take you depends on the quantity of completed tasks and their complication. Some tasks can be skipped through, but others may require much time and efforts. So, first of all you should track the list of completed tasks, estimate them and only then you will be able to define the time you need and plan your working day more effectively and rationally. </p>
      <h3>�Checking tasks� To Do List</h3>

      <ul>
        <li> Before scheduling the time to check others� tasks, track employees� task list and select the tasks that have 100% complete. </li>
        <li> If there are a lot of serious tasks that claim your attention, schedule their checking on the time when you have possibility to concentrate on them. </li>
        <li> If the tasks don�t need lots of efforts from your side then you can attend to them later after you finish more important things. </li>
</ul>
      <h3>Action plan </h3>

        <ol><li> Start your <a href="http://www.taskmanagementsoft.com/products/taskmanagerpro/?r1=tmg&r2=txt">Team Management software</a> </li>
  <li> Set filter to display the tasks that you created and that are 100% completed </li>
  <li> In accordance with task quantity and completion estimate the time that you need to check them </li>
  <li></li>
  </ol>

Take more additional information when you are going to the appointment

Tue, 16 Oct 2007 00:00:00 +0000

Any additional information may be of use

While you plan some appointment, it�s very important to have as much information about its place and participants as possible. Something may go wrong on your way to the appointed place and additional information may be very useful. Let�s imagine that you go to some unknown region and must be met by the driver in the office car. What should you do if he/she doesn�t come? In such situations any additional phone number or address may help you to contact with the people that will tell you what to do.

�Additional information� To Do List

When you plan the appointment, find out all phone numbers, addresses, cell phones and any place-names if you are going to unknown area
Record this information and keep it somewhere where you can reach it before the departure
Don�t forget to take the information when you go to the appointment
Use software to enter all additional information about the appointment and print it out before the departure

Action plan

Start your task management software
Create a new task, for example "Business trip"
Enter all additional information into the task notes section
Print out the task with the notes and take it with yourself in the trip

Control the tasks that you delegate

Mon, 15 Oct 2007 00:00:00 +0000

Delegate the task, but not the reminder about it

There is an abundant situation that the task is delegated to the employee and is forgotten by the leader. But it isn�t enough to assign the task to particular employee and explain the details and expected results of this task. A competent team leader should constantly control the accomplishment of the task that he/she delegated to, remind the employee about it and inquire about its state. In such a way the team members will remember about the task priority and importance and do their best to avoid procrastinations and finish the task in time.

"Control delegated tasks" To Do List

When you delegate the tasks, record them somewhere. Otherwise you can forget about some of them
Regularly track these tasks, ask the people they are assigned to about their state and completion degree
If it�s required remind your employees about tasks� due date
Use software to track delegated tasks and remind the employees about them

Action plan

Start team management software
Set filter to display the tasks that you created
Sort them by their status and completion
Add comments to some tasks to know task state

Delegation must be competent and profitable

Fri, 12 Oct 2007 00:00:00 +0000

Time is money

There are situations when the employee is delegated a task that is out of his/her competence and can be accomplished by other less qualified team member. It�s necessary to say �No� for such requests, because employee will spend his/her precious time and lose the chance to accomplish more important and profitable work for the company. The employee should argue the reasons of rejection by demonstrating the leader how much the company will lose if he/she is occupied with other�s duties. The company will get nothing because of that action but benefits.

"Say 'No'" To Do List

When you are delegated a task that can be accomplished by less competent person, don�t confuse to say �No�
Describe the leader why you don�t want to fulfill this task, for example you can do more useful and profitable work and delegated task can be accomplished by other person for less salary
Use software to add comments to the task

Action plan

Start your team management software
Open the task you are delegated
Open task comments section and explain the manager why this task should be delegated to other person
Continue doing your tasks

How to accomplish more tasks and spend less time

Thu, 11 Oct 2007 00:00:00 +0000

Don�t lose the opportunity to accomplish one more task

Among the tasks that are scheduled to exact time there are many tasks which accomplishment depends on some obstacles and can�t be planned beforehand. For example, if you need to drive to the service station on your way to the bank, you don�t know exact time when it happens. You can solve this problem by creating the group of tasks �Places� and assigning to it all the tasks that are connected with these places. So, when you are going to the bank, look into task group �Places� and recall the tasks that you can do on your way to it.

'Context-dependent tasks' To Do List

Determine the events that are mostly peculiar to you or your company
Create the group of tasks for each of the event
Place the tasks into corresponding groups
When one of these events approaches, look into corresponding task group and recall the tasks that should be done
Use software to create the groups of the tasks and track them when it�s necessary

Action plan

Start your task management software
Create a new task group, for example �Places�
Assign the tasks connected with the trip to definite place to these task group
Track the tasks of 'Places' task group when you are going somewhere

Plan your working day to achieve success in the career

Tue, 09 Oct 2007 00:00:00 +0000

How to plan your day properly

When you plan your working day you should divide your tasks into three groups: the tasks connected with the exact time, the tasks without concrete moment of the time when they should be accomplished and the tasks that don�t have exact time to be done but require much time to be completed. As the tasks of the first type have exact time and can�t be accomplished next day or in two hours, first of all you should put them into your schedule. Then estimate the time that is required for each task of the third group and find these intervals in your timetable. The time between already assigned tasks can be filled by the tasks of the second type according to their priority.

"Planning of the day" To Do List

Pick out the tasks that have exact time when they must be accomplished, for example �Attend the presentation�
Schedule your time-consuming tasks to appropriate time in your agenda
Allocate the rest of the time between other tasks in accordance with their importance
Use software to create the tasks and assign them to the appropriate time

Action plan

Start your organizer software
Create the tasks with the exact time for accomplishment and assign them to this time
Create your time-consuming tasks and assign them to the appropriate time
Create the rest of the tasks and schedule them to free time
Start doing the tasks

Don�t make the client wait for the meeting

Mon, 08 Oct 2007 00:00:00 +0000

It�s so easy to dissatisfy the client

If your company�s activity depends on the meetings with the clients, you should properly plan the time for meetings, as the punctuality makes good impression on your clients and partners. If you schedule one meeting directly after another, one delay will cause the procrastination with all following appointments and all clients will need to wait. There is a simple solution of this problem � leave some time breaks after every two meetings. So only following meeting will start later, others will start in time after a break.

"Scheduling breaks between meetings" To Do List

When you plan your meeting agenda, assign time interval after each two or three meetings
Don�t plan anything on these time breaks, because you may require them to eliminate the delay before following meeting starts
Use software to schedule meetings and time intervals between them

Action plan

Start your organizer software
Create a new task, for example �Meet the prospect�
Schedule this task in some interval after previous meeting

Simple tip how to arrive to the meetings in time

Fri, 05 Oct 2007 00:00:00 +0000

It�s better to come earlier than later

People judge the good performance of your business responsibilities by your punctuality. That�s why it�s extremely important to avoid coming late to the meetings. Estimate the time reserve for the way to the meeting, embarrassment with the address or some additional preparations, such as gathering required documents, packing the notebook, putting your clothes on, etc. So, plan the time to do these activities in advance to come to the meeting in time.

"Reserve the time" To Do List

When you plan the meeting, take into account all factors and problems that you may face on the way to it
Estimate the time that you will need to get to the meeting
Estimate how much time you will need to make all required preparations before the meeting
Use software to schedule the time for meeting and assign the time reserve before it

Action plan

Start your organizer software
Create a new task, for example "Meet the prospect"
Schedule the task to required time
Set reminder to pop-up on the screen at required time before meeting begins

Make your daily plan in the morning after the tasks are completely defined

Thu, 04 Oct 2007 00:00:00 +0000

The advantages of morning planning

There are companies that have stable and predictable activity, but there are also such businesses where events must be coordinated and confirmed before making final plan. For the first type of the companies it�s very convenient to plan the tasks in the evening of the previous day. But if you work in a company that is not so stable, we recommend you to plan the tasks in the morning before you start working on them. You may need to determine some additional details or make some confirmatory calls in the morning and as a result of them you have to change definite points of your plan. That�s why it�s more reasonable to save your time by planning once � in the morning.

"Morning planning" To Do List

Each morning when you arrive to the office don�t forget that you need a plan
Make required meeting confirmations or obtain all additional information that you need to make your final daily plan
After that start planning your day
Use software to set recurrence task to make daily plan in the mornings

Action plan

Start your task management software
Create a recurrence task "Plan the tasks for today"
Assign it to repeat daily at 10 minutes after your working day starts
Set reminder to pop-up at the screen to notify you about this task

Set realistic and time-bound goals to achieve them faster

Wed, 03 Oct 2007 00:00:00 +0000

Goal must be time-bound

Each goal that you really want to achieve should be time-bound. It is not enough to say that you want to earn 200 thousand dollars a year; you must set the time by which you will try to achieve it. When the goal is clearly connected with the time, it becomes more material and serves you a light-flash to move forward it and achieve it by appointed due date in contrast to vague goals that you hope to reach �one day�.

"Time-bound goals setting" To Do List

When you set the goal that you want to reach, try to estimate the time that it may take
Even if it may take too much time, don�t confuse to write it down near your goal
Even through you won�t achieve the goal by assigned time, you will feel that the goal is realizable and not fantastic
Use software to set approximate due date while setting the goal

Action plan

Start your task management software
Create a task group �Goals�
Create a new task with your goal
Set approximate due date for this goal

Make it a rule to accomplish one unpleasant task each day

Tue, 02 Oct 2007 00:00:00 +0000

Accomplish unpleasant tasks step by step

Each employee has some short but unpleasant tasks that he/she doesn�t want to accomplish. It�s obviously very difficult to make yourself start doing the work that is boring and not interesting especially if you realize that it isn�t urgent. How to accustom yourself to fulfill unpleasant tasks? Get into a habit to find fifteen minutes each morning to implement one unpleasant task. So little by little you will accomplish all small unwilling tasks and avoid growing them into the big and troublesome problems.

"15 minutes for unpleasant task" To Do List

Consider all small and unpleasant tasks that you can�t make yourself accomplish for a long time
Prioritize these tasks by their importance
Schedule fifteen minutes in your daily timetable for each of your unpleasant tasks
Use software to assign one unpleasant task to each day

Action plan

Start your organizer software
Create a list of your unpleasant tasks
Assign these tasks to each day, for example to the morning
Start doing the tasks

TaskManagementGuide.Com Articles

Track how many tasks and with what statuses there are in your Task List

Keep an eye on your To Do List

"Tracking task statuses" To Do List

Action plan

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"Setting anchors" To Do List

Action plan

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You should realize how much time a new project will take

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Reports on the sales via several clicks

"Making sales reports" To Do List

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How to set your main goal

Step by step towards the goal

"Setting goals" To Do List

Action plan

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Don't put off task accomplishment for a long time

Procrastination may become a system

"Tracking regular tasks" To Do List

Action plan

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How to set the project and delegate its tasks quickly

Project accomplishment should be carefully organized

"Setting project" To Do List

Action plan

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Look aside from the problem to find its solution

Let your subconsciousness solve complex problem by itself

"Delegating to subconsciousness" To Do List

Action plan

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Evaluate how much effective your employees are

CPI helps to estimate the effectiveness of your staff

"Cost Performance Index calculation" To Do List

Action plan

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Compare how much time you need to accomplish the task and the time left before its due date

Take your time under control

�Tracking due date and time left� To Do List

Action plan

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Permanent improvement is the security of success

Never stand still

"Planning the improvement" To Do List

Action plan

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Simplify the process of exchanging the comments about the task among the employees

The tasks can be assigned to resources automatically

"Automatic assignment" To Do List

Action plan

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Create conditions for accomplishing the task you procrastinate with

How to avoid procrastination

"Scheduling time to the task" To Do List

Action plan

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Motivate your team members by the words of praise and approval

Encouraging words can greatly motivate employees

"Appreciating employees" To Do List

Action plan

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Schedule a meeting with a task to yourself and you won�t miss it

A task is like a meeting

"Meeting with a task" To Do List

Action plan

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How to save time on creating reports about completed tasks

Reports on completed tasks are useful both for employee and employer

"Reporting on completed tasks" To Do List

Action plan