Earlier this year, Rodger Constandse came by to share his best time management tips, and I’ve enjoyed hearing from my readers about the new strategies they have implemented. Most of us can use a refresher now and then, so today I’m turning my blog over to Janice Russell of Minding Your Matters® Organizing, who describes one habit that can help us make the best use of our time.
Do you feel like you never get to the end of your to-do list? Are there some to-do items that seem to move from list to list? Do you track things to be done on one list, multiple pieces of paper, an electronic device, or in your head? One crucial factor in getting organized is using time wisely. While there are a myriad of ways to approach the 24 hours you are allotted each day, this month we will concentrate on developing a new habit. And the new habit is to learn to differentiate between tasks and projects.
A task is something that can be accomplished in a limited amount of time. This can be 15 minutes, two hours, or a day. But anything that takes more than a day to complete is not a task. It is a project. A project involves multiple steps and takes more than a day to complete. Tasks go on to-do lists; projects don’t.
An example of a to-do list for the home is:
- Grocery shop (it is your decision whether to list the items you need to purchase on this list or on another piece of paper)
- Buy and wrap birthday gift for Sue
- Call sister to determine who will host Thanksgiving this year
If you add “organize garage”, you have listed a project. There are numerous steps required in order to get a garage organized. In no specific order, these might include:
- Determine what types of objects belong in the garage: sporting equipment, lawn care items, tools, etc.
- Decide how these items should be stored: on shelves, hanging from walls, in cardboard or plastic boxes, etc.
- Purchase pieces required to store these articles.
- Sort all items in garage and decide which to keep, donate, dispose, and house somewhere besides in the garage.
- House items in suitable containers and in locations that are accessible.
Each of these chores takes time, some require a trip to the store, and others may be divided into sub-tasks or shared between several people. Although it is possible to organize a garage in a day, it is unlikely to happen. As a matter of fact, more than likely a person will be overwhelmed at the thought of the job and not start it. Whereas if the two tasks on the weekend to-do list are to determine the categories of things that belong in the garage and to sort the objects along the back wall, it feels much more plausible.
Now that you realize the difference between a task and a project, you will need to classify each chore that you believe needs to be completed. Then you will need to record the jobs in the appropriate place and format. Finally, you need to make the time in your schedule to work on the task.
Once you develop the habit of doing this on a regular basis, you will find that you can complete more in less time and without feeling so overwhelmed.
About the Author
Janice Russell, CPO-CD, is the Overseer of Order at Minding Your Matters® Organizing Consultants. The company consults with business and residential clients with the intention of decluttering and organizing space and time to effect changes which will lead to attainment of personal and professional goals. Seminars on a variety of organizing topics are also available.
Janice is a member of the National Association of Professional Organizers and the National Study Group on Chronic Disorganization. For additional informational or to contact, visit www.mindingyourmatters.com.
Great post. So often the project gets listed and never even gets started because it’s too daunting. Breaking it down is key to getting it done. Baby steps!!!
Thank you for stopping by, Theresa!
I tend to write the project on my task list and try to keep track of what the steps are in my head and I know I could lower my own stress level by taking Janice’s advice.