At OPTED Magazine I’ve shared several of these strategies, which in combination, have made my planning and tasking much easier!  Since this blog is both a learning experience for me and a way of improving my own productivity and organization, I get excited when I put all these ideas into practice (and when several strategies come together to build an effective plan).

Yesterday, I had one of my most productive days in recent memory, all as a result of some of my own research I’ve written about on the site. Each of these ways to tackle my to do list helped me get through a crazy day:

• Batching tasks — I had a string of errands to run, a backlog of emails in my inbox, and about 10 voicemails that all required an immediate return call.  Using the idea of batching tasks helped improve my efficiency by eliminating transition time.
• Essentials first — I’m a procrastinator, I admit it.  While I’m getting better, my crazy day was made more crazy as a result of putting off the “important stuff.”  This tip and way of thinking reminded me of why I was suffering that day from such a long list of things to do, and also served as a guide to get back on track.
• High energy — I also used this premise of using high energy times to capitalize on when I would be most productive.  I had to consider store hours, family distractions, traditional business hours and how awake and alert I would be.  Without considering this, my day might have easily become overwhelming.
• Blitzing — And just when I felt I was losing momentum towards the end of the day, I used the blitz approach to clear out my list and bring back my confidence.

Sometimes, all of these options aren’t a perfect fit for my schedule or the unforeseen hiccups in my day.  But I hope some of these will be useful for you.

Any other ideas for me and the readers to tackle a long to do list?  What has worked for you?

Living Locurto is featuring printable days of the week clothing tags to use in your closet.  While the post discusses them as a system for kids, it’s not a bad idea for adults either!  The colorful tags are placed over the hanger in your closet so you can plan out your outfits for the week in advance.  We featured this exact concept in an earlier post about tasks for your evening routine.

If you’ve ever scrambled in the morning to find clean tops and bottoms that match, this clothing tag solution will ensure that all of your clothing is ready to go on one hanger for every morning during the work week.

The other great feature?  It’s a free printable download!

Printable forms are a great alternative to purchasing a hardcover planner and tend to be more specialized and adaptable to the tasks and projects that need to be completed.

The following list links to printable forms that are all free.  Here are my favorites and ones that worked for me:

1. Blank calendars — every type you can imagine: monthly, weekly and booklet formats with blank or lined boxes.  These calendars are perfect for brainstorming schedules on the fly before entering them on a permanent calendar, or print out different variations to create your own planner!
2. Habit list — Productivity 501 has developed a mini course on developing and sticking to new habits that comes with a great, free PDF chart for tracking.  Personally, I’ve used this as a daily checklist form for items that go beyond tracking personal development habits, and there are many other uses as well.
3. Organize literally everything — I LOVE these planning pages, and this would be my top recommendation if you’re looking to explore printable productivity tools.  The free planner page on the site links to new forms each month for daily and monthly planning, organizing your blogging schedule, plus some productivity jump starter pages.  Build your own combination of these pages for the ultimate planning tool!
4. Daily planning — If you’re an Excel lover like myself and are also very particular about what your planner looks like, consider this daily planning page by Vertex42.  The Excel sheet is customizable, so you can start from a great system and tweak it to fit your perfectionist needs!  Also check out their daily checklist form.
5. Planning with fun concepts — WhiteHatBlackBox has designed some incredible planning and productivity forms linked to on their productivity gear page.  Choose from habit lists and daily checkbox forms or the “shoot ‘em down” form set where you shoot down colored invaders as you complete tasks!  Also highly recommended.
6. For index card lovers — the mind depositor system is designed to print out on index cards or on 4×6 papers that can be affixed to index cards.  The concept works well with any GTD system you have developed.
7. Build your own planner — an entire site is devoted to the concept!  D*I*Y Planner has some great templates and documents, plus an entire system with directions to get you started.  They have more than one post and lots to see, but starting here is a good bet.
8. Be an effective CEO — David Seah has created an incredible series of forms that can turn you into a highly productive and organized CEO!  The Printable CEO series is a must-consider and also check out the compact calendar idea that is perfect for blank brainstorming pages.

All of these free resources are fantastic and I encourage you to try out and test which one works for you.  In my case, I use a combination of these resources to build the perfect system for my needs.  Much thanks to all of these folks for fantastic resources that can help me and you reach our goals!

Think about the times when you complete a task and then add it to your to do list just to scratch it off.  I’ve done this, admit it — you have too.  This strategy employs a tactic to achieve the same feeling: that you’re accomplishing lots of tasks and are uber productive.

Its not exactly dishonest or misleading.  You would have completed these tasks regardless — but using the blitz approach to completing several in a row boosts your confidence, initiates a wave of productivity, and weeds out your to do list down to less items to consider tackling next.

Not all of the things that are on our daily to do list belong there.  We have a tendency to be ambitious with our time when we plan our daily agenda the night before or at the start of the next day.  We add tasks that aren’t required to be completed that day, even though we might intend or desire them to be finished.  This habit is difficult to break, but it’s important to try.

Why?

Essential tasks on our to-do list such as scheduled meetings or deadlines for paying bills are must do items and should be prioritized above other things on our list.  Theoretically these items should come before the “optional” tasks that could be completed at another date or time with no consequence.  When we combine must-do tasks on the same list as our optional tasks, it can be easy to default to tasks we feel like completing rather than the ones we need to complete.

For this reason, it’s important to have a system for your tasks that clearly identifies the essential tasks of the day.

I’ve used a number of different methods:

• When making paper lists, I highlight/underline/star the essential tasks, or separate them in a box to the side
• When I use my online task manager, I designate the tasks in bold or with a star

On any day where I have a date specific, essential task to complete, I complete it first, before anything else. That way, if all else fails, I’ve completed my date specific tasks that would have repercussions if I missed the deadline.  Anything else I complete that day is bonus!  Obviously, if I have a meeting with a client at 3:00pm it doesn’t mean I am inactive until that time, but it does mean that first thing when I arrive at the office I prepare every last detail for the meeting before moving on to optional tasks.

This strategy is a surefire way to tackle your to-do list in a way that keeps you accountable to your commitments and priorities and recognizing the hierarchy of importance for items on your list.  And it has the added benefit of lifting a weight off your shoulders knowing that all your mandatory items have been handled well, and on time.

How do you approach your to-do list?  What have you found helpful?

I’m talking about the task you’ve been procrastinating on for days, weeks, maybe months.  In some cases, the deadline may have passed and now the task is hopelessly overdue, and your gut reaction is to keep pushing it to the backburner to avoid facing the possible explosion of rain that comes from the cloud hovering over your life.

Procrastination is a common state of mind for many, but it doesn’t have to be.  Especially for certain types of tasks…

First, make decisions on the front end

The key to addressing your to do list effectively is making decisions on the front end about every potential task in your life that you are considering taking action on.

What do I mean by making decisions on the front end?

The concept is one that is referred to in multiple places in David Allen’s book about getting things done.  The idea is simple, but once mastered, will revolutionize the way you approach your tasks and reduce potentially harmful procrastination.

Think of every “to do” item in your life as an input: an idea, a thought, a possibility of something you want/need/hope to accomplish.  Not all of the tasks are required and some of them you may never complete, but the fact they entered your mind or list in the first place means it’s a task that must be processed in some way.

Imagine you could make a decision immediately about every potential action you wand/need/hope to complete.  You make the decision on the “front end” (the first time the task is placed before you) and you categorize that task according to your own system adapted from the Getting Things Done methodology.

Sometimes we waste time procrastinating for no reason at all

Sometimes the problem is not procrastination.  The problem is making an immediate decision about what our commitment to that task is as soon as it’s put before us.

In many cases, you have a task you would like to complete, but isn’t a priority, has no due date assigned to it, or might be a lofty “someday” goal for yourself, like visiting a particular foreign country.  These tasks end up on your running to-do list, and aren’t marked in a particlar way.  But the fact you constantly look at the list and fret about inaction prolongs unneeded procrastination for a task that was never intended to be completed right away.

It’s important to remember these tasks, but not necessarily important to act on NOW.  By defining your commitment to the task on the front end, when it enters your mind, you can release a burden on yourself for feeling like you have to complete it immediately.  Removing these tasks from your everyday to do list can help you regain focus and perspective.

We all know that delaying tasks we’re already certain must be completed is nothing more than delaying the inevitable.  If you make a deliberate decision and recognize that the task is an essential one and may as well be completed sooner rather than later, you save yourself a lot of hassle.  Conversely, if you can determine the task is a “rainy day” one, you may save yourself mental procrastination and the guilt you may feel from not crossing something off your list.

Try it, it may change your life like it has mine.

Part of tasking and to-do lists is planning for the unexpected and thinking ahead for unforeseen circumstances that might throw a wrench in your plans.  Planning ahead and organizing for your moving and relocation process will make all the difference to reduce stress, but one particular strategy could make or break a successful relocation.

Create a moving necessities box

A necessities box for moving is your must-have essentials, the bare bones if you will, for what you will need when you reach the other end of your move.  If you have a moving experience like mine, with boxes covering every surface, time running out for the day, and feeling utter exhaustion at what you’ve just gone through, a necessities box will save the day.

I’ve come up with ten priority items for a moving necessities box.  Each item was selected based on my terrible moving experiences and digging deep down to figure out “if I unpacked no boxes, was too exhausted to move, and had work the next morning, what ten things do I absolutely need?”  Here they are:

1. Jug of water — after a day of moving, stay hydrated by drinking water and your body will be much happier in the morning.  Another reason to have this is if for some reason the water or shower is not working, you have a crude option for having a basic wash in the bathroom to freshen up
2. Phone charger — there is nothing worse than a phone running out of batteries and especially in a move, having no access to the charging unit.  Make sure this is separate from everything else and included in your necessities box
3. Set(s) of clothes — for each person making the move into the new place, have a complete set of clothes from undergarments to clothing to shoes/socks.  If you’re really prepared, you’ll have sleepwear in there as well to get out of your sweaty clothing.  The set of clothing should be appropriate for anything you need to rush out to do the next day, such as a day in the office or an important appointment.  Don’t get ambitious and think you’ll have the time or strength to pull together an outfit from your boxes!
4. Power bar or cereal bar — with your cooking supplies packed and the late evening already upon you, even making a trip to a fast food joint may be out of the question.  Have a protein, fiber or cereal bar handy in case of emergency or needing a snack to fuel up.  This has been a life saver for me in the past…
5. Shower curtain — if you scrapped the old one when you moved and you bought a new one, or if you have an old one, make sure this item makes it to the box.  Many houses and apartments are not stand up showers with a door and require a shower curtain so you can bathe when you’re finished moving.  How terrible would it be to feel grimy and sweaty, craving a shower, when you had no idea where the shower curtain was?
6. Towel(s) — for the same reason as listed above
7. Travel toiletries bag — the easiest way to make sure you have your grooming essentials without unpacking an entire box is to include your travel toiletries kit.  You’ll only need small amount of the products and it works in a fix.
8. Alarm clock — you’ll need a clock to orient yourself to the time, especially since many people now depend on VCR’s and microwaves to give them the current time.  It also doubles as your wake up device in the morning to make sure you make it to work on time
9. Flashlight and batteries — I’ve moved in torrential downpours and storms, moved into apartments without electricity because the power is out, and dropped my single key for the new place into a thicket of grass.  You name it, if something bad could happen during a move, it happened to me.  Having a flashlight with you in a car or readily available at home is always a good idea, but especially for a move.
10. Last, but certainly not least, a blanket or sheets — nothing feels better than a long shower and a good nights rest after a day of moving.  Even if you have no time to assemble a bed, can’t fit a pillow in your box and you’re relegated to the couch or the floor, having something to sleep on or cover you is perhaps a “luxury essential” but definitely one item worth adding in your necessities box

What would you include in your moving necessities box?

This week is “moving week” on OPTED Magazine and this post is part of a 5 article series.  Check out the previous post about a survey of iPhone apps for moving and relocation and check out the next post in the series!

I carry a notebook with me everywhere and firmly believe it’s not just sheets of paper.  Each time I begin a new notebook, the front cover becomes my “one sheet of paper to keep me on track.”  I fill it with a mix of text and visual clippings in a collage that captures the direction of where I want my life to go.

The process

The materials for your page could be anything, but as an example, I use a colored piece of scrapbook paper, photos, clippings from magazines, patterned or colored post it notes and markers to add text in color.  To construct it, you’ll need scissors and tape.

The next step is brainstorming what you need on this page.  The idea is that you will refer to this page daily to refocus your attention on your priorities and tasks you want to complete, so include anything and everything that motivates, organizes and inspires you.

What to include

This is, of course, up to you.  But here are some great ideas to include on your page:

• Address label — use one of your address labels somewhere on the page so that if your notebook is misplaced it can be sent back to you
• Goals and priorities — I’m currently choosing to focus on 5 top priorities for my life in an attempt to simplify and make realistic progress on the things that are most important to me.  I refer to this list constantly: when I plan my day and in the middle of the day to bring me back to reality and remind me what I should be spending time on
• Quotes and words of inspiration — if you’re like me, you have a quote, music lyric or movie line that really hits home for you.  It might be a source of inspiration or words that bring a smile to your face.  Whatever it may be, it is a must have for this page!
• Important contact information — I choose to include frequently used phone numbers, passwords and URL’s in a small box on the page, even if they might be bookmarked or logged elsewhere, so I have them handy to refer to on a moments notice
• Daily checklist/reminders — I have a short list of items that I aspire to complete each day, such as a gym workout, performing a decluttering task and drinking 8 glasses of water.  For the latter, I’ve included a small magazine picture for each one as a visual trigger (a pic of a toned body, a pic of a minimalist home, a pic of an icy glass of water)
• Photos — I love my family and friends and those are the most important things in my life, so my page includes two small photos that always bring a smile to my face and remind me how lucky I am!

I’ve included numerous other small lists, pictures, and clippings on these pages over the years, but the same theme remains: a mixture of text and pictures that keep me on track and organized.  I use the page when I build an outline for my day or assess how I spend my time — it’s an integral step for directing my tasks.

And make it fun!  This page should not only be useful, but it should be a work of art and a creative project to enjoy!  Don’t limit this type of page to just the front of your notebook — intersperse these types of pages throughout your notebook.  Or if you don’t carry a notebook, make a stand-alone page to carry with you or post in your office.  Any way you approach the project, one piece of paper will make a positive impact on pursuing your dreams.

Featured on Pen Addict’s carnival of Pen, Pencil and Paper

I’ve pondered this out loud, as I imagine you have: there are not enough hours in the day.  With the pressures of work, family, social lives and other commitments to ourselves and others, the 24 hour day races by with a seemlingly endless list of tasks yet to be accomplished.

We’re given 24 hours in each day, but after the necessary time commitments to the “essentials” we’re faced with a very small window of free time to pursue our dreams and spend time with the ones we love.

My personal study

For instance, I took a hard look at my average work day from Monday through Friday to see exactly how that 24 hours broke down and it started with these uncompromising limitations:

• Sleeping (8 hours)
• Work at my office (8 hours)

If I were to assemble a pie chart to break down the time I had available, after considering the need for sleep and fulfilling work commitments at the office, I’m left with 8 hours, or just a third of my day.  Talk about a wake up call!  And most of these items for the remaining third of my day don’t leave much room for adjustment either:

• Commute to the office (2 hours 30 min)
• Grooming and maintaining my health (1 hour)
• Meals and cooking (1 hour)
• Paying bills, errands (grocery shopping, post office, etc), house chores (1 hour)
• Social networking online, phone calls, email (30 min)

What’s left over? A mere 2 hours — what a sobering thought.

Two hours a day to devote to time with friends and family, reading, blogging, exercising (with weight loss one of my primary goals) and extra time for many of the above categories that require much more attention.

Participating in this exercise for myself was an eye-opening experience.  It made me reevaluate exactly how I spend my days and make the most of unexpected windows of time.  While time management  may seem old fashioned and boring, it may prove to be the key ingredient to a happy and fulfilling life!

Have you participated in an exercise like this?  Has it changed your life or prompted any unique time management techniques?

Batching tasks involves stringing together like tasks in a row that involve a similar type of action, so that retracing your steps multiple times in one day or shifting your momentum from one medium to the other is minimized as much as possible.  For example, it wouldn’t make much sense to drive to the grocery store and wait until 3 hours later to drop off your dry cleaning next door to the grocery store and make the same trip twice.  Even if it requires an extra 10 minutes before you make the grocery store trip to gather your clothing, it’s a more effective use of your time.

Here are some tasks that work better grouped together, and will save you time throughout your day:

• Phone calls — I don’t particularly like phone calls; I’m an electronic message lover and would prefer to communicate by email and Twitter not only for efficiency, but also because I have a written record of my correspondance.  But some things require a phone call, and whenever I can, I string calls together.  I usually pick a half hour block of my day to do them one after another, and for time management, it’s usually with a hands-free set as I commute to or from work.  There aren’t many other things that can be done driving home from work to maximize your time, but phone calls are one of them.
• Email — I love email, too much.  Even if I’ve work through all my emails and gotten my inbox to zero, I’m an “email refresher” and can sometimes stall, waiting for work to come to me.  This typically happens as a result of zero inbox.  However, I made a change recently to batch my email sessions, and it’s not only saved me time, but made me more efficient.  I used to wake up in the morning and check work email, but instead I wait until I arrive at the office, immediately read and process all my email, and get to work.  Sometimes, emails require new projects or tasks and I inevitably have tasks that don’t generate from email.  I take a substantial break from email until after lunch, working through all non email tasks, and I check email again after lunch when a few things have built up.
• Errands — this was mentioned above and deserves another mention and potential strategy that might work for you.  I have made Sunday errands a part of my weekly routine and it seems to work well to get the majority of my errands done in one day a week.  Since the coupons and ads come out on Saturday, I prepare in advance for grocery shopping for the next week and any other purchases, drop off dry cleaning, drop off items at the post office, and fill up my car.  If anything else comes up during the week, I plan ahead the night before and after work, take care of errands on the way home.  There’s nothing worse than getting home after a long day and realizing you have something to take care of and have to leave the house again!
• Tivo — television is an interesting situation, because as much as I love to sit back and devote my eyes to the screen, I’m a big TV multi tasker.  I usually bring craft projects, magazines, or small house projects to our coffee table and do two things at once.  But more often than not, I have very little time during the week to watch TV, so my favorite shows go right to Tivo, recorded for later.  I find that watching them all at once can be both a fun “date night” with a bowl of popcorn, or a good time to blow through a number of episodes (commercial free) and complete things on my list that are multi-task worthy!

The basic premise for batching tasks is that when you switch from one situation to another (running errands, phone, email, etc) you lose a few minutes of time setting up for the next task.  Whether it’s packing up to leave the house or logging on to a computer program, it saves time to reduce the amount of times during the day that you switch gears.

I only listed a few examples in this post about when batching tasks can be a good idea.  Can you think of others?  What do you think about this strategy?