Task management seems easy and straightforward but requires a lot of planning. You need to work on certain attributes that will help you manage tasks like a true CEO.
Adopting the right mindset for task management means knowing what you can and can’t do.
Being flexible helps manage unexpected changes. Which in turn increases the chances of you completing your project goals.
Things don’t always go as planned so be patient to get through difficult situations and back on your feet sooner.
Lastly, perfection causes delays, if something is good enough then leave it and move on.
What are the best task management tips?
- Create a to do list
- Break down tasks into small and simple goals
- Do one task at a time
- Reward yourself for completing tasks
- Avoid distractions
1. Create a to-do list
Overview
To-do lists are the basics for getting anything done. From writing your list on paper, using apps on your phone or a dedicated software with reminders so to keep you on top of your goals.
List everything that needs to be done with deadlines, make sure to make it as accurate as possible. Always look over your list to help stay focused on your daily goals and upcoming deadlines. Maybe somewhere visible like your phone’s wallpaper or lock screen.
Highlights
Three benefits of a to do list:
- Increases productivity.
- Provides motivation.
- Reduces stress.
Action steps
- Write down the important tasks first and then the not so urgents tasks.
- Give a rough estimation on how long each task will take and when they should be completed.
- As you get through each task, cross it off your list so you know you have accomplished something.
2. Keep it simple. Break things down into smaller tasks
Overview
A large project can be stressful and feel like it’s too much to handle, because of this you may put it off day after day telling yourself you will get to it tomorrow but in the end you make no progress.
You might not know where to start so try breaking the project down into smaller steps that are easier to tackle. As you complete these smaller tasks, you gain confidence and feel more motivated to continue and before you know it you are closer to your goal.
Highlights
Benefits of breaking up projects into smaller tasks:
- Prioritizing workflow of tasks helps complete a project quicker.
- Dividing projects into smaller tasks avoids fatigue and maintains motivation.
- Appointing tasks to different team members can help you meet deadlines more efficiently.
Action steps
Break your projects down into smaller steps. Each one is a mini project with its own goal. Complete each one by one until the project is complete.
3. One thing at a time
Overview
We work better when focused on one task, even studies show multitasking is 40% slower.
Multitasking is good for small tasks that need low-concentration, but focussing on one task at a time is better for bigger tasks that need more attention.
Focus on one task without distractions and do as much as possible. But do take a break, even a little reward for the work completed but we will talk more about that in the next tip.
Highlights
Focussing on one task for 25 minutes, then taking a 5 minute break is called the Pomodoro Technique. Which will help get you into the flow state of deep focus to get meaningful and difficult work done.
Action step
Instead of going back and forth, stick to one task and complete it before moving on to the next.
Limit the number of tasks per day or stick to a certain amount of hours of work you put in each day
4. Reward yourself for finishing tasks
Overview
When you do complete a step, reward yourself. It could be a snack, watching something entertaining, or a nice stroll in the park.
Over time you become overburdened and underwhelmed if you continuously complete task after task without a break or reward.
So it’s important to keep a healthy work rest balance.
Highlights
Rewarding yourself after task completion can make you work faster towards a goal, even helping boost your motivation.
Action Step
What everyone sees as a reward will be different, some might see chocolate cake as a reward, just make sure you don’t eat it for every task you complete.
Even checking-off a task on the list can be considered as a reward, making you feel more accomplished.
5. Kill distractions.
Overview
Silence your phone and put it out of arm’s reach if you really want to be productive. You are most productive in flow state. Which is when we are relaxed and focused on a single task. So it’s important to maintain the flow state without interruption.
Focus is the key. This has been a challenge especially since the pandemic and employees have transitioned to working from home where distractions are more tempting.
Highlights
Remote work has been blamed for an 8-19% decrease in productivity. As it can be harder to focus when we are at home without a dedicated work space or family in the house.
Action step
Turn off notifications on your phone and put it out of arm’s reach during working hours. Make sure to have a dedicated work space that’s not your bedroom. And make boundaries with family members that you can’t be disturbed within.
What is task management?
Task management is the process of managing projects through different steps from start to end. From planning and implementation to tracking and reporting.
Task management is useless without consistency. So make sure you use these tips consistently to make progression.
And remember to have the right mindset, be flexible and patient. Above all perfection causes delays.
Wrap up
By not over complicating a huge list, keeping it short and easy to follow, with these simple task management tips you can’t go wrong.
Task management software helps streamline this process, saving you time and increasing revenue. I have saved you the research with the 5 best task management softwares.