5.2. Other TipsThe system is flexible enough that as you face new situations, you can adapt the system to handle them. This section lists some of the techniques I've found useful. 5.2.1. Large ProjectsWhen dealing with a large project, split it into individual steps and sprinkle the tasks across to do lists on different days. For example, write a step on each Monday during the month that the task must be completed. 5.2.2. What to Do When You Finish EarlyWhat should you do when a miracle happens and you run out of things to do? I think you should reward yourself. Here are some good reward ideas:
5.2.3. New Tasks Given to You During the DayLet's suppose you've planned the perfect day. You have calculated each task down to the minute, and you know you'll be done and ready to leave right at the end of the day. Of course, thinking like this is asking for trouble. It's days like this that your boss comes into your office around 2 p.m. with a "brilliant" idea that includes many multihour tasks, thereby disrupting your perfect plan. That is, of course, why I only recommend planning rough estimates of how long tasks will take. So, what do you do when new tasks are thrown at you all day long? We've already seen the technique of scheduling one hour per day for interruptions, but when a much longer project interrupts (say, a three-hour outage), we must reshuffle. Calculate how much time you have left in the day and see whether your A and B priorities will fit into that time. If not, use the techniques to shift them to the next day. Usually all the Bs and Cs get shifted. If there isn't enough time for your A priorities, you need to talk with the person expecting those tasks to be completed. It may be your boss, who will hopefully understand and help you reprioritize your tasks. However, it may be someone else, and he deserves at least an email explaining that there was an emergency and that his request will be completed tomorrow. 5.2.4. Personal TasksI use the same to do list system for managing my personal to do tasks. Everything from laundry to shopping items goes in my organizer. That way, I get more practice at using the system, which benefits me at work. If I used a different system for work and nonwork activities, I would have to carry around two different organizerscarrying one is enough! Since I use a PAA, I can position items on the page. That is, I write my personal items toward the bottom of each day's to do sheet. That breaks it into two different lists on the same page. If you use a PDA, there may be another trick you can perform, such as assigning the task to a category. When I leave work, I always check my nonwork items to see whether there is anything I need to do on the way home. |