As we continue our progression toward better time management and regaining control of our busy schedules, the second part of this series will empower you to have a clearer vision of what tasks remain while giving you a sense of accomplishment. While many authors on time management are strong proponents of creating only one “to-do” list, my theory revolved around two lists. The “Get Organized: Create two lists” hypothesis is centered on the belief that all tasks fall into two categories: those with a negative impact if not completed and those with no impact or a positive impact.
Personally, I have found much success when actively utilizing this theory as have colleagues with whom I have shared this principle. While simplistic in its approach, one of my mentors who taught me this principle assured me the results are quickly evident and measurable – and he was absolutely correct. The process is as follows: first, review your open tasks and separate them into the two lists previously described – those with a negative impact if not completed timely and those with no impact or a positive impact. Second, organize the negative list according to the ramifications (i.e. due dates, penalties, lost revenue, etc). Naturally the most serious should be first. Along with that, make a note with the approximate percentage of completion of each task. Next, perform the same exercise with the other list – organizing it by positive impacts first followed by no impact. Again, make a note regarding your progress to date.
Once you have both lists completed, you will have a clear vision of where you need to concentrate your efforts. Additionally you will be reminded of the each item’s progression to date. This is extremely important because it may be beneficial to complete three or four positive items which are 70-90% complete before getting to another negative item, time permitting. As we all know, it is the last 10-30% of a project is typically the most difficult to complete. With that in mind, this technique serves as a source of inspiration as it reminds you just how close you are to removing items from your lists.
As the list of negative items begins to shrink, you will feel more energetic and positive about how your time and efforts have been utilized. A sense of satisfaction will grow and propel you forward with a feeling of accomplishment. Most importantly, this technique allows you to rest easier knowing that, to the best of your control, items which had the potential to create a problem have already been handled or are under control. The end result is a positive disposition combined with a sense of accomplishment, success and the knowledge of what remains to be completed. Who among us isn’t interested in that experience?
