Let me paint a picture that might sound familiar to you. You sit down, you write your to do list and you’re ready to tackle the day. Before you know it, you’re pulled into a phone call.
You’re putting out a client fire. You have to run to pick the kids up because somebody got sick at school. And when you sit down at the end of the day, you realize you hardly got anything done on that to-do list. So what happens? Your to-do list from Monday, now moves to Tuesday.
And by the end of the week, your to-do list is massive and there’s no way you’re gonna be able to take off work on a weekend, right? You’ve gotta get stuff done.
Can I get a praise hand emoji if you’ve ever been in that situation? This past year, I’ve been making a huge effort to be more strategic with my time and because of that, I’ve been working from Monday through Thursdays, getting all of my to-do list done and taking three day weekends.
So in this video, I wanna show you the process that I’ve been doing. So maybe you can incorporate it into your to-do list process and start taking a three day weekend too. (upbeat music) Hi welcome back.
My name is Trena, if you are new here. And today, we’re talking about creating to-do lists that you can actually get those to-do’s done in a day. Because here’s the deal, not all to-do lists are created equally. Some of those things on your to-do lists may take you five minutes and some of ’em may take us five hours.
And what happens is we’re not smart about the tasks we’re putting in into a day and so we’re not effectively getting as much done as we normally could if we were smart about what we were planning for in every single day.
So here’s the first thing that I do in my process. I sit down on a Sunday and I just brain dump. I get a piece of paper, think about all the things running through my head that I wanna get done this week. Now our week in my house is a typical week.
It starts on a Monday, ends on a Friday. Weekends are Saturdays and Sundays. So this could be totally different for you in your life plan but I’m just telling you, before my week starts on a Monday, the day before I do this brain dump.
The next thing I do is a look at this to-do list. And I start looking at similar tasks that I can group together. Are there client tasks that I need to do, things I need to do for my client. Is there video editing that I need to do? Is there filming?
Is there content planning that I need to do, like writing newsletters, or social media posts? I like to generally take a highlighter and high light similar tasks because this is gonna help me start batching tasks on certain days because this is gonna be the key to crushing your to-do list here.
So the next thing I wanna do is I’m looking at these batch tasks and I wanna see are there bigger projects that are going to take more than a day? I wanna really get granular here. So if I’m saying I want to create a new course, okay well, what are those granular tasks that I need to do? Do I need to give it a title? Do I need to write the curriculum? Do I need to shoot the videos? Do I need to create the PDFs for it?
Okay you need to get really granular ’cause once you start breaking these major projects into smaller tasks, you can really start filling out your weeks ahead. So this helps me plan out basically two to three weeks in advance.
So I’m not having to sit down every Sunday and do this brain dump because I’m able to plan out in advance. Now the next thing is we’re gonna look at that to-do list again and you need to start reevaluating what you have on it.
There are probably gonna be some things on that list that you wish you could do or you’re very hopeful that you can get done but are they really critical to your success? Or to your ultimate goal? You’ve probably heard about «The Time Management Matrix» by Stephen Covey.
Boses like Amy Landino, Ashlyn Carter and Alex Beadon always refer to this Time Management Matrix and basically what it says is your task will fall into one of four quadrants. Important urgent, important not urgent, urgent not important, not urgent not important.
So I start filtering all my tasks through this matrix. Important urgent tasks for me include client deadlines, calls that are already scheduled on my calendar, or appointments. So those are things that are already set in stone that have to get done. Not urgent but important could be things like painting our nails, reorganizing our desk, or one that’s been on my list forever is decorating my family living room. But this is not urgent and not important.
So anything on your to-do list that’s not urgent not important, just plop it over into that section of your quadrant. Those are kind of the two biggest quadrants that I look at that really help me filter through how to pick what I actually wanna do this week.
Okay once a brain dumped everything and I start categorizing, if anything is not urgent not important, and urgent important, now I grab my Google Calendar. I live on my Google Calendar. If it’s not on my Google Calendar, it’s not going to happen.
So what I’m looking for here are those client calls or those appointments and I’m gonna start plugging in any groups of tasks, remember we batched things together because when you batch tasks, you’re able to stay in one zone of genius and you’re able to get more things done. When you tend to shift from task to task, it takes your brain a little bit of time to catch up.
So if you’re gonna be editing, stay in that editing zone for a chunk of time to get more than one thing done. And if you’re gonna be writing social media posts, or writing content, stay on that writing mindset so you’re not losing those IQ points and having that lag time for your brain to catch up if you’re gonna move over to editing.
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