HOW TO PRIORITIZE LIKE A PROJECT MANAGER
September 15, 2008 by Katie Skow
Filed under Biz
In my last post, I briefly discussed your options for doing something when you feel like doing nothing. I mentioned that you have two choices: take a step back or persevere.
However, I don’t feel like I was clear enough about a compromise between the two. Yes, there is a middle road. If you learn to organize your tasks properly, you can easily figure out what needs to be done now and what can be put off until later.
The good news is that fancy project management software is not needed. Get out a piece of paper, a pen, and your calendar. Here are a few simple steps to get you started:
1. Create Macro List: Make a list of everything you need to do.
2. Next to every item, establish a due date.
3. Circle what is due today and tomorrow. Add a checkmark next to items due today. Start these tasks ASAP starting with the check marked items.
4. Create Micro List: Break down the remaining (uncircled items) into action steps and assign each step a realistic due date.
5. Transfer Macro and Micro due dates to calendar.
TIP: Color-code your Macro and Micro Lists. It’s easier to see everything at a quick glance.
Now that you know how to prioritize like a project manager, if you ever feel like taking a moment to rest, you will have a birds eye view of your schedule and immediately know if (and on what tasks) you must persevere.
Katie, these are some great suggestions on prioritizing tasks. If folks are using Outlook, they can also receive alerts on (or before) the date a task is due.
In our “Staying on Track” workshop, we also talk about creating back-up or contingency plans for when “life” happens to help ease stress of when things go a bit off track.
Cheers, Colette
http://twitter.com/coach_colette
Good tips there! I feel like I am always forgetting something so I am going to make a list asap for my next project.
Katie,
You’ve just hit the spot. Here are some more resources on how to get organized. And indeed you do not need fancy PM software for this. BUT an organizer software tool is much more useful than a paper and pencil. That is why I have created Efigio. Give it a try and you will feel the difference
I did use Outlook (well, Entourage which is the Mac version) and it worked really well. I liked the alerts thing.
Just one little teeny tiny problem that actually turned into an issue. If I didn’t have my computer on, I didn’t have my schedule. It worked until I missed a very important meeting or two (random weekend business meetings). I’m back to my day planner and pen. When I upgrade my cell phone (soon) I’ll give the electronic calendar another shot!