My task creation style… explained

Written by Travis McAshan | Posted on Monday, September 7th, 2009 | Categories: Inspired Thoughts

Working efficient, smart, and focused

In order to create the most efficient task list, I have spent about 5 years honing my process to make myself more and more efficient. I’ve tried numerous systems, schemes, and notebook styles, and have come up with a style that seems to be the best for me now. Feel free to alter this a little but this is the basic process.

Step 1. Start with a blank list

1 300x239 My task creation style... explained

Step 2. Task Collection

Fill your list with the following sources:

  • Previous uncompleted tasks from yesterday (ex. http://tinyurl.com/486vog)
  • Any actionable email starting from today, then yesterday, then the past week
  • Any phone messages from the past week
  • Look over Basecamp and make sure that we’re covering all projects

Like this when finished…

2 300x279 My task creation style... explained

Step 3. Categorize Tasks

Organize all tasks based on the following groups:

  • “E” or email. Obviously anything that can be sent as an email in 5 minutes or less
  • “T” or tasks. Anything that can be done in 30 minutes or less (phone calls are a task for me)
  • “P” or project. This is something with multiple tasks

Like this when finished…

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Step 4. Prioritize Tasks

Organize all tasks based on the following priorities:

  • “A” or important. These to-dos HAVE to be done today or if they are projects worked on today
  • “B” or normal. These should be done today if all “A’s” are done and would be nice
  • “C” or low. These are just on the radar and do not need action unless all “A’s” and “B’s” are done

Like this when finished…

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Step 5. Create Daily List

Organize all to-dos based on category and priority for most efficient use of time:

  • Create “Important” task list and add all “A” priorities to this list (in order below)
  • “E” or email
  • “T” or task
  • “P” or project
  • Create “Normal” task list and add all “B” priorities to this list (in same order above)
  • Leave off “C” priorities

Like this when finished…

4 300x279 My task creation style... explained

That’s it…

get started and if you simply work from top to bottom you’ll make the high priority email people happy because it’s fast and easy. You’ll finish all fast high priority tasks and move on to projects. Sometimes I’ll finish “B” priority emails and tasks then go back to “A” projects because they may last all day. But that’s the basic process. Let me know what you think.

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