SHEET 05: The task list

The task list is the first tool for effective time management. To paraphrase the title of a bestseller, it alone will allow you to “give priorities” priorities “. And yet it is a tool that is still far from being used by everyone.

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What is a list of tasks ?

The task lists is a document that lists the tasks to be performed within the framework of a project or an activity. The task lists can be used to follow the assigned tasks, the deadlines and those responsible for each task.

How to list your tasks ?

When you have several tasks to accomplish, it is important to list them to make sure you don’t forget anything. To list your tasks, you can use a sheet of paper, a Word or Excel document, or a task management application.

To facilitate reading and understanding, you can group your tasks by category or by project. It is also important to note the limits and those responsible for each task.

What types of tasks ?

The types of tasks may vary depending on the project or the current activity. It can be simple tasks such as responding to an email, more complex activities such as preparing a presentation or a report, or even recurring tasks such as the maintenance of equipment.

It is important to clearly define the types of tasks in order to be able to classify and prioritize them according to their importance and their emergency.

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How to make a task control list ?

A task control list is a practical tool to ensure that all tasks have been performed. To create a task control list, just list all the tasks to be performed and check each task as it is accomplished. It is also possible to add columns to note the completion dates and any remarks. The task control list can be used for various projects and activities.

How to make a task list ?

To make a task list, you can follow the following steps:

• Identify all the tasks to be accomplished
• Classify the tasks in order of importance and emergency
• Note the deadlines and those responsible for each task
• Group tasks by category or project if necessary
• Use a sheet of paper, a Word or Excel document, or a task management application to list the tasks
• Update the task list regularly depending on the progress of the project or activity

SHEET 05: The task list

The personal development toolbox in business

7 chapters / 71 files

The type canvas of a to-do list

In summary

The task list is the first tool for effective time management. To paraphrase the title of a bestseller, it alone will allow you to “give priorities” priorities “. And yet it is a tool that is still far from being used by everyone.

The time spent completing it (10 minutes a day on average) is quickly amortized by better efficiency and better organization, provided you always have it with you, within reach. Software exists in particular to allow you to keep constantly synchronized your list of tasks between your computer, smartphone and tablet.

Why use it ?

Objective

• Having planning your tasks just “in mind” is an important stressor factor. Indeed, memory is not infallible and certain tasks will be forgotten, which will contribute to the delay.
• Using a task list makes it possible to empty your mind, to make sure nothing is forgotten and to better organize your time. You are no longer caught up in a task that you remember at the last moment, which makes you work in an emergency and under stress.

Context

A task list is the best companion of any employee in a company.

How to use it ?

Steps

• Daily ritual. Like morning coffee, you have to get into the habit of starting your day with your task list. Report the tasks of untreated watch and add those of the day.
• Constant update. Each request (e-mail, telephone, communication), immediately note by what task it materializes for you. Note your ideas too. In short, everything that goes through your head throughout the day. Conversely, as soon as a task is finished, scratch it; You can see as this simple action can be rewarding !
• Categorization. Give each task its criterion U/U and I/I to better arbitrate your time. You will be able to identify in the blink of an eye the tasks that you can postpone, delegate or delete.
• Prioritization. Take all the tasks of the UI quadrant and order them for the day, while remaining flexible.
• Self -analysis. Starting from the principle that we also learn from your mistakes, you can use the task list to improve yourself. By ordering the estimated and real duration you can analyze the why of the gap to prevent it from happening again.

Methodology and advice

There is no dogmatism on the format and ideal content of a to-do list : one flying sheet per day, a notebook, the list of reminders of Outlook or Gmail. Regardless of the support, the main thing is that you have the reflex to update it constantly, to clear your head and to note the progress of your work.

Benefits

• The task list allows you to gain concentration capacity: your mind is rid of a parasitage, a constant search for what you have to do (or forgot to do).
• Hold a to-do list helps avoid ending up the day with a terrible feeling of uselessness: “I worked 10 hours and I feel like I did nothing ! “Indeed, by materializing your work, it allows you to value itself in its right proportion and therefore reinforces self -esteem.
• People who make tasks are also perceived as more reliable by their colleagues, since there is little chance that you have forgotten something.

Precautions to take

• Please note: one task can hide another ! As with Russian dolls, you should note as the smallest task elementary action that you will have to realize.

Summary

I – Communicate effectively I – Communicate effectively

• The construction of reality
• Johari’s window
• The Losada Communication ratio
• Speech levels (CNV)
• The power of words
• Types of questions
• Synchronization (NLP)
• Active listening (NLP)
• Reformulation
• Understanding the other by the “DOG” (NLP)

• Personal value
• Johari diagnosis
• Requiring messages (AT)
• Optimism by the “acroredi” method
• Life positions (AT)
• Flow state
• Chess recycling
• The “Arcocom” improvement scheme
• The pyramid of values: definition and principle
• The definition of life objectives
• Plan B

• Recognition of emotions
• Connection to his sensations
• The needs (CNV)
• Emotional parasites (AT)
• Acceptance of emotions
• The transformation of emotions by opposite action
• Anger management
• The mourning curve
• The identification of the emotions of the other
• Perception positions (NLP)
• Empathy (CNV)

• Coping’s strategy in the face of change
• Limiting beliefs (NLP)
• Automatic thoughts
• Intolerance to uncertainty
• Voluntary exhibition
• Mental paper basket
• Breathing
• Heart consistency
• Muscle relaxation
• Visualization

• The declaration of personal rights
• Signs of recognition (Strokes) (AT)
• The expression of a criticism with the “DESC”
• The power to say no
• How to make a request ?
• Non -violent communication: definition, use and advantages
• The formulation of a advice
• The reaction to an error: the honorable fine
• Acceptance of a compliment
• The reception of a justified criticism
• The answer to an attack

• Time thieves
• The urgent/important matrix
• The laws of time
• Setting objectives
• The task list
• Planning
• The management of “DQD” interruptions
• The GTD method
• Treatment of “mailingitis”

• The double funnel
• The alteration
• The combinatorial matrix
• The disaster scenario
• The analogy
• Mentors
• Angel’s lawyer
• The mind map
• The 6 hats of reflection