To decide how the tasks should be organized for efficient execution, it makes sense to take at the look at the way by which you receive your tasks:
This means that the tasks arrive to you in a variety of formats and 'channels'.
Part of your task you have in your head. However, few people can remember more than seven things over a long period in their memory. For this reason, the possibility to just remember all the tasks is ruled out for the majority of us.
Therefore, there is only one-way how to keep the overview of the entire tasks you are responsible for: you must write down your tasks - and only in one place..
Write your tasks down: the call you need to make, the purchases that you want to do in the city, the letter you must write, the change of your wheels of the cars, the preparation of tax returns, the search for the gift - write down all tasks.
Only if you really write down all the tasks you do not need to notice an additional part of your tasks. Then you have a clear head for the completion of your tasks, and you cannot forget a task anymore.
Write your tasks but not to single notes or Post-it. Then there is the danger that you put the pieces of paper to different places or staples, and therefore gain no overview of your tasks.
Write your tasks in lists, so that you always have the overview of the entire task you are responsible for.
You do not have to perform all tasks in a single list. Create lists on various topics arising in those tasks. These may be lists of:
Create the lists for the topics that you often have to perform tasks.
At the beginning you should start with a few lists of broader topics - e.g. Private, Work, Shopping. When you get used to writing down all of you tasks into lists, and you notice that a list contains a lot of tasks, you should split them into two or three lists to more concrete issues.
Most tasks have a due date on which it must be completed. In order to have these dates in mind, and to sort the tasks according to schedule, you have to write down this due date together with the task.
Often several tasks have to be done on similar dates. Therefore, you will have to consider, the latest when the time is short before the due, which is the more important tasks, i.e. which task has a higher priority than another task. For efficient processing you should usually tackle the more important task first.
In order to detect early which task is more important than others makes it makes sense to think about the priority of a task, and write this down along with the task.
Alternatively, you can set the priority later, if you have to decide between different tasks to do the next task.
You have just heard, then, that it is useful for the efficient execution of tasks when you create lists and add your tasks to these lists. Here you should write down not only the description of the task, but also the due date and the priority where possible.
One option would be to create and manage these lists with pencil and paper. Since it is necessary for the efficient execution of your tasks, however, that you keep all your tasks in lists, but you do not execute all your tasks only from home, you need to able to take these lists simply with you, for example, in the supermarket, the office, on the road.
In the age of the Internet and mobile phones it makes sense to manage your tasks with the help of an online service which you can access also on the go your mobile phone.
Sure, there are other online services for managing tasks. But we recommend Organiseme.
From our experience Organiseme can support you best in the timely execution of your tasks. How you will learn now.
When you have registered with Organiseme, you will see already three preset lists: 'Organiseme', 'Shopping' and 'Private'.
Whereas the Organiseme list contains several tasks that should help you to become familiarized with Organiseme, the two other lists are already for you own tasks. Depending on the purposes for which you want to use Organiseme you can directly start with these two lists. If you want to organize your tasks for other subjects you can rename the existing lists or add more lists.
In any case, you will create in the course of using Organiseme new lists and rename or delete existing lists. This is in Organiseme simple:
To create a new list, click on the link 'New List' which is displayed in the list view, right next to the existing lists. Then a control box will be opened, in which you can enter a name and select a color for the new list. After clicking the 'OK' button the control box closes, and the new list has already been created.
To better distinguish your lists, you can assign different colors to them. Then it is more obvious to you, in which list you are currently working. In case you to not want to give a color to a list just choose white color.
The modification or deletion of an existing list in Organiseme is very easy. Just move the cursor over the name of the list. Then a small triangle will appear. If you click on the triangle a pop-up menu with the entries 'Change color', 'Rename list' and 'Delete list' opens.
By selecting one of the entries a control box appears where you can select a different color or type a new name. Please note that deleting will also delete all tasks assigned to this list.
If you want to create one or more new tasks it is recommended to go to the list view. There you will have an overview of the lists you have created so far. Then, open the list to which the new task belongs or fits best.
Now you simply type in the entry field below the list name the description of the task and click the 'Add' button, and you have already added a new task to the list.
Of course you can also directly assigned a priority and / or a due date for the task, or set up already a reminder, or even assign the task to someone else. Then you need to select the information in the menu 'unfolded' underneath the entry field.
But you can also create a new task in any other view (priority or due dates), the inbox, outbox or the archive. Then you have in any case to select the list to which the task should be assigned.
In case you often forget tasks or to think about these too late, then Organiseme offers you the 'reminder' function. With these you can set up one or more reminders for a task. Then Organiseme will send you one or more emails or SMS before the due date, so you can get the task done on time.
As you can see Organiseme offers from the management of task lists and the creation of tasks with different kinds of information up to reminders all the necessary functions to support you in getting your tasks done in time..
In Step 4 we will explain you how to do a rough and detail planning to accomplish your tasks both efficient and in time.
