Tips for Effective Workflow Management

Got a lot to do and not a lot of time? Check out these tips, distilled from 43 Folders, Merlin Mann's website about finding the time and attention to do your best creative work.

1. Break it down. Large projects can been overwhelming, so it's important to remember that each great task can be broken down into tiny next actions. Write down those next actions and tackle them one by one. Wherever possible, assign each next action a due date, so that you can keep yourself on track.

2. Minimize interruptions through open communication.  Keeping focused is easier when others know what to expect of your availability.  It is okay to politely say that you are busy and that you will give a person or a project your full attention when you are done.  Learn more on this podcast.

3. Write everything down. Keep a small recording tool (i.e. notebook, note cards, palm, blackberry) with you at all times, so that you can write down to do's as they come up. That way, you won't expend any brain power trying not to forget what's on your plate. Merlin suggests this system, called The Hipster PDA.

4. Schedule in review periods. David Allen suggests making a habit of taking time on a weekly, monthly and quarterly basis to check-in with yourself and make sure that you’re on task. Have you kept up with your personal deadlines? Has anything slipped through the cracks? Read more about David Allen's system on 43 folders.

5. The procrastination dash. If you're putting off a project or task, try this method. Make a commitment to work for 10 minutes and then take a full 2 minute break. Repeat 5 times. That way, you'll be productive for 50 minutes out of the hour and you'll take some time for self-care, too.

Return to the May 2009 E-Newsletter