Stephanie Winston, in her book Getting Organized, states that, "There are three items essential to any effective daily time plan: a day-by-day appointment calendar; a pocket-size spiral-bound or loose-leaf notebook in which to jot down errands and other tasks as they occur to you and a daily to-do list, which puts the system in motion."
That advice can be modified with present day modern technology by the use of a Blackberry or other electronic notepad device. However, the gist of the tracking your daily activity is the same.
The To Do List
This is a short synopsis of what needs to be done within the one day time frame. If it seems there are more tasks than time try to break them out in manageable bites. Rank the items on your list in order of their priority.
If something cannot be postponed or avoided it should get a number one ranking, while others may slide down the ladder and even be slotted into the following day.
Being Practical With Time Management
When reviewing your task list be practical. If you need to write a report that will require concentration assign that duty to a time of the day when you will have less interruption.
When writing a report don't list it as a complete item, assign sections. for instance, you need to write the introduction, that could be one item on your list. Once that is complete you can cross it off. Then you may need to go on to the body of the work, or list of sources, or whatever else you have sectioned off. The task is less daunting if it is broken into small bits and therefore seem to be completed faster.
The Biological Clock and Daily Planning
Each person runs on a special clock that dictates the body's rhythms. Some people are "morning people" who like to rise early and tackle the day with gusto. Others are "night owls" who don't seem to be fully awake until mid-afternoon. Most are somewhere in between.
The body operates at warp speed a few hours then drifts into a lull where the brain and body demand rest. Become aware of your own biological rhythm by keeping a special notebook for a few days and jotting down your "high" times and your "low" times. Adjust the to-do list to be in sync with your clock for optimal productivity.
Knowing When to Stop
There is a tolerance level with any long term task that must be considered.
After a few hours on the same project the body protests with tight muscles and the brain refuses to take anymore abuse. Then it's time to stop. Work on something else for a few minutes. Or get up and stretch, take a water break, or just sit back and close your eyes. If you force yourself to continue after the tolerance level has been met you will not be satisfied with the outcome.
Source:
- Getting Organized, Stephanie Winston, Warner Books Edition, 1978.
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