Your business tasks list can be one of the most effective tools in your business. But if you’re not in control of your task list, it can also be a productivity drainer for you too. Your task list and your calendar need to work well together, and you need to be master over both of them. Because if you’re not managing them both well, you’ll find your productivity, motivation and overall business satisfaction will take a nosedive.
But how can you gain mastery over your business tasks list? Here are ten tips to help you tame that task list and make it work harder for you.
#1: Get clear on what you need to do
Start by getting clear on what it is you need to do. I find a brain dump works really well for this, as it gets everything out of your head and onto paper. You can then either go through and cross off any task that isn’t essential right now or move them to a separate list.
[Check out our recent blog Why a brain dump is great for all entrepreneurs, to find out why brain dumps are so great for you!]
#2: Find the right tool for you
You will want to house your task list on a suitable platform – housing tasks on your calendar really isn’t the best way to manage them! And digitising your task list will make it easier to manage from multiple devices.
Look to find a tool that suits how you work. Some entrepreneurs may use a management tool like Asana, whilst others may find a simple tool like Todoist or TaskBoard works best for them.
#3: Have a master business task list
It’s easy to have lists of tasks housed everywhere – on your phone, on pieces of paper and even written in your business planner. But if you want to master your tasks, you need one central master task list.
You can then choose to create smaller task lists within your chosen platform, based on projects, or even to separate your personal and business tasks.
#4: Break down tasks into manageable steps
Ensure you break each task down into manageable steps. And be specific with each step – ‘write a 500-word blog on project management’, rather than writing a task that simply states ‘write a blog’.
#5: Know your targets and deadlines
Give each task a time limit or deadline so you know when it needs to be completed. It can help to give yourself earlier deadlines, as this helps keep you focused on the task at hand.
#6: Prioritise your tasks and action steps
Once you’ve carried out the action steps, you can then prioritise every task on your list. You will then know which are most important, based on date and relevance.
#7: Schedule your action steps into your calendar
Schedule time slots for completing each task into your calendar. Check out this recent blog post if you want to use slots to manage your calendar more effectively. And if you want to learn how to make your calendar easier to manage, check out the ten tips here.
#8: Establish who else can help
Are there tasks you can take off your business task list altogether? Go through and delegate tasks out to others who can help and establish what ones you can outsource.
#9: Automate where possible
Automation can save you a lot of time and energy. Are there any tasks on your list you can automate instead? Maybe you can outsource or delegate the setting up of the automation to someone else too?
#10: Review your business task list regularly
If you want to master your business tasks list, you need to be reviewing it regularly. Check if the tasks on it are still relevant and necessary. Go through and check if you can automate, delegate or ditch tasks altogether.
When you master your task list and have the individual action steps set up within your calendar, it makes it easier for you to also review your week. So spend a little time at the end of each week, celebrating your successes and the achievements you’ve made.
Gaining mastery over your business task list is just one of the areas covered in my new online programme. The Getting Organised Programme covers everything you need to put you in control of the critical areas of your business, so you’re running your business (and not the other way around!). It helps you to create the business you love on the solid foundations it needs. You can find more about the Getting Organised Programme here.
