Are you feeling a bit overwhelmed, and just want to get stuff done?

Below I share with you the  Value of writing a Weekly Task List and how to Prioritise and Effectively Execute and Complete your High and Medium Priority Tasks - every week.

I don't know about you, but I've always been a prolific list writer. Every week, before I start any work/jobs or tasks on a Monday morning, I review the previous week, check my diary and what my plans are for the week ahead, then write myself a list of jobs to do.

Effective task management for me is so important, in continually moving my business forward.

And one of the benefits of having a structured approach to managing tasks, is that you just get things done, you stay on track, and it minimises you being distracted and going off on a tangent.

The Power of a Weekly Task List

Firstly, it forces you to analyse, review and plan a clear overview for the week ahead. I find it also helps me set and achieve realistic goals.

Plus, it reduces stress and increases my productivity. I can get a lot done in a week and the majority of time; I complete all the high to medium priority tasks I set myself each week.

So, where do you start?

How do you eat and elephant? In bite size chunks!

If you've already got a list or know what needs to be done, start by clustering tasks either by Revenue Streams (could be by customer or specific projects or work-packages) or by Internal Operational Projects, or other activities you may be involved with. 

Tip; leave the personal stuff out, i.e. for family, house, garden jobs, holidays etc. write these tasks on a sperate list.

The importance of categorising and clustering tasks is, it pulls all the individual tasks into groupings and therefore reduces what might look like a very long, random list of things to do, and hence why you're probably feeling overwhelmed.

By clustering it also helps identify priority areas and ensures you balance your focus across different aspects of the business. i.e. owning and operating a successful business isn't just about focusing on operational efficiency all the time,  as you need to obtain a balance across the business and also focus on sales and marketing and building business relationships with customers and prospects to bring home the bacon.

Examples of categories and the priorities for me are;

#1. Future Revenue Generating Activities - Cluster by Business Sales & Marketing Activities. These are tasks which over time will secure you future work streams and revenue, such as;

• Finding new customers (networking for me),
• Following up with past customers (calls, emails, LinkedIn messages)
• Arranging 1-2-1s to assess potential clients' requirements, and whether I can help them and out values are aligned.
• Creating proposals – so important to spend quality time on.
• Following up on last week's proposals – again follow up is a key success factor.
• Then if I get time, I'll maybe post something on LinkedIn or write a blog for my website.

#2. Income Generating Activities – Clusters of current live jobs, individual tasks where I have secured the work and can bill for my time. I group each client/revenue stream separately and list the different aspects of each work package (clustered into client/revenue streams)

These first two categories of tasks are where I prioritise my time and spend about 60% of my time each week.

#3. Things I need to "Do" as a business owner - A cluster of tasks to run and operate my business effectively which normally is around financial management governance, policies and procedures. (invoicing, sending out reminders, paying suppliers, HMRC, reviewing finances, margins, costs, contract terms, etc, etc.) Where I spend 5-8% of my time (late afternoons mainly).

#4. For me is volunteering – whether as a Director for BECBC or leading their Professional Services Group. I'm also mentor on the Help to Grow Programme. Around 10%-12% of my time is pro-bono as I find so rewarding and I learn so much.

#5. Task I can "Delegate" – My wife Tracey does my bookkeeping, and in the past I've had support with Marketing.

#6. I tend not to "Ditch" anything or have many tasks each week left to carry over*, unless they're low value, which I'll then "Delay" and carry over to the next week.

Be Disciplined to what goes on your to-do list. As I've been writing weekly lists for that long, I know what's worth my time and what's not. So, I don't even write down those thankless tasks.

Tips to prioritise effectively;

1. Plan time in your diary.

Not just to do the task or attend the meeting but to; Travel to the meeting or the time for the task itself, add 15mins at either end (even if online). Plan time to follow up, to create a proposal, to do your accounts or to write a blog, or go for a walk to clear your head or have lunch with your partner.

I use different colours for tasks categories in my diary (outlook). Ask me to show you next time we meet.

2. If you're stuck and don't know where to start;

Use a model/framework such as the Eisenhower Matrix or Action Priority Matrix (see below) as they're a great way to plot what's value adding and what isn't along with determining/grading the time or effort required.

3. Review daily, tick off what you've completed, but don't rewrite the list daily, but consider changing deadlines or priorities.

4. Ensure you balance your workload and know your body clock and energy levels. I plan and do all my deep thinking tasks/heavy meetings in the mornings often first thing and do all the admin low value menial tasks late in the day.

5. Avoiding overloading your schedule, leave gaps, only fill your diary to a maximum of 75% capacity as there will be curve balls, disruptions and you'll need space and time to think.

6. Re-Prioritise, often on a Thursday afternoon or first thing Friday I write a second list, taking those jobs that haven't been completed yet, and prioritising what I must complete this week.

If you have a team - Delegate as many tasks as possible as this will free up time for your high-priority tasks and empower team members, along with giving them an opportunity for personal development.

However, remember to choose the right person for the task and provide clear instructions and expectations, and do check in from time to time to see how they are getting on.

*And finally knowing when to Ditch tasks.

Avoid wasting yours and others time and effort, if the task is not adding value to the business chances are it's a thankless task. Focus on what truly matters, refer to Action Priority Matrix below.

I'm interested to hear how you effectively plan, execute and complete your objectives and tasks week to week.

So, please just dm me if you wish to catch up over a coffee and we can share each other's working practices and learn from each other how to become more effective at task management and completing our objectives to achieve our goals.

Peter Fleming

Email; This email address is being protected from spambots. You need JavaScript enabled to view it.