5 Steps to Increase Productivity & Get More Done

5 Steps to Increase Productivity & Get More Done will lay out 5 Basic steps to help you become more organized, thus more productive, in your daily life.

As you move along the journey toward a life of abundance, a life of accomplishment, ask yourself a couple of questions. Have you written down your tasks for today? Have you reviewed your “to do” list? If you haven’t, then read on…

For years I went about my days trying to remember what it was I had to accomplish for the day. Did it work? Sometimes; when my memory decided it wanted to remember, but too often it didn’t. I didn’t get everything done. Not because I didn’t have the time, but because at the end of the day, I had forgotten something.

It’s very important to start your day by writing down what you plan to accomplish for that day. As you look back at the list, you’ll be able to assess your progress.

When you’ve completed a task, highlight it. I’ve found that highlighting the completed task, has a more positive “effect” on the psyche than crossing it off. It also looks better and implies a bright outcome. An “x” or crossing out tends to look sloppy, and usually implies something is forbidden or not good. I’ve only been implementing this particular process for a few months now, but I love it. It works!

Here are 5 simple ways to assure you complete your tasks in the time “gifted” to you in any given day. Hint: We all have 24 hours in a day, but most of us only utilize between 12 and 16. Leaving us with 8 hours for a good night’s rest! Yeah right…I’m getting better though.

1. First things first… You need a way to keep track of your daily tasks. Find a simple system for keeping track of what you have to do (Get a set of highlighters too). Many people find that their PDA’s work best for keeping track of any tasks/projects that need to be completed. (for those that may not know what a PDA is, that’s your Personal Digital Assistant. (Many phones function as PDA’s now, i.e. Iphone, Blackberry etc.)

As for my chosen “tool”, a calendar “system” (I found mine at Target and it’s GREAT!) with tabs and sections for the various “departments” in life & business, works best. I also prefer dated calendars. If it’s undated, I tend to want to fill in the dates for months ahead, and it just wastes time. Of course you can purchase what you prefer, but the less time spent “preparing” the system for use, the better.

My “system” consists of a calendar, with a normal monthly view (open block for writing due dates etc.), weekly view with daily timed layout and “to do” slots for each day along the bottom, with one for the week on the right. It also has a Task list for your most important monthly projects at the end of each month’s section.

I love it, and use it, everyday.

Of course, it also boasts the typical Address Book, an additional Task section with a sufficient amount of sheets, a Business Section with Meeting Planner Pages, Client File & Contact Log.

There’s a section labeled “Personal” where you can keep passwords for important accounts (if you’re comfortable with that), Website Tracker, Special Days, Health and Fitness Tracker, Automobile Servicing/Information, and Monthly “Budget” Worksheets. There’s also a “Notes” section with a sufficient amount of Notes pages. (I still haven’t run out, and I’m a serious note writer :-) .

Now, I know I said a “simple system”, and even though it sounds like this system is extensive, it is simple, in that, it makes life more simple because it keeps things organized. I do use my blackberry, as well, in conjunction with my calendar, since the alarm is a great tool for reminders…

Now that we’ve taken care of the all important, step #1, and you’ve decided on the tool that would work best for you…let’s get on with #2, in our 5 simple step system.

Note: Please stop writing your lists on random pieces of paper. It’s more difficult to keep track as you move through your week; and you usually aren’t able to go back and track your progress because the paper has been misplaced.

2. Assess your situation, daily. Be conscious of the most important tasks or projects you need to complete for the day. If you’ve invested in a calendar system like the one above, you probably have much of your week planned out.

If there’s an ongoing project, decide what steps you need to take TODAY to move closer to the finished project.

Please be realistic! All too often, I’ve looked at my day, and assumed I could accomplish more than I realistically could. You set yourself up for disappointment when you over extend yourself. I don’t want you to limit yourself, but I want you to be realistic, and if it’s a project that needs to be done in stages, then by all means…break it up! That also gives you time to complete other projects and tasks that can be done in your 12-16 hours!

3. Now pay attention, this is what I consider the most critical step. Write it down! Writing it down reinforces what needs to be done. It makes the task “real”, and it holds you accountable. Your brain works well with a written “plan”. It registers with your brain in a different way when you are writing the tasks down. Not to mention, you now have a point of reference.

Sometimes writing your list before you retire for the evening is a great way to assure you don’t get caught up in the morning activities, often times, forgetting to write down your responsibilities for the day. As you get caught up in the morning activities, you may even rush through the list, and forget something. If you start the list at night, and something comes to mind, you can always add it later, if need be, and if time permits…more on that in step #4.

4. Allot a specific amount of time to complete important assignments, and coordinate with any appointments that you may already have scheduled. Your tasks and projects are not appointments, but treat them as such, that way, you can design your day.

Your appointments should obviously be scheduled, and usually are, in advance. Stay tuned for my tips on setting appointments & meetings.

5. Last, but certainly not the least of the 5 steps…this is the reason we went through steps 1-4 in our 5 simple steps, right?

Get It Done!…and highlight each errand/project as you complete it.
It feels so good to highlight the tasks as you complete them. You feel a sense of accomplishment, and look forward to completing your next days “assignments”.

As you begin to structure your day, and complete scheduled duties and assignments on time, your days, weeks and months become much more productive, which lead to more productive years…and without a doubt, a more productive life.

One more tip: A BONUS! Just for you…

Life happens…there will be times when, no matter how prepared you are, or organized in your planner, pda, mind, or life, you won’t be able to get it all done; given it was doable to begin with, and you didn’t overextend yourself, or overestimate your ability to get it done in the first place.

Either way, during those moments, take a deep breath, re-assess the situation realistically (depending on the roadblock), apologize to anyone who may have been depending on that “thing” being done, forgive yourself, DON’T beat yourself up, and MOVE FORWARD. You didn’t spend the time getting it all together, to fall apart now! Go back over the steps and try to fit it into the next days’ “mission”. You may have to move an errand, that isn’t as important, or DELEGATE (have a family member carry out a task if possible), you can even outsource, if need be.

No matter what you decide, it’s your responsibility, therefore, it’s your choice. You control how to handle the [process from that point.

You are SOOOOO capable of designing your days, weeks, months and years! As you design your days, YOU are, in essence, designing the life you desire, and ultimately, deserve!

Our time on earth is not eternal…live each day to its fullest, and challenge yourself to be all you were created to be!