From the course: Time Management Fundamentals

Processing question 2: When will it be done?

From the course: Time Management Fundamentals

Processing question 2: When will it be done?

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- After you've decided your next action, it's time to decide when you will do it. Be specific with the when will it be done question. For example, rather than next week, say Tuesday at 10:30 AM. But how do you know which when is best? First while processing, if the action step can be done in five minutes or less, do it now. Delaying likely takes at least a few minutes of time plus the cost of switching attention from another task. Doing short tasks now saves time. Second, calendar a step that will take more than 15 minutes or is time sensitive. Why? Something that is long is unlikely to fit into a busy day. You reserve space to complete it by budgeting time in advance and anything with a deadline belongs on the calendar, which is a solid commitment of how you'll spend your time. The 15 minute or time sensitive rules break the habit of repeatedly procrastinating to do list tasks. If you're processing properly, most of your actions will either be done now or calendared into the future. But what about everything else, the steps that take between five and 15 minutes and are not time sensitive? These actions are best served by task reminders. This is only effective for short, brief and flexible actions. These reminders are for you, not someone else. The calendar is solid, but task reminders are fluid. Use them to remind yourself of possible dates and times when you might act. And if you don't perform the task at that specific time, it's okay to snooze or reschedule the reminder. Finally, a few wrap up tips. Group repetitive tasks. If I regularly pay bills, it may be better to have a weekly or monthly calendar to task to pay them all at once. This helps you get in rhythm and reduce switching cost. Also leave buffer time between appointments. Our world is fast paced and interruptive. So let's leave breathing room between tasks and meetings. In general, 10 minutes of buffer for every scheduled hour. Last, the more valuable something is, the sooner you should do it. Priority is a function of time. Delay low value tasks and projects for as long as is reasonable. Carefully deciding when you act will help you prioritize and regain control of your time.

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