Task Organization
Posted by J.C. on January 20, 2010 under Organization | 
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There are many approaches to getting organized. You can organize your space, you can organize your time, and you can organize your files. The type of organization I would like to focus on is task organization. This is an approach in which you track the things you have to do and try to develop ideas for completing those tasks efficiently and with the least amount of stress possible.
Make a list of tasks
The first step in task organization is to make a thorough list of all the tasks that you need to accomplish, want to accomplish, and hope to accomplish. It will be large list so don’t be frightened. Almost everyone has more tasks on their list then they can reasonably accomplish. You can achieve anything you want to achieve, as the saying goes, but you can’t achieve everything you want to achieve.
Set task priorities
After you have the list developed, you should go through and prioritize the list. There are plenty of ways to set priorities. You can list them as 1, 2, 3 or high priority / low priority, for example. What I do is break the list down into categories:
- Tasks I absolutely have to do
- Tasks I want to do and have the time and resources to do
- Tasks I should do soon
- Tasks I want to do but don’t have the time to do
- Tasks I am willing to put aside
- Tasks I am waiting for other people to do
You can pick your own categories, but it is important to have at least one list of things you aren’t going to do for now. This will get them off your mind as long as you make an agreement with yourself to review the list regularly.
Break tasks down into steps
Once you have your list, take the items that are your top priority and review them to figure out the steps you need to accomplish each task. Sometimes you can map out the whole process. Sometimes you need to settle for just listing the next step. Whatever the case, get clear on what you need to do or have in order to proceed. Be sure to keep special track of time sensitive tasks. Task management is different from time management, but it is still important to recognize that some things need to be done within a limited time span.
Pick tasks that are appropriate
Once you have your list completed, pick the item that you are most ready to do and proceed. Try to pick things that are appropriate for your available time and energy levels. If a step can’t be completed in the time allotted, you either need to break that step down into smaller steps, or pick something more appropriate for the time you have available.
Work through problems
Keep your list handy and review it as often as needed. Mark off your completed tasks and move on. If you find yourself avoiding a particular task for longer than you should, evaluate the task again. Chances are you’ve left out an essential step or requirement and are unsure of how to proceed. Some tasks, of course, are just plain unpleasant, but they are on your list for a reason.
Celebrate your accomplishments
As you complete the high priority tasks on your list, allow yourself to feel a sense of accomplishment. Don’t fret the fact that there are still more items on your list. There always will be. If you ever got close to finishing, you would think up more things to do anyway. Focus on what you do accomplish rather than what you don’t. Evaluate regularly and keep moving forward.
To learn more
Making It All Work: Winning at the Game of Work and the Business of Life
Freelance Writing and Organization
How to Be Your Own Executive Assistant in 3 Easy Steps
