Posts Tagged ‘Task Management’

Task Management Software to Boost Your Time Management

Friday, December 16th, 2011

Task management is the key to time management.  If you can prioritize your tasks and

Getting things done
task management system

understand what you need to do to get closer to your goals (will this task take me closer to my goals or not?) then you have the road map to success.  Then the question becomes whether or not you choose to follow it.  Choosing the proper tools to assist you with managing your tasks can be the key to you following your tasks.  Read on for more on what task management software is available for you or not.

Handling your tasks effectively is the first step for time management. There are plenty of choices for task management software on the Internet.

Of course, at the most basic level, all you need to manage your task is a pen and paper to put down your tasks. But task manager software makes the job faster and easier.

Following 4 software can better your time management by offering more functions than paper-based system.

Mylife organized

Mylife organized is based on getting things done (GTD) system. The software allows you to make a list of next actions and categorize them on the basis of GTD criteria like context, importance and so on. It follow the principle of GTD to the letter but somehow doesn’t feel easy to use. In my opinion, Vitalist (below) looks more successful in embodying the GTD system.

However, If you seriously follow GTD, take a look at the software because it seems to be rated favorably by many users.

Abstractspoon ToDoList

Mylife organized costs 45 dollars. ToDoList is more price competitive. It’s FREE. But don’t be deceived by its price, the software is way better than ordinary commercial software.

ToDoList has several good features that cannot easily found in commercial programs. The interface is intuitive. It supports hierarchical data. It can have numbered items and sub-items. It allows open file format such as xml and txt.

You can make as many lists as you want with ToDoList. You can add tasks and sub-tasks in the list. Each task has a pane in which you can write memo in rtf or txt. This is very useful because you can include various information for each task like memo, websites, and contacts.

Rememberthemilk

Web-based applications have become an established trend. Many websites exist that are dedicated to task management. Rememberthemilk is one the big players in the area of web-based task management.

It offers functions that are not available with desktop software. For example, you have notification through email and SMS. You can also collaborate with colleagues on the same list.

Checkvist

Checkvist, although a new web-based task manager, looks very promising. It offers very easy and intuitive interface.

It reminds of Bonsai, palm outliner, with its versatile uses. Just like the Palm program, Checkvist can be used as an outliner and task list thanks to the hierarchical format.

You add task with Enter key and sub-tasks with Shift-Enter. You cross a task as one with space bar. Simple enough.

Checkvist is a beta program but stable enough to handle many data. If functions such as due dates, data synchronization with desktop PC are added, it may become one of the best online task managers.

Sunny Ley enjoys writing articles about various topics like time management, personal productivity, and home improvement. You can also check his recent website that covers a black shoe cabinet [http://www.shoecabinetonline.com/black-shoe-cabinet] and other kinds of shoe cabinet [http://www.shoecabinetonline.com/].

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The Key To Time Management – Putting First Things First

Thursday, December 1st, 2011

Time management can be very tricky if you look at it as trying to manage your time.  It

Cover of "The 7 Habits of Highly Effectiv...
Cover of The 7 Habits of Highly Effective People

is much more manageable when you look at it from the point of view of managing your tasks, and prioritizing them.  Following the philosophy of the 7 habits of highly successful people, you will get a good foundation of how you can manage and prioritize your tasks.  Read on for more!

Our time is without question our most precious resource that we have available to us today. Unfortunately, far too many people take for granted this resource and as a result, are not very productive nor are they very effective in what they do.

While there are numerous strategies available to us today, in my opinion no one describes how to manage time better than author Stephen Covey. If you do not recognize his name, he is the author of the book “The 7 Habits Of Highly Effective People” and in this book, he describes a unique process on how to manage your time very effectively so that you can become productive.

To paraphrase some of his ideas from his book, one of the ideas to better manage your time is to describe your day and your time in a metaphor. Think of your day as a bowl which represents the 24 hours we have in a day.

Next visualize three big rocks which represent the most important things that you need to get done that day.

Next visualize a glass of sand which represents the less important things you need to get done in your day but still need to be completed.

Finally, visualize a glass of water which represents all the distractions you have in your life which happen each day.

As Stephen describes, in order for you to fill your bowl without it overflowing, you need to place these items in a very particular order. For example, if you were to place the sand and water in first and then tried to fit the rocks in last, the bowl would overflow and you would not have any room to fit the rocks in.

When we think about the lesson from this metaphor, it demonstrates to us that in order for us to become more effective, we need to “Put First Things First” and organize our day so that we always have the time to get our most important activities done first.

By forming this new habit of prioritizing our activities, you will find that you will start to become more effective and productive in each and every day.

If you would like to get more information about time management and other personal development ideas, make sure you read the resource box below and click on the link to my blog.

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Who Needs a Task Management Software and When?

Tuesday, November 29th, 2011

Task management software can really make you more efficient and therefore able to

This image shows the life cycle of a task by u...
life cycle of a task

manage your time much more easily.  In that case, there are many different task management software programs out there that can help you manage your day.  So who would benefit most from task management, and the use of task management software?  Read on for more about this.

Many people find themselves at a certain point in their life looking for a task management software to help them refocus and keep their finger tips on what is important. Task management products organize, schedule and ensure that tasks get done on time. On short it can boost your productivity. By being better organized and more focused on what you have to do, you save time and reduce stress.

Good task and project management software was hard to find a few years ago when people were using Outlook. Nowadays productivity has become almost an obsession of geeks everywhere, so the increasing request for such tools generated a large base of good task and project management solutions. There are a lot of choices to help manage the tasks, ranging from standalone applications to web-based services.

What exactly are users looking for?

Most of them are actually looking for a personal organizer application to put some order in their busy and messy life. “In the beginning, I somehow managed to keep everything in my head. Then, as I began to take on more projects, I realized that I needed a task management system to keep me organized and focused.” says Deborah Woehr a freelance researcher and writer. These personal organizers generally take the form of the so called “To Do List” applications where users create a list of tasks for which they set a start date, some deadlines and a priority – something very simple.

The Getting Things Done (GTD) methodology

Most of the to-do-list applications these days adopt, to one degree or another, the GTD approach to task management according to the work-life management system by David Allen that provides concrete solutions for transforming overwhelm and uncertainty into an integrated system of stress free productivity. Apps vary as to how tightly or loosely bound to GTD they are. The problem, though, with To Do lists and personal organizers is that are only good for your work. Task management or task tracking software is more than just a to-do list. In a business many of the tasks are collaborative and require multiple team members to fulfill several tasks in a single project. In this case you need an application where assignments could be made, all tasks could be tracked, and completed work could be archived. This is a true task management tool. Users sometimes need to manage multiple projects and delegate work to resources, schedule tasks in time or even create plans. This is a further step to an upper level: project management or project planning software.

Why do we need a task management application?

Every day we spend most of the time on urgent but low priority tasks while the most important ones get delayed until another day. Unfortunately, that “another day” might never arrive. The famous Pareto principle of 80/20 rule applies here: 80% of most important work gets completed if you try to figure out the 20% of high priority tasks. Basically an effective task management software must give you the best way to find these top 20% of important tasks for a effective project management process. This is a major problem with task management applications: they require too much effort on users part. It is easy to spend too much time on organization, and not enough on getting things done. Too many apps spoil the productivity. Task management apps should flow, should make using them easier than writing things down on a piece of paper.

Benefits of a task management tool

  • helps you to organize, assign and prioritize tasks
  • allows you to establish goals and milestones and to manage deadlines
  • no need to remember all tasks and more productivity using reminders
  • entire work integration, effort delegation for increased efficiency and reduced costs
  • the break down of complex tasks into smaller deliverables that can be controlled with minor difficulty

A task management software is an essential component for organizational and business operations and can make managing the project simpler.

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Winning the Time Management Game – Distinguishing Between Projects and Chores

Monday, August 2nd, 2010

Time management is realy another name for task management.  The better you can play the game of task management, the better you can win at getting your time back.  There are many strategies and tactics that a person, business owner, student or employee can use to get the most effectiveness out of their time.  When it all comes down to it, it’s about having a clear plan and the focus to implement that plan.  When that happens, all of the other distractions that suck up your time fall by the wayside.

Each and every day, all of us continually search for the extra edge to win the time management game.

One of the most overlooked areas in implementing a time management system is the importance of differentiating between “chores” and “projects”. In the end, our time management strategies should be centered upon the completion of projects.

However, more often than not, we end up repeatedly doing the same chores in an effort to feel more productive.

Chores Versus Projects

If you are concerned with the importance effective use of your time, you must learn to differentiate between chores and projects.

A chore, as I define the term, is an item that, while needing to be done, does not accomplish a long term goal. A chore is akin to a ritual that must be completed week to week. A, chore, if left undone, can be delayed until another day. Mowing the yard, washing clothes, and buying groceries are all examples of chores.

Projects are items that usually involve multiple steps and take longer to complete than chores. Projects usually need to be completed once and provide a significant long term advantage when completed. Usually completion of one step is necessary before we can move to the next step. Painting the house, remodeling the kitchen or renovating a rental property are all examples of projects.

Completing Chores Is Not The Key To Long Term Success

We all want to feel productive.

With respect to widely managing our time, many times we sacrifice the long term satisfaction of completing a project for the short term gain of doing a chore.

However, when we understand the importance of managing our time over the long term, we realize that we really are not accomplishing anything at all. Over the course of a month, we will have exactly the same number of items to complete. Grass grows, clothes get dirty and food is eaten.

These tasks must be repeated each week.

While it is very satisfying to get things done, unless it makes a real long term improvement to our life, it does us no good.

Completing Projects Is The Key To Winning The Time Management Game

Unlike performing a chore, when you complete a project you must complete each step once and your efforts are rewarded continuously over a long period of time. When you remodel the kitchen, you do it once and enjoy the benefits and convenience of a modern kitchen everyday thereafter for a long period of time.

The problem with completing a project is that it usually cannot be done quickly and involves multiple steps. The emotional payoff is delayed until all of the steps are completed. Many people are unable to implement a time management strategy that spans multiple weeks or even multiple days.

Their time management system focuses on what needs to be done today. As a result, they never get around to permanently accomplishing the longer term projects.

A Time Management Strategy For Completing Projects

In the end, it is easy to develop a time management strategy to win the time management game. Simply break projects down into smaller steps. Each step can then be completed in a short period of time and over a period of days or weeks.

If you need to remodel the house, the project can be broken down into several component parts. Each of these parts can be performed (usually once) over a period of time.

We get the daily or weekly emotional payoff of completing a goal along while reaping the long term, permanent, benefits of completing an important project.

Think Long Term To Win The Time Management Game

The key to developing a winning time management strategy is to implement a time management system that emphasizes the long term completion of important projects over the short term emotional payoff of busy work.

By breaking important projects down into smaller steps, you can reap the short term emotional payoff of getting things done along with the long term benefits associated with completion of an important project.

Douglas Manning writes articles to teach people to win the time management game. Get more time management training at SuccessHound.com


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5 Easy Time Management “Hacks” | Steve Scott Site

“Lack of time” is usually a good way to let yourself procrastinate. Here are a few easy ways that you can add a bit more time to your day. Think of these tips as time management hacks: … The amount of time people waste playing video games amazes me. Some of my friends literally stay up all night long playing games on their Xbox. Supposedly some of the games for younger kids are educational, but there’s really no point to most other games, especially if they’re keeping …

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Nursing Time and Task Management – How to Increase Nursing Productivity in 3 Easy Steps

Friday, June 25th, 2010

Nursing task management can truly create a lot of time in a nursing students schedule.  There are a few strategies that nursing students and nurses can use to make their day more productive.  The nursing profession is very busy, and the more productive a nurse can be, the more effective they are in their job.  In this article, the author talks about how nursing students can increase their productivity easily.

One of the things that new nurses struggle with is managing their time and becoming highly productive.

Nursing is a demanding career and requires you to practice a lot of patience as well as learn and apply a highly effective time management system to truly stay on top of the game.

Here are three easy steps you can follow to increase productivity and manage your time better starting today.

1. Write everything down.

In a highly demanding career like nursing, things moves so fast that it is almost impossible to try to do keep in your head still remember anything.

You need to realize that your head is the worst place to put valuable information.

It is very good at doing calculations and making decisions but it is not a very effective tool to memorize things especially when things are changing so fast.

It takes far less effort to write these things down instead of trying to store everything in your head.

2. Learn to Prioritize.

If there is any profession where you have to learn to prioritize effectively and quickly – it’s probably nursing.

As a nurse you need to learn to prioritize your most important activities on the fly. The easiest ways to do this is to practice.

Don’t expect yourself to go on the floor and be able to prioritize in an instant.

This takes a lot of practice and the easiest way to start is when you are not on the floor. Get started with every day activities and prioritize them.

This will give you a lot of practice as well as confidence to prioritize when you’re in a stressful environment.

3. Learn to be an Effective Time manager

Among all the productivity tips and tools that you can use, the one thing that will boost your productivity more than anything else is understanding the core principles of nursing time management.

Learn how the 80/20 rule works in your profession. Understand how you can use Parkinson’s law to increase productivity and save time everyday.

Applying time management tips for nurses will increase your productivity and reduce nursing stress dramatically. That’s a promise!

Not sure where to learn these time management strategies? Get a complete and highly effective time management system that will bring you results in less than a week by visiting http://www.managemytimenow.com/timeisnow.php Or, you can get started with a free time management course at http://www.managemytimenow.com

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11 Websites to help you keep your nurses from burning out | The …

You are here: Home » Hospital Staffing » Nursing Staff Management » 11 websites to help you keep your nurses from burning out … About the Author. My name is Jeff Long. I’m the Marketing Manager at Medical Solutions. I have been in the healthcare staffing industry for four years. My goal is to educate you on the travel nursing and travel allied health industries from the agency side and learn from you at the same time. …

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Time and Task Management – Solving Workplace Challenges For People With ADHD

Friday, May 14th, 2010

Time and task management, especially for those with ADD can be a challenge.  You always have to  get past the “Oh look, bright shiny objects” condition and soon enough, you are down a completely different path than you originally intended.  I find that using lists help keep focus.  You may tend to go down non-intended paths, but you are able to pull yourself back before it has been too long or too far.  At any rate, read what this article says about task management for those with ADD or ADHD.


TIME/TASK MANAGEMENT

Time and task management, as we all know, is something we learn to do in school and is necessary to succeed in most areas of our life. However, when you have ADHD, you do not possess the brain function ability that your class mates or coworkers do. What may be elementary to them can be extremely challenging for you. What they may pick up naturally as a way to stay on track with their tasks and projects, you won’t have access to. This does not mean you are any less intelligent. In fact you are just the opposite! But it does mean that you think and work differently and because of that, you will not always be able to meet the expectations of the organizations and people around you. You will need to develop other ways to perform successfully. In this article we are going to talk about some solutions to time and task management that will help you do that. These strategies and practices have been used with hundreds and thousands people successfully. Hopefully, one or two of them will work for you.

Typically, workers with ADHD have trouble beginning and completing projects and tasks on time. But first let’s remember that today time/task management is not just an ADHD issue. Because life in the 21st century is increasing frenetic and overly committed, many of us run into difficulty beginning and completing tasks on time. Of course, this makes it twice as hard for people with ADHD to address their challenges than it did in the past. But the challenges of time and task management will always be greater for people with ADHD due to the role of executive functions in the brain where the ability to manage time and tasks is severely compromised. Remember that the executive functions of the brain are where ADHD challenges reside and basically are the ability to decide, recall, memorize, understand and inhibit.

So what are people with ADHD to do due to address the lack of executive function ability in the time and task management arena? How can they share their above average ability to perform, create and solve problems – but do it in a task and time managed way? Luckily there is help through understanding.

Time/Task Management issues arise from:

  • Procrastinating and delaying getting started
  • Needing the adrenaline rush of a looming deadline to get creative
  • Getting distracted by/taking action on things around us of lesser importance
  • Failing to plan ahead for how we will manage tasks effectively
  • Hyper-focusing on an activity for long periods and losing track of time
  • Forgetting the unexpected will happen and plan for it
  • Not getting help when we need it or not knowing we need help
  • Attempting to keep our brain activated by constantly seeking stimulation

So what do we learn from these issues? We learn that any solution that will hold weight for us will need to include structuring the environment around us, planning ahead for our day and week, understanding, accepting and managing our behavior, and finding fun and rewards in what we are doing.

Here is what I’ve learned from my clients about what really resolves Time/Task Management issues in the workplace:

  1. Learn to prioritize your values, tasks and projects. And, most importantly, once identified, stick with these priorities for 5 weeks, no matter what. By then, prioritizing will be a habit and you’ll be keeping your most important commitments. How would that transform your life?
  2. Break the tendency to hyper-focus during work. What structure do you need to put in place to alert you to the time? Things like a co-worker reminder, setting an alarm on your computer or watch, having your schedule book open right next to your computer, a sticky reminder on your monitor?
  3. When a project is assigned, or instructions are given, immediately record the due date and time on your calendar. Then work backwards, day by day and week by week, until you have captured, in writing, all the steps and resources necessary to get the project completed on time.
  4. When you need to be somewhere at a specific time, plan ahead. Start getting ready 30 minutes before you have to walk out the door and allow an extra 15 minutes for traffic congestion. Yes – that’s 45 minutes added to your usual timeframe. But this tactic could very well transform your life. And if you’re early, enjoy a cup of coffee, mediate for a few minutes and reconnect with the person you used to be before you started ignoring yourself. Or simply arrive early, showing that you care and are prepared for the day ahead.
  5. Keep in mind that change takes time. You will make mistakes. The key is that you learn from them and move ahead. Remember: “You cannot fail; you can only learn and grow.”
  6. Partner with an ADHD Coach to learn a task management system that puts you in control. Finding the best system for you may take some trial and error, so be patient and keep experimenting until you get it right. Be sure and write on a calendar or planner – no palm pilots or blackberries while you’re learning your new task/life management system. Remember: “If it isn’t written, it isn’t real”.

Talk to people with ADHD who have engaged a coach. You will find that those who enlist the support of a coach are happier and able to implement change faster and with longer lasting results.

As the founder and CEO of ADD Insights, LLC, Carol’s passion is to provide services that transform the lives of people with ADHD.

Carol Gignoux is well established as an expert within the ADHD coaching, consulting and training profession with over 35 years experience working with ADHD and over 16 years as a professional coach. Carol specializes in working with both teens and adults, with or without an ADHD diagnosis, who want to see better results in their academic, professional and personal life. In addition to being owner and CEO of ADD Insights, LLC, she has been with the Hallowell Center for over 9 years.

Carol is a Licensed Certified Financial Coach and is trained as an Executive Coach. She has worked with executives and managers to create high functioning, successful businesses locally as well as nationwide. She is a founding board member of the Institute for the Advancement of ADHD Coaching that is the responsible certifying body for ADHD Coaches worldwide.

In addition, Carol is qualified as a Senior Certified ADHD Coach: SCAC. She is a member of T. Harv Eker’s Private Circle Club, and has completed many of his training programs on marketing, coaching, business building, and personal transformation. She is a master at leading instructional classes on: meditation, knowing your financial blueprint, and finding peace and security in uncertain times.

Carol has spoken locally and nationally on ADHD topics, and is a motivational speaker on living powerfully and honestly. She trains and supervises new ADHD coaches, and produces tele-classes and seminars on a variety of important and relevant topics to those with ADHD.

You can reach Carol at Carol@addinsights.com or visit her website http://www.addinsights.com.


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Each was diagnosed with ADD or ADHD as a child, has adult ADHD, or exhibits many adult ADHD traits. Their brains work differently than most people. But, as soon as they turn on to my counter-intuitive time management techniques they experience a … Use the map of your energy fluctuations to match tasks from your To Do list with a time when you typically have the ideal energy level for that task. Almost effortlessly, you’ll give your productivity a huge shot in the arm . …

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Task Management Skills Tip – Check Your Floor!

Wednesday, May 12th, 2010

Task management and time management are for the most part 2 sides of the same coin.  If you have your tasks managed properly, you have more time on your hands.  You will actually be able to be more efficient with your time when you have your tasks prioritized and managed.  There is a growing trend towards this type of tiem management and this article is no different.  Read on for more on growing your task management skills.


Picture your house as it is today. Like most homes, it has walls, doors, windows, a roof, a few floors and ceilings, and hopefully a good foundation.

I always tell people that being organized is the foundation for being more productive. I believe it’s true because without being able to trust your systems like you trust your home’s foundation, your productivity will crumble.
Your foundation, or trusted systems, would include one place to find all your contacts, one calendar, an organized file system for reference files, an organized file system for electronic files, etc. There would be no clutter and you would know where to find things when you need them. You would be on solid ground and not a shaky foundation.
But what about your to do list or task list? Should that be a trusted system? You bet.

So what part of the house is your Task list?

I would say it’s the floor.

The floor in your home helps you get from here to there with ease… from room to room. You can navigate your house with a solid floor like you can navigate your work day with a good solid task list.

What if your floor wasn’t solid though? What if it had holes in it? Big, dangerous ones? It would be hard to get from the kitchen to the living room if you had to step around big holes.

Today, if you went from room to room, you wouldn’t have to look down to see where you were going. You would just walk. If your floor had holes, you would HAVE to look where you were so you could see the holes and avoid them. Your progress is much slower since you have to navigate around the holes.

An incomplete task list is like a floor with lots of holes. If your tasks are on pads of paper and post-it notes… plus some on the computer, some in e-mail and some in your head… plus you use the papers and files around you as reminders of what to do each day, then you’re walking a floor with lots of holes.

You HAVE to keep looking around your desk or your office to see what you want to do next. You’re checking the pads of paper… you’re checking what’s on your desk… you’re looking at the post-it notes that adorn your computer monitor… these are holes! Your task list isn’t complete and it’s not a trusted system. It doesn’t hold everything that you need to do, including the target dates for taking action.

Don’t let this happen to you! I want you to be able to get from here to there, from day to day, without having to look down or anywhere else but ONE Task list. Repair your floor…. Get your Task list together so that it includes everything you need to do, have to do, want to do and dream of doing all in ONE place.

Leslie Shreve is a Productivity expert and CEO of Focus Consulting, LLC, a consulting and training firm specializing in individual productivity and information organization. To learn more about Leslie or sign up for her ezine Get in Focus, visit http://www.productiveday.com.

Copyright 2009, Focus Consulting, LLC. All rights reserved.


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A Task Management Tool Beyond Organizing Your “To Do” List

Thursday, April 1st, 2010

Time management and task management are very closely related.  A powerful task management tool can also help you to manage your time as well.  Like any tool however, it only works when you use it, so you have to use it to get any benefit.  In this article, the author talks about task management styles that are effective.  This is the 100,000 foot view, so you will want to look for more detail, but at least you will know where to start looking.  Read on for more information on task management.

The problem with most task management tools is that they don’t really look at how you can break down your tasks to make things easier. Let’s face it, it’s easier to procrastinate than to take on most of your organizational needs. But it doesn’t have to be that way. With just a few steps you can make that mountain into a molehill.

Think about whatever it is you have to do. It might be cleaning up your office workspace or organizing your garage. If you get the big picture it can scare you away pretty quickly. I liken this to weeding my garden. If I take the time to count the weeds, or worse, if I think about how many weeds there are, I’ll probably just remove the stakes and chicken wire and get out the lawn mower. End my misery quickly.

But if I think about one row, suddenly the pain doesn’t seem as great, and if I just think about that tomato plant on the end, and how much I’m going to enjoy those beefsteaks on my next burger, suddenly the task is less daunting. That is the real trick to organizing and most professional organizers will tell you the same thing.

Take the TV show Clean House: Friends of mine had the “pleasure” of being selected for that show and they got quite a cleanup and upgrade for the cost of having strangers in their house ordering them around. But the point is, they broke all the steps down. They had a process that they follow every show. It’s the same formula. They don’t start ordering the new furniture until they have the house cleaned out. They don’t set up for the yard sale until the house is cleaned up. Get it?

If you are cleaning up your office space, start with your desk. But don’t be overwhelmed. Just start with one of your drawers, then the next, then the desktop.

Every single thing that you want to do can be broken down into steps. So before you get overwhelmed by the job, break it down into a series of five or ten steps. Then break those steps into four or five tasks. It’s the same task management your parents used and it can easily work for you. Big picture, small tasks, mission accomplished.

In order to make progress in your life or business you have to commit to making change. Do you really want to improve your situation? A quick way to do that is by visiting 10 Minute Transformation

Is ten minutes too much time to spend to live better?

Robert Britt


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