Task Management

HOW PUTTING A THEME TO YOUR DAYS WILL MAKE YOUR LIFE EASIER

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THE PRICE OF SWITCHING BETWEEN TASKS

When you have many things on your plate it can be difficult to focus. You might feel torn between all the different things that need to be done and you end up switching between them. You feel distracted and unproductive and it depletes your energy. Let me give you an example from my own life.

I always have blog posts to write, content to prepare for my Facebook page and Facebook group, marketing to do, prepare other content and trainings, help clients, work in my consultancy business etc. If I try to do a little bit of everything on any given day, I get nothing done and I feel scattered and tired.

There is a better way! I promise! A way that makes life easier and more fun. It’s when we get into a flow that we feel accomplished and satisfied and life is good. And we can only get into the flow when we allow ourselves to focus on one thing at a time.

4 STEPS TO A BETTER APPROACH

1. Put a theme to your days

When you put a theme to your days it can for example look like this; content creation on Mondays, product creation on Tuesdays, client work on Wednesdays, business development on Thursdays and admin on Fridays. You start by making a list of different “themes” of work you have in your business or at work. When you have identified the themes, you decide which day to work on what theme, and set aside time in your calendar.

2. Make a checklist

Make a checklist for the themed part of each day (some days you might only have before lunch themed). Make the checklist as detailed as you can so each task is small and feels easy to start and finish. When you have a checklist that works, you can almost work on autopilot. Each day will have a different checklist depending on the theme.

3. Use a habit tracker

Track the days and the completion of the checklists each day on a paper or with a habit tracker. (“Way of life” is a good one.) For each day that you can check off the completion of the checklist for the themed day, you will feel better and better. The tracking system you set up will give you a great overview of how you are doing. And when you have gotten started, you don’t want to break the streak of checked days. 😉

4. Decide where to do the work

Decide where the best place is to do the work each day. If I go back to my own example. When it’s an admin day I want to be in my home office, but for content creation, I love to sit in a hotel lobby or at a café with some focus music in my ears. I get so much more done that way. If you are not sure what the best place is for you, test and see what works best for you.

Okay, now it’s your turn to sit down and go through these 4 steps and create a themed week. I think you will see an increase in your productivity when you stick to your new plan. 😃

And don’t forget to share what your themed days will look like. You can do that on my Facebook page.


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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


HOW TO TURN EMAILS INTO TASKS

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Ok, we are going into the topic of email…and for some of you that might feel like a bit of a nightmare, depending on how many emails you have in your inbox. 😉 Fear not!

If you hang out here long enough, over time you will learn plenty of tips, tricks and workflows that will make your inbox less overwhelming to deal with and instead put you in total control. It can be done, and it doesn’t have to be as hard as you might think!

LEAVING EMAILS IN THE INBOX

Have you ever found yourself opening an email and realizing you need to do quite some work on it before you can send an answer? Do you find yourself thinking you’ll just leave it in your inbox and get back to it later? When you do that your inbox just turns into a task manager and that’s not what it is meant for.

It forces you to go back again and again to make sure you are not missing anything. I don’t know about you, but I get stressed and feel overwhelmed, even with a fairly small number of emails in there.

(Before moving on I just want to make it really clear that we are not talking about those emails you can answer right away in a minute or two. Just answer them and file them or delete them. I am talking about the ones that need a bit more work and involve several steps before you can send an answer.)

WHAT YOU SHOULD BE DOING WITH YOUR EMAILS 

I think there is a much better way of handling these kinds of emails that need more work. So instead of keeping the emails in my inbox I forward them to my task manager. I do that for several reasons:

1. I can keep my inbox clean and only keep emails in there that I haven’t gone through yet.

2. It reduces stress because I know I’m not missing or forgetting something.

3. I have ALL tasks that I need to do in one place: my task manager.

4. I can more easily decide on what day to do what task and therefore better plan my day or week.

HOW TO FORWARD YOUR EMAILS

It’s easy to forward your emails to your task manager. This is how you do it, step-by-step:

1. If you don’t have one already, get an electronic task manager. I always recommend Asana because I love it and have used it for years. But there are many other good ones out there as well: Nozbe, Trello, Todoist, Wunderlist, Things, or Omni Focus to just mention a few. Asana is free.

2. Open your task manager and find the email address you should use when forwarding emails to your task manager. If you can’t find it, you can go to the support pages for the app and find out where you can find the email address. When you have located the email address, copy it.

3. Go to your list of contacts whether that is within your email service or your contact book) and add a new contact with the name of your task manager and then paste the email address there.

4. Go into your email inbox. Find an email that is a task that needs to be done later and open it. Click “forward” and find your new contact with the name of your task manager, in my case Asana, and add that as the recipient.

5. Change the subject line to what you want the task to be called in your task manager.

6. Click "send" and move the email to a folder named @Asana (or whatever your task manager is called).

7. Go to your task manager and open the inbox. There you will find the task that you just forwarded from your email. The subject line is the name of the task and the body of the email is a comment.

8. Now you can move the task into the proper project, add a category if you like, as well as put a deadline on it if needed.

Even if your inbox is full of emails and actually needs a major clean up, you can still start applying this to all new emails coming in. Two weeks from now you will have much better control of your email inbox.

You have just taken a big step toward getting more organized. 😃

Good luck, and if you have any questions, head over to my Facebook page and ask them there!


Get your free resource here

Click the button below and you will get instant access to the FREE Resource Library. You will also receive my newsletter with trainings, tips and tricks. (And I promise, I will not spam you, ever.)

Resource Library.png

HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!