ABOUT THIS VIDEO
WEEK 12: Task & Project Management
Everyone can use tips on managing priorities and tasks. If you think multi-tasking is a sure-fire strategy, it’s time to take a closer look. You definitely want to hear what Joan Burge, Administrative Expert, has to say about focus!
Welcome to week 12, Task and Project Management. The way in which you manage and prioritize your projects is going make a huge difference on how productive you’re going to be and how smooth everything is going to flow in the office.
I’d like to first define the two of these for you. Tasks are on going activities that are usually part of our every day work. Projects are having defined starting points and deadline dates. That’s the simple part; the challenging part is getting from point A to point Z. I’d like to share a few tips from the Become an Inner Circle Assistant book starting at page 216. The Key Concepts are: (for PROJECT work)
- Make sure all parties involved in the project get a copy. Ensure they all understand the steps that are going to take place and their place in that project.
- Update all of the systems you’re using (calendar, soft ware program, etc.), regularly. Think more creatively, what programs are you using or NOT using in order to get your projects done.
- Keep all parties involved in the project informed as changes occur, tasks get accomplished, dates change, etc.
- Do status updates regularly.
- Anticipate upcoming projects.
- Map out an estimated plan.
- Delegate when possible.
- Have all your resources and materials ready when you start.
I want to share a BIG SECRET when it comes to task management; the word is focus. To all my multitask (ers) I have news for you, 40% of business people who multi-task are ineffective. I’m not the only one who believes this, there is a great article in the Wall Street Journal, it’s called Multi-tasking Can Make You Stupider. Now I didn’t say it, they did, but in the article they discuss how our brain functions and how it works when we’re doing different types of tasks especially while we’re multitasking. In the article they explain how when we’re doing one particular kind of task you’re accessing one part of the brain, and then switching tasks causes you to have to use another part of your brain and as an end result you’re less effective. It also explains that when you have to jump, it actually takes you longer to refocus on what you were doing. If you want to see success in your productivity, stay focused on the task at hand. Not to say you won’t get other things coming into you, but for the moment, focus on the A priority before moving on to a B or C. Analyze the sense of urgency of each project to evaluate what needs to be done first. The word for the day and what I want you to remember is FOCUS.
Activity for the week: do NOT multi-task, stay FOCUSED, and do not SELF interrupt! Have a great week!