Here’s the start at trying to get yourself and your team more organized.
Before you start your day do the following:
1) Create your list of 6 items you want to get done today (this is your task list)
2) Prioritize them (sort by priority – ie 5 priorities first)
3) Add the highest priorities to your schedule (from the task list click the event icon which will add it to your day)
Then add 3 times in your day to send/reply to emails. Set aside 30 minute time slots and use our email management technique to do this: http://support.kazeli.com/knowledgebase/tip-3-using-kazeli-for-email-management-video/
So your tasks will move around your meeting schedule, but ultimately if you create tasks for everything it will make the management of your day 10 times easier, plus you’ll feel as though you get things done and nothing will slip through.
- As in point 1 above, tasks that have a priority of 5 are absolutely urgent and should be done before anything else… even if you are in the middle of a task. It’s like the 911 or 999 number. It’s business critical and everything stops until that’s completed. So reserve this for those occasions.
- All priority level 4’s should be done before any project assignments. These are probably best done first thing in the morning before getting on with any meeting or major project work.
- All priority level 3’s should be done after level 4. So if you are using the above steps 1 to 3 on a daily basis you’ll find the level 4’s dwindling.
- Level 1’s and 2’s should be used when we have time and are not critical. These should not escalate in priority level because most likely they are not business critical. For example, if we have a misspelling on a website. This is NOT business critical, e.g. it doesn’t effect the performance of any system. However a feature that does not work and causes an error would probably be a level 4 or 5. The level would depend on the usage of that section. For example if you couldn’t get emails that would be a level 5 emergency especially if it were company wide.
- Other Level 3 examples could include forms that need to be filled out or marketing letters. They are not critical to most businesses, however if there is a due date, then it becomes more critical to complete in which case you’d want to have that due date as a Milestone (MS = Indicate beside the event name to help you identify those Milestones) on your calendar.
Meetings will come in throughout your day and should be organized with your schedule. For some, you won’t have the option to schedule the appointments around your tasks, in these cases you need to do the opposite… schedule your tasks around your appointments. If it becomes an issue, then you need to use TimeDriver (great product) to create individual schedules. It may make sense for some of you to set aside specific days of the week for standard meetings with clients such as days for sales calls and other days for training sessions so you group them. Mix it up so you have days which are completely clear to get things done.
Again, as above you need to setup a couple times throughout your day to send emails… do not be reactive. Instead schedule your time to check emails at specific periods throughout your day, but make sure you do and you keep on top of your emails.
Link to email management in Kazeli:
By adhering to these rules, management should be able to view your calendar and see EXACTLY what you are each working on for the day. This will also give them insight into priority for upcoming and current projects.
REVIEW THIS WEBINAR
Please review this webinar I conducted a couple weeks ago specifically on creating and viewing tasks in Kazeli.
http://support.kazeli.com/knowledgebase/q-a-call-on-kazeli-projects-tasks-and-calendar-with-lonny-hallsted/ (View from minute 13:00 to 32:00)
I hope this insight provides you with ways to organize and systematize your day.