As leaders tasks drive our lives. We must complete reports, remember to attend meetings, deal with issues which rise to our level, pick up the dry cleaning, take the dog to the groomer – You get the picture…
The key is how do we set ourselves up as leaders to effectively manage our tasks, rather than letting them manage us? In the book Getting Things Done: The Art of Stress-Free Productivity written by David Allen the author points out that we must make “decisions” about our tasks which can help us become more efficient.
Allen recommends deciding among three options for every task we have on our list: 1) Do It? If the task will take two minutes or less, just get it done. It could be that I need to file a document, write a short email, or send a note of congratulations – Again, if I can get it done quickly I should just complete it and move forward. 2) Delegate It? Is it an item I can delegate to someone? If so set an expectation, give it to the person, and let them work the issue toward completion. 3) Defer It? Is this an item which will consume more time than I have available currently? If so I might choose to defer the task until a later time or date. If I make this choice I must also set up a reminder. Maybe I will set up a time and date for completion as a Google Reminder, or write a sticky note and place it on my desk. Regardless, if a task is deferred a reminder is necessary so it doesn’t drop off my plate.
Of course this is one method leaders can use to handle the many tasks they face on a daily basis, but the wisdom here is that everyone needs a system. In the absence of a system leaders will work inefficiently and ultimately forget important tasks which require their attention.
Do you have a system that you might want to share which has proven successful?
Review and assess long-term and short-term goals and necessities. Establish a routine for those reoccurring reports. Set your annual calendar accordingly. For me it includes utilizing key staff to help insure specific tasks of a larger program are being completed, then coming together at set times to check each other on progress, and then reset goals. Day to day activities sometimes have to be accomplished later in the day due to unplanned and unscheduled events that happen at the school. Plan, Plan, Plan, and then ACT on those plans. I set daily goals, weekly goals, monthly goals, then accomplish the tasks generally within each week that I have set for myself to accomplish. Don’t procrastinate, and don’t hesitate, and most importantly – don’t make excuses to myself. Be realistic in what can be accomplished, and in the amount of time it will probably take to accomplish it. Don’t micromanage, and don’t be afraid to share needs with staff members. I have found that by involving staff, helps to ensure that they understand the financial obligations, responsibilities, and day to day obligations of administration.
Perry, great information! It looks like you have a solid process and I especially like the concept of “setting times to check each other on progress”. I am wondering, do you set these “check in” times at the beginning of the year, or does that occur in some other way?