Checklist

“If you know what to do and you do not, then you are worse than before”.- Confucio

What to do?

The revision reorganizes and updates the inventory of tasks, also providing the planning of things to do. All that is scheduled must be done on the scheduled time. The first actions to be executed are those found in the “Next” list. But when the time comes to decide what actions to perform, how to know what action is best or what the most suitable candidate to execute?

David Allen proposes a model of four criteria for making this decision:

  1. Location or context. The action is limited to the current location (eg home or office) and / or tools available (eg, computer or phone).
  2. Time available. We must appreciate the time available and what actions can be performed in that time.
  3. Energy available. Depending on the physical or psychic status, and the energies of the moment, you can choose a task that requires more or less concentration, creativity or physical effort.
  4. Priority. If despite the above three criteria there are doubts about the actions to take, it will be convenient to discern which of them will be the most benefitial or helpful. Own intuition and personal judgment play a decisive role.

 

Tips to improve productivity

In order to become more efficient and improve the productivity, we must always keep in mind that the current task is always the most important task, and you must to avoid or mitigate, to the extent possible, any interruption or distraction.

Here are some tips to improve productivity:

  • Avoid the use of social networks and the web navigation, if it’s just for entertainment. Create a dedicated and exclusive action in these activities.
  • Avoid all kinds of notifications: incoming emails, chats, messaging, etc.
  • Disconnect the cellular phone if not expected something really important. You can dedicate an action solely for its review and management.
  • Addressing only the calls that are really important.
  • Ensure that any interruption be as short as possible, advance warning is now engaging in something important and urgent, recommending a new contact in a better time.
  • Create an action dedicated and exclusive for email management.
  • For any incoming request, it should be clear that it will be evaluated and addressed when we finish the work in progress.
  • Any incoming request should be as short as possible, collecting it in the inbox.
  • If the incoming request is urgent, you must negotiate its priority. You must warning about the importance of ongoing tasks, report the impact and risks associated with the change of priority. Involve and engage to the petitioner in order to he/she assume that responsibility.

 

The prospect of the actions

Everything has a purpose, and we consider the purpose for our choices in the current circumstances. David Allen proposes a model of six levels or horizons in order to contemplate the prospect of our actions:

  1. Current Actions: list of actions to be carried out.
  2. Current projects: short-term results to be achieved.
  3. Areas of responsibility: Areas in which results are to be achieved, and where we have responsibilities.
  4. Annual or biannual goals: Everything you want to experience within one or two years.
  5. Goals of 3-5 years: This vision puts focus on a long-term career, on goals and personal and professional circumstances, considering external factors such as political changes, economic, social, trends, etc..
  6. Life: Overview of our own life or the life of our company.

Thanks to the constant revision we can see all perspectives, analyze when we must progress in each level, the relationships between each of these perspectives, adjust policies according to external and internal factors, etc.

 

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