Task List

Time management is the act or process of exercising conscious control over the amount of time spent on specific activities, especially to increase efficiency or productivity. Time management may be aided by a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals. This set encompasses a wide scope of activities, and these include planning, allocating, setting goals, delegation, analysis of time spent, monitoring, organizing, scheduling, and prioritizing. Initially, time management referred to just business or work activities, but eventually the term broadened to include personal activities as well. A time management system is a designed combination of processes, tools, techniques, and methods. Usually time management is a necessity in any project development as it determines the project completion time and scope.

Categorization

Stephen R. Covey has offered a categorization scheme for the hundreds of time management approaches that they reviewed:

• First generation: reminders based on clocks and watches, but with computer implementation possible; can be used to alert a person when a task is to be done.
• Second generation: planning and preparation based on calendar and appointment books; includes setting goals.
• Third generation: planning, prioritizing, controlling (using a personal organizer, other paper-based objects, or computer or PDA-based systems) activities on a daily basis. This approach implies spending some time in clarifying values and priorities.
• Fourth generation: being efficient and proactive using any of the above tools; places goals and roles as the controlling element of the system and favors importance over urgency.

Time management literature can be paraphrased as follows:

• "Get Organized" - paperwork and task triage
• "Protect Your Time" - insulate, isolate, delegate
• "Set gravitational goals" - that attract actions automatically
• "Achieve through Goal management Goal Focus" - motivational emphasis
• "Work in Priority Order" - set goals and prioritize
• "Use Magical Tools to Get More Out of Your Time" - depends on when written
• "Master the Skills of Time Management"
• "Go with the Flow" - natural rhythms, Eastern philosophy
• "Recover from Bad Time Habits" - recovery from underlying psychological problems, e.g. procrastination

More unconventional time usage techniques, such as those discussed in "Where Did Time Fly," include concepts that can be paraphrased as "Less is More," which de-emphasizes the importance of squeezing every minute of your time, as suggested in traditional time management schemes.

In recent years, several authors have discussed time management as applied to the issue of digital information overload, in particular, Tim Ferriss with "The 4 hour workweek", and Stefania Lucchetti with "The Principle of Relevance"

Time management and related concepts

Time management has been considered as subsets of different concepts such as:

• Project management. Time Management can be considered as a project management subset and is more commonly known as project planning and project scheduling. Time Management has also been identified as one of the core functions identified in project management.
• Attention management: Attention Management relates to the management of cognitive resources, and in particular the time that humans allocate their mind (and organizations the minds of their employees) to conduct some activities.
• Personal knowledge management: see below (Personal time management).

Conceptual effect on labor

Professor Stephen Smith, of BYUI, is among recent sociologists that have shown that the way workers view time is connected to social issues such as the institution of family, gender roles, and the amount of labor by the individual.

Personal Time Management

Time management strategies are often associated with the recommendation to set personal goals. These goals are recorded and may be broken down into a project, an action plan, or a simple task list. For individual tasks or for goals, an importance rating may be established, deadlines may be set, and priorities assigned. This process results in a plan with a task list or a schedule or calendar of activities. Authors may recommend a daily, weekly, monthly or other planning periods associated with different scope of planning or review. This is done in various ways, as follows.

Time management also covers how to eliminate tasks that don't provide the individual or organization value.

Task list

A task list (also to-do list or things-to-do ) is a list of tasks to be completed, such as chores or steps toward completing a project. It is an inventory tool which serves as an alternative or supplement to memory.

Task lists are used in self-management, grocery lists, business management, project management, and software development. It may involve more than one list.

When one of the items on a task list is accomplished, the task is checked or crossed off. The traditional method is to write these on a piece of paper with a pen or pencil, usually on a note pad or clip-board.

Writer Julie Morgenstern suggests "do's and don'ts" of time management that include:

• Map out everything that is important, by making a task list
• Create "an oasis of time" for one to control
• Say "No"
• Set priorities
• Don't drop everything
• Don't think a critical task will get done in one's spare time.

Numerous digital equivalents are now available, including PIM (Personal information management) applications and most PDAs. There are also several web-based task list applications, many of which are free.

Task list organization

Task lists are often tiered. The simplest tiered system includes a general to-do list (or task-holding file) to record all the tasks the person needs to accomplish, and a daily to-do list which is created each day by transferring tasks from the general to-do list.

Task lists are often prioritized:

• An early advocate of "ABC" prioritization was Alan Lakein. In his system "A" items were the most important ("A-1" the most important within that group), "B" next most important, "C" least important.

• A particular method of applying the ABC method assigns "A" to tasks to be done within a day, "B" a week, and "C" a month.

• To prioritize a daily task list, one either records the tasks in the order of highest priority, or assigns them a number after they are listed ("1" for highest priority, "2" for second highest priority, etc.) which indicates in which order to execute the tasks. The latter method is generally faster, allowing the tasks to be recorded more quickly.

• Another way of prioritizing compulsory tasks (group A) is to put the most unpleasant one first. When it’s done, the rest of the list feels easier. Groups B and C can benefit from the same idea, but instead of doing the first task (which is the most unpleasant) right away, it gives motivation to do other tasks from the list to avoid the first one.

• A completely different approach which argues against prioritising altogether was put forward by British author Mark Forster in his book "Do It Tomorrow and Other Secrets of Time Management". This is based on the idea of operating "closed" to-do lists, instead of the traditional "open" to-do list. He argues that the traditional never-ending to-do lists virtually guarantees that some of your work will be left undone. This approach advocates getting all your work done, every day, and if you are unable to achieve it helps you diagnose where you are going wrong and what needs to change.

Software applications

Modern task list applications may have built-in task hierarchy (tasks are composed of subtasks which again may contain subtasks), may support multiple methods of filtering and ordering the list of tasks, and may allow one to associate arbitrarily long notes for each task.

In contrast to the concept of allowing the person to use multiple filtering methods, at least one new software product additionally contains a mode where the software will attempt to dynamically determine the best tasks for any given moment.

Many of the software products for time management support multiple users. It allows the person to give tasks to other users and use the software for communication

In law firms, law practice management software may also assist in time management.

Task list applications may be thought of as lightweight personal information manager or project management software.

Attention Deficit Hyperactivity Disorder / Attention Deficit Disorder

Excessive and chronic inability to manage time effectively may be a result of Attention Deficit Hyperactivity Disorder (ADHD) or Attention Deficit Disorder (ADD). Diagnostic criteria include: A sense of underachievement, difficulty getting organized, trouble getting started, many projects going simultaneously and trouble with follow-through.

• Prefrontal cortex: The prefrontal cortex is the most recently evolved part of the brain. It controls the functions of attention span, impulse control, organization, learning from experience and self-monitoring, among others. Some authors argue that changing the way the prefrontal cortex works is possible and offers a solution.