1) I have a daily planner (stored in a binder): Each sheet of paper represents a day. When each day begins, I review the previous day notes and move uncompleted items to today. The things I put on the daily plan, are coming mostly from "My Master Task List (see below)".
Each day I review and write in the following sections:
[ ] Work To-Do’s Today
[ ] Personal To-Dos Today
[ ] Meetings
[ ] Things clients owe me
[ ] Things Coworkers owe me:
[ ] John: report for project A
[ ] Bill: analysis for project D
For an example of this watch video on YouTube at:
http://youtu.be/HnwQX62gaes
Another example that you can use is a simple 1-sheeter on a powerpoint that looks something like this:
2) I have a notepad file on my desktop that I called "My Master Task List": In this file, I keep a master list of all tasks I need to do. I have this list prioritized by importance and stay on each task until I finish it. Once a task is done I move it to the “Completed” section of this notepad file for archive purposes. This should be used along with a daily planner and checked every morning. I usually update and print this list every morning.
Example of tasks are:
[ ] Send introductory email to person B
[ ] Order a new workstation
[ ] Follow up with John, VC
[ ] Prepare QA report
[ ] Write procedures for department
[ ] etc.
3) I have created a notepad file called “My Checklists”: The file is separated into Daily, Weekly, Monthly, and Yearly checklists. All things I need to keep tabs are on this list. Examples include:
Daily
[ ] Print daily reports from BA department
[ ] Print daily reports from HR department
[ ] Check ITS system
Weekly
[ ] Am I updating My Master List?
[ ] Are all projects properly billed?
[ ] Do a production meeting
[ ] Do a weekly business development meeting
Monthly
[ ] Update monthly financial statement for department
[ ] Do backups of all computers
[ ] Monthly status call with VCs
[ ] Prepare monthly On-Call rotation schedule
Yearly
[ ] Prepare progress report on each employee
[ ] Revisit department goals
[ ] Revisit and update department procedures
[ ] Check up on BBB certification
[ ] Check up on PCI certification
[ ] Check up on DUNS access
[ ] etc
4) My files on the desktop are fully organized. I have created a “My Work” folder which contains the following sub-folders:
My Checklists – where I keep a copy of the checklist
My Masterlist – where I keep a copy of the masterlist
My Logins – where I keep documents related to various system accesses, etc
My Documents – where I keep various documents such as templates, presentations, powerpoints, financial reports, reimbursement reports, etc.
My Clients – where I keep client folders further sub-categorized into completed, active, and potential projects. Within
these folders I store various documents, NDAs, contracts pertaining to each client folder.
5) My email program is organized into directories. Within directories I have it organized by PEOPLE, PROJECTS, etc. Example of organization within an email program includes:
PEOPLE
-- Emails from John
-- Emails from Bill
-- Emails from Mike
-- Emails from Anthony
PROJECTS
-- Project A
-- Project B
6) I keep a binder called "Projects." In this binder, I have sub-dividers for each project. All printed and collected documents, paperwork, etc, are organized there, in relation to each project. Very useful, as paperwork always gets lost if not organized and stored properly.
The rest is up to you to keep perfecting and learning from.
Regards,
Leon Elperin
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