We all know we should spend time on the urgent activities and leave the more pleasurable or less difficult duties for later. Many of us find it challenging to prioritize our activities and therefore run into difficulty when the most important thing has not been accomplished; yet our time has run out. How can we determine what is really important? I have to admit I usually find I am bombarded with 10-15 things at a time that are calling my attention. In order to keep my sanity, I found that putting these “attention-getters” into stacks works well. Once I pick up a task, I try to handle it once. I won’t stop until it is finished and then I am onto the next one. Fully completing the task is the key to making progress.

My stacks are: Today, Tomorrow, Trash and Schedule It. Each morning I look through what I have received through email, letters and phone calls. I then decide which stack my task(s) should be in.

My “Today” file (be reasonable—you can’t do everything today) consists of any time-sensitive appointment, commitment or promise. These are things that will affect my ability to be my best. When I consider what will go in this stack, I take into consideration my obligation to follow through with individuals that I have written or spoken to. I believe in keeping your word; if you tell someone you will do it, you should follow through. There are times I will have to alter plans but I truly try to be a person of my word. It’s my commitment to excellence. An attitude like this will make you listen quickly and commit slowly.

My “Tomorrow File” consists of commitments and promises that don’t have to be tended to today. I follow the exact steps as mentioned above. The purpose of the “Tomorrow File” is to stretch out some of the important tasks that I face each day. By placing an item in the “Tomorrow File,” I allow myself time to reflect on ways to approach and resolve them as they present themselves. I like to mull over my thoughts before making important decisions. If you act in haste, you may regret in leisure.

My “Trash File” is just that. If I am not going to do it, if it doesn’t have application, I get rid of it. Nothing will bog you down faster than having a lot of “undone” tasks. Researchers have indicated that individuals who have a lot of clutter in the immediate surroundings are less effective and get less done because the distractions (small as they may seem) take tiny bites of your attention and focus. Every time you see a letter lying on your desk or a telephone message that needs to be returned; a small portion of your attention is taken away. Every time you see the bills in a stack waiting to be paid; a small portion of your attention is taken away. To rid yourself of the clutter on your desk and in your mind, prioritize!

This is where my “Schedule It File” comes in. Not every task is pressing although it may still be important. I found a way to address that situation with my “Schedule It File.” I purchased a sorter that is expandable and is numbered from 1-31, representing the days of the month. When I find something that is important but not pressing, I schedule it for a future date and when I open my sorter each morning to see what needs to be done for that day, it’s there waiting for me. This may sound like a complicated process but once implemented, you will smile when you walk in your office and actually see the desk instead of piles of papers and Post-it Notes^®. I believe organization is the key to vitality.

Change Your Mind ~ Change Your Life (tm)