Using Microsoft Excel as an example;
Type in every idea, project, task and to do line by line until you Clear Your Mind
Look at the items on your desk, your cork and white boards, do a search on your computer and look over the titles of all the documents that you have created in the last 30 days, look through all of your inbound and outbound e-mails, look over your project files, client management system to do list, yellow sticky notes, scraps of paper, notes on your iPhone or Blackberry … the lot
- Next, review the following categories and ask what other ideas, projects, tasks and to do’s come to mind and add them to the list; administration, computers, systems, customer service, financial, marketing, office management, planning, product development, production, sales, team building and training.
- Next, sort the ideas, projects, tasks and to do’s alphabetically.
- Next, using another column in Microsoft Excel, label each item with the category that it relates to
- Next, sort the categories alphabetically
- Next, using another column in Microsoft Excel, prioritize by A+ – must be done / life and death and then, by A, B, & C priority
- Next, using another column, identify what can be delegated – this will tell you if you have enough work for an assistant
- Next, schedule your A priorities in Time Blocks and delegate for action and take action
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