Hello, I'm the manager of #Tennoshigoto Tools Store.
I'm surprised that so many people have been following me recently...!
And thank you very much.
Today, I would like to answer some of the concerns that were included in the survey I conducted on Stories the other day.
(Thank you everyone for your answers.)
Concern: “It’s difficult to prioritize”
Personally, I still don't feel comfortable with the current method and am working on improving it.
I've been working in the workforce for 6 years, and I've had some failures and successes, so I'd like to introduce some examples.
Part 1: Timing to organize tasks
Instead of doing it every morning, do it all at once on Monday for a week.
When do you prioritize?
When I first started working, I would come to work a little early every morning, summarize what I was going to do that day, and share it with my leaders at the morning meeting.
With that habit, I would compile what I needed to do that day every morning, prioritize it, and complete it.
Things were going well for a while, but
- Accumulating low-priority tasks without doing them forever → It would be kinder to do them, and it would improve your skills, so it would be a waste. Improving work efficiency, creating additional materials...
・The to-do list increases towards the weekend → The amount of tasks on Friday becomes overwhelming and it becomes a hell of overtime...
I felt guilty for spending money without finishing it, and I started thinking negatively, thinking, ``I don't want to go to work on Monday.''
So, I decided to allocate a week's worth of tasks to Mondays.
Reduce the amount of tasks you do from Monday to Thursday, and leave a full day off on Friday.
That way, you can catch up on the work you couldn't complete on Friday.
Even if I do this, Fridays will still be hell if I have a bunch of unexpected projects.
To that end, I am conscious of not accepting more work than I can handle, and of how I can make the routine work I do every day more efficient.
Also, I would like to be able to create flexible arrangements for unexpected projects.
Part 2: Schedule of when to do it
Be sure to decide what to do and when
Once you have a clear idea of what needs to be done, it is recommended that you schedule it down to when you will do it.
If you do things in order from top to bottom, on days when you have a lot of tasks, you tend to get anxious when it's near the scheduled time.
In order to be conscious of time and concentrate on your work, it is better to decide between what time and by what time you will finish this task.
My schedule was such that I would finish it in about 30 minutes, but when I actually started it, it often took 3 hours, so I was conscious of the time as I did it.
・It is recommended because you can understand your work speed → it becomes clear where you need to improve efficiency → you can understand that you do not have to take on tasks that cannot be done due to time constraints.
Part 3: How to determine priorities
Decide based on efficiency rather than deadline order
How do you decide on priorities in the first place?
In the past, I decided based on the earliest deadline.
I'm a new graduate and I don't know how many minutes it will take me to complete this task.
If it's a simple job that you just have to complete, I think it would be better to start with the earliest deadline.
However, these days, you have to ask someone for a task and wait for them to return the task.
As my work begins to include things that I have to use my brain at full capacity to think through, I start working on them in order of deadlines.
・Always being chased by deadlines ・Although it's the same project, I have to work on it separately in the morning and afternoon, which increases the amount of time I have to prepare materials and switch my brain.
When I think about my various jobs over and over again,
I'm constantly worried about whether I've missed something, and I've started to feel like I'm getting distracted and distracted, so I decided to prioritize tasks in order of efficiency rather than deadline.
First, tackle similar tasks together. For example, suppose you have the following tasks and deadlines.
① Creation of project A proposal by 11:00 AM ② Creation of project B proposal by 12:00 AM ③ Creation of approval document for Project A by 13:00 PM
Instead of doing it in the order of ①②③,
Do ① and ③ first, then ②. However, if work ② seems to take a long time and you don't have time to do it if you do ③, then you can adjust the deadline for ① by 1:00 p.m., or change the deadline for ②.
Next, the time of day.
My brain is at its sharpest in the morning, so I don't use it for emails or internal coordination, but instead I use it for thinking about things like planning and strategy.
After noon, I'll be absentminded, so I'll do things like put in mtg, settle expenses, and reply to emails.
We recommend that you try to devise tasks that you can fill in depending on your physical condition and condition at the time of day, as this will greatly increase your efficiency.
Please let us know your recommended methods!