The law of entropy seems to apply to every area of life in this broken world. Without constant effort to the contrary, houses get dirty, gardens get overgrown, cars get rusty, habits get sloppy, children get unruly. If you leave it alone, whatever it is, it gets slower, not faster; sloppier, not neater; worse, not better.
Like everything else in the world, your ability to get things done is always spiralling toward chaos. If you allow yourself to coast for a few weeks, your life will get less orderly, not more orderly. Not only that, but you will soon find yourself neglecting the important tasks in order to focus on the urgent tasks. Before you know it, you’ll be off-focus and out of control.
Here are 8 ways to take control and get more done this week (and every week).
1. Plan Your Week
I know it’s a cliché but it really is true: if you fail to plan, you plan to fail. If you don’t plan your week, you will only ever be reactive, responding to whatever concerns and opportunities arise. To take control of your week, you need to plan your week. Take a few minutes on Sunday evening to plan out your entire week, from Monday morning to Sunday evening. You don’t need to have something planned for every minute of every day, but at the least you should plan your work week. If you are married, it is best to do this with your spouse so you can be sure you are properly accounting for appointments, evening activities, and any other commitments you may otherwise forget. Make sure everything that happens at a specific time is on your calendar and that you have set alerts or reminders. Make sure that everything you need to do is in your task-management system (whatever that system is). Get as much as possible out of your brain and into your system.
2. Block Your Time
As you begin to determine what time you will use to accomplish your tasks, block time to specific tasks instead of general tasks. This may be something you can do at the beginning of the week, or it may need to be a day-to-day kind of task. You will need to be adaptable here, but simply blocking your week into work, family and sleep won’t do it. As you plan time, assign particular tasks to particular times. Plan that block from 10 AM to 12 PM on Tuesday as not only “Office Time” but “Write Bible Study.” Plan that block from 3 PM to 5 PM on Tuesday as not only “Meeting” but “Meeting With Marketing Team.” Take into account the times you are at peak productivity and reserve those for your most mentally-demanding tasks. I am at my peak in the early morning hours, so that is when I tend to do my writing or sermon preparation. By mid-afternoon I am flat out of energy and creativity, so this is when I tend to do my maintenance tasks and other chores that are necessary but routine.
3. Manage Your Tasks
An essential element of productivity is the implementation of, and reliance upon, a system that will get the list of things you need to accomplish out of your brain and onto paper or into software. You need to create a system and then rely on it. As you plan your week, and as your week unfolds, you need to use this system to capture, organize, and manage your tasks. When you reach the office on Monday morning and see that time in your calendar blocked off for “Weekly Maintenance,” your task management software should have a list of all those tasks waiting for you. As you receive phone calls and emails, and as you sit in meetings, you will constantly be adding new tasks that need to be done. Rather than relying upon your memory, you need to get all of these into your system so you will remember them and execute them at the best time. I am heavily dependent upon Things, a Mac-based application that syncs seamlessly between my computers and my mobile devices. Wherever I am, I have it with me. I always input my tasks with a verb followed by a colon like “Write: Email to Francis” or “Plan: Sunday Evening Sermon”. This keeps me from using my to-do list as a place to store random thoughts and forces me to make every task an action.