Tracking my tasks on Notion.so helped me find the optimum amount of work I could handle.
Way back in the last week of June this year (2019), my boss and I started talking about offloading some of my work to freelancers. To see how much time I was spending on different tasks, which would be best outsourced, and how much work the freelancer would have to do, I started tracking everything I was doing day to day.
That lead me to the system you see above, which I’ve kept doing ever since.
By tracking major tasks I do each day (daily tasks that are maintenance or ‘light’, like reading my emails, don’t get entered), I found that if I logged 25 tasks in a week, I felt the most productive, proud of the quality of the work I did, and my work-life balance was good.
If I did less than 25 tasks, I didn’t feel like I had really accomplished a lot. If I did more than 25 tasks, I would be stressed, irritable, and also feel like I hadn’t done enough.
Knowing this has been really helpful, because when someone requests help, a new project, or whether I’ve got bandwidth for extra work, I can look at how many tasks I’ve already crossed off that week and how many I have left to go before I say yes or no.
How my system works
At the start of the week I put in any scheduled things like phone calls, meetings, or hard deadlines.
Then I put EVERYTHING else on my to-do list on ‘Monday’.
As I work through the list on Monday, I move finished tasks to the column with that week’s date. At the end of the day, all unfinished tasks get moved to Tuesday.
On Tuesday, I rinse and repeat. All the way through to Friday, at which point if I still have any unfinished tasks, they get pushed back to Monday for the next week.
I have a monthly goal list as well. These aren’t deadlines or tasks, but more like a wish-list. If I get around to doing them, I’ll be happy, but if I don’t, that’s OK too.
At the moment I have a blog backlog list. It’s not usually there, and once it’s empty that board will be removed.
Every Friday afternoon, I clean up my Notion board and archive that week’s date. If I ever need to, I can pull out old lists and see what or when I did something.
It’s pretty basic, but it has helped me immensely in staying sane!
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