Hello everyone.

(I have searched here pretty extensively on this so I hope this is a new question...:confused: )

What tools, methods, systems do you use to manage your day, work flow and tasks?

I've been in this position for 6 months. It's going OK, but as I get more knowledge and experience, a lot more things are being asked of me. It's doable, but I fear that something may get side tracked or overlooked.

We have a good electronic system for ISO documentation. I'm asking more about the way you handle requests, track projects, allocate your time...those kinds of things.

Thanks - and sorry if this has already been discussed before.

What tools, methods, systems do you use to manage your day, work flow and tasks?

Is your question towards effective time utilisation methods employed by an individual ?

No secret about it! Use the 3P's. Plan, plan and PLAN. You are already working hard and good planning will help you to work smart.

Cheers. Looks like you are on the way up.

Regards.

Is your question towards effective time utilisation methods employed by an individual ?

Yes, by an individual - namely me. My to do list - (is that even the best tool?) has over 40 items on it - and that's just after a quick mental review.

I'm trying to find out how QA people organize their work loads and track tasks, projects and deadlines.

Even if it has been brought up before, it's still a good, timely topic.

Microsoft Outlook does pretty good for me at my job. It's nice because all my work-related stuff goes in it too. I take the time to put in what I'm doing.

I also use the Tasks tool to organize what I have to do. I make sure and use the numbering system to rank them in order of importance.

A guy at my local ASQ chapter did a presentation on the four quadrants. Not sure who the original author is. So you organize stuff as follows, and do 1 first, 2 second, etc....:

1. Important/urgent
2. Important/not urgent
3. Not important/urgent
4. Not Important/Not urgent

Most all of the items in four can eventually go into the trash :)

Also, remember to say "No" and to definitely delegate.

(I have searched here pretty extensively on this so I hope this is a new question...:confused: )

What tools, methods, systems do you use to manage your day, work flow and tasks?We have touched on the subject before, but you should by no means let that worry you: It is worth discussing, so please keep the suggestions coming here, people.

I would like to suggest this old thread: Seeking Tips: Office Improvement - Best Practices. (http://elsmar.com/Forums/showthread.php?t=6428)

As for tools, many longtime Cove dwellers know about my extensive use of Mindmaps. I'll add links to a couple of threads where both mindmapping and their application have been discussed:

How do we promote creativity? What are the Key Factors? (http://elsmar.com/Forums/showthread.php?t=6953)
Mind Mapping in the Quality Arena (http://elsmar.com/Forums/showthread.php?t=6640)

/Claes

Several things come to mind, all of which can fit under PDCA.

- As someone said, make sure you plan. Look for interdependencies between thing you're doing how you can combine/copy, etc.

- Develop a schedule (Gantt chart, action item list) to guide you and so you can track progress.

- Prioritize & take action

- Check and see how you're doing (e.g., perhaps at end of day, end of week, end of month ... each looking at a higher level).

- Based on what you find (e.g., was your plan unrealistic or too easy, if so, why and what can you do differently; did you procrastinate, or are there interfacing individuals/departments that affected outcomes? ...) identify ways to improve how you Plan & Do.

- After you've been through this cycle perhaps 3+ times, also look at what you can do to improve the Check/Act portions of the cycle. Should status reviews be done more/less frequently, should they be done along with someone else, ...

Good responses from my fellow Covers.

I share your challenge. Sometimes I feel my grip on necessary follow ups slipping.

Sometimes my consciousness gets crowded to the point I wonder if I'm a tad Attention Deficit Disorder (ADD). I get distracted and have to jerk myself back to the moment.

I wouldn't dream of offering a diagnoses here, but I will say that the tools made for adult ADD people could be useful to those of us who simply have so much to do that things tend to slip off the plate, so to speak

Use a Gantt chart to visually show overall timelines for projects that must be met. Delegate some of the needed tasks if you can. You may find there is a willing but previously unknown protege who would be hapy to capably do more than has been asked of him/her to this point.

Make a daytime planner and prioritize tasks. If a spreadsheet works for you, you could set up a list of tasks and use the Sort function to print out to-do lists by type, due date, urgency, who is involved (can you set up meetings that address multiple objectives with the same person?) and so on. Keep the list on your desk (not electronically) and make check marks as things get accomplished.

In my program we have a number of audit management tools on spreadsheets that I am seeking to consolidate so I can reduce double work. Can you do this too?

If you have to deal with clutter or search for things, you might consider the 5S method to cleaning up your workspace. http://www.swmas.co.uk/Lean_Tools/5S.php

Check out "Getting Things Done" (GTD) via Google. It has worked wonders for me, as long as I remain committed to following it.

For EVERYTHING that comes to you:

Do it (these are the less than 2 min items)
Delete it (junk)
Delegate it (not yours to do)
Defer it (requires planning and prioritization)

Use Outlook to help you with the delegate (if you are a manager) and defer it items. Lots more information is available online.

I keep a monthly worklog. The log does run from month to month, listing routine tasks and their periodicity (usually monthly, but there are some quarterly and some weekly tasks). I also keep several blank log sheets that are filled out for special requests, with what it is, who is to get it, when asked for, when promised, and when delivered. I also record time charging information if is it to a charge code other than my own group.

I've found it really has kept me sane over the years, and I don't lose track of tasks. I've got my completed logs going back over 12 years now, so when it comes time for annual performance appraisals I can always review. I also keep control charts of the number of charts and files produced per month, and the cycle time for special requests.

If anyone wants an electronic copy of the current monthly worklog forms, I'll send them to you.

I keep a monthly worklog. The log does run from month to month, listing routine tasks and their periodicity (usually monthly, but there are some quarterly and some weekly tasks). I also keep several blank log sheets that are filled out for special requests, with what it is, who is to get it, when asked for, when promised, and when delivered. I also record time charging information if is it to a charge code other than my own group.

I've found it really has kept me sane over the years, and I don't lose track of tasks. I've got my completed logs going back over 12 years now, so when it comes time for annual performance appraisals I can always review. I also keep control charts of the number of charts and files produced per month, and the cycle time for special requests.

If anyone wants an electronic copy of the current monthly worklog forms, I'll send them to you.


I'd really appreciate a copy.:thanx:

Check out "Getting Things Done" (GTD) via Google. It has worked wonders for me, as long as I remain committed to following it.Good hint. Thank you. :agree1: You also triggered my memory: I suggest a visit at http://www.mindtools.com/ (which btw, I am in no way connected to). They provide lots of useful hints and tools. For EVERYTHING that comes to you:

Do it (these are the less than 2 min items)
Delete it (junk)
Delegate it (not yours to do)
Defer it (requires planning and prioritization)
Sounds just like the method I'm trying to adher to. It works.

Note: I think this thread belongs to a more "serious" place than the coffee break forum, so I moved it to this one. Besides, here I can use the thanks button (not available in the coffee break forum) where I think thanks are due... :agree:

/Claes

I'd really appreciate a copy.:thanx: Me too please!

I'm another advocate of Outlook's task and calendar functions. I use it to prioritize, set up recurring reminders, and tick them all off as and when they're complete.

I can also use it to delegate tasks and appointments to anyone with an email address and can even attach files if I want to keep them handy.

A guy at my local ASQ chapter did a presentation on the four quadrants. Not sure who the original author is. .

7 Habits of Highly Effective People by Steven Covey
Very Good reference!

7 Habits of Highly Effective People by Steven Covey
Very Good reference!

Yes, I would rate this book as a 'must read'.

Have a look at this link:
http://www.dmreview.com/editorial/dmreview/print_action.cfm?articleId=1005673

Check out "Getting Things Done" (GTD) via Google. It has worked wonders for me, as long as I remain committed to following it.

For EVERYTHING that comes to you:

Do it (these are the less than 2 min items)
Delete it (junk)
Delegate it (not yours to do)
Defer it (requires planning and prioritization)

Use Outlook to help you with the delegate (if you are a manager) and defer it items. Lots more information is available online.
Phil is spot on about GTD... great methodology.
For Outlook users, see http://home.comcast.net/~whkratz/id3.htm for how to set up a GTD task manager. Mac OSX users will want to use Kinkless GTD.

For those who have papers to deal with, or otherwise aren't so inclined to manage everything on computer, have a look at the 43 folders method. (www.43folders.com or google 43 folders) You set up a folder for each month and one for each day (12+31=43! Magic!) whee you place items to tackle for future days. Then, you can free your mind of reminding yourself constantly of all of the things you have to do and organizing them over and over.

7 Habits of Highly Effective People by Steven Covey
Very Good reference!
I have used the Franklin planning system for over 10 years (now it is Franklin-Covey) I have been asked why I don't just use outlook here at work, but my answer is that I have a life outside of work, and most of the time the scheduling problems happen when something from my home life sneaks into working hours, or vice versa. I have attended the 7 Habits course, it was great. But, the thing I learned the most from was an actual Franklin planner course teaching us how to use the planner effectively.

I have kind of slacked off, but made a pledge to myself to get back to using the system correctly.

Me too please!

OK, here are copies of my current worklog (it wasn't this thick when I started it 12 years ago) and monthly personal performance indicators. The routine list does help with remembering who is on distribution for what, and makes sure that tasks don't slip through the cracks.

The annotation "Lee Jensen" is for charts that Lee makes under my supervision. I also sat down last year and wrote a desk instruction to cover data extraction and the chart making in case someone needed to fill in for me.

I have used the Franklin planning system for over 10 years (now it is Franklin-Covey) I have been asked why I don't just use outlook here at work, but my answer is that I have a life outside of work, and most of the time the scheduling problems happen when something from my home life sneaks into working hours, or vice versa.

Do you use just the paper-only system, electronic system, or a combination of the two?

A guy at my local ASQ chapter did a presentation on the four quadrants. Not sure who the original author is. So you organize stuff as follows, and do 1 first, 2 second, etc....:

1. Important/urgent
2. Important/not urgent
3. Not important/urgent
4. Not Important/Not urgent

Most all of the items in four can eventually go into the trash :)

It's called the Eisenhower principle. IIRC the actions were defined as followed:

1 --> React quick, consider delegating action
2 --> Put in your agenda and act on it when times there
3 --> React quick, consider delegating action
4 --> Trash it.

So in OP case, look at the 40 actions, take of the category 4 actions, remove the category 2 as well and copy paste them to next month. Then start with doing 1, then 3.

Good luck :agree1:

Do you use just the paper-only system, electronic system, or a combination of the two?
I use the paper system.

OK, here are copies of my current worklog (it wasn't this thick when I started it 12 years ago) and monthly personal performance indicators.

Many thanks Steve! I badly need a system to document what i did for an entire year because when Performance Appraisal comes, i cant remember them all. :(
Speaking of performance indicators, can somebody post more tips on how to get through those Performance Appraisals? How do you document what you did for the entire whole year?

Many thanks Steve! I badly need a system to document what i did for an entire year because when Performance Appraisal comes, i cant remember them all. :(
Speaking of performance indicators, can somebody post more tips on how to get through those Performance Appraisals? How do you document what you did for the entire whole year?
One thing I do is I send my manager a monthly report (whether he/she wants it or not). Save 12 monthly reports, and you have enough for your performance appraisal input.

Check out "Getting Things Done" (GTD) via Google. It has worked wonders for me, as long as I remain committed to following it.

For EVERYTHING that comes to you:

Do it (these are the less than 2 min items)
Delete it (junk)
Delegate it (not yours to do)
Defer it (requires planning and prioritization)

Use Outlook to help you with the delegate (if you are a manager) and defer it items. Lots more information is available online.

Can I enter the management guru club, because this is something that I have implemented personally, and have never even heard of it before I read this thread. Here's how I work (seriously this is before I had read about GTD):

1. Anything short and sweet is done there and then (unless I can't do it so it is delegated there and then).

2. Anything not requiring my action is regarded as junk and is binned or filed from reference.

3. Anything requiring action EITHER, stays in my Inbox (Action in the near future required) OR I issue a task that then gets added to my task list in Outlook 2003 and is given a deadline etc.....

Tasks can be flagged in different colours that can be used to prioritise events as can emails.

Also when I issue tasks, I can often breakdown the task into relevant actions that need to occur and then as the tasks progress jot down the current status, until complete.

Outlook 2003 is excellent at task management for both individuals and for whole organisations.

I am with BradM on this one. MS Outlook provides the tools I need to keep me up-to-date with my tasks at hand. I put just about EVERYTHING on my calendar and/or task list. You can get reminders on items, schedule meetings, etc. It's great!