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BetterDecisionsforBetterProductivity
CREATINGTIME:TASKANALYSIS
TaskAnalysis:AllinOneMethod[WS#1]
Step1:Whydothistask/activity/project?[WS#2]
Step2:Whatneedstobedone?(projects)[WS#3]
Step3:Whowilldothis?[WS#4]
Steps4&5:Where&Whenbesttodothis?[WS#5]
Step6:HowtoCreateTime[WS#6]
Step6a:HowTimeFocus[WS#7]
Step6b:HowTimeSharing[W#8]
Step6c:HowTimeCompression[WS#9]
Step6d:HowTimeAcceleration[WS#10]
Step6e:HowTimeShifting[WS#11]
Step6f:HowTimeElimination[WS#12]
Whattodorightnow?[WS#13]
CreatingTimeLog[WS#14]
CopyrightandUsageInformation
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TaskAnalysisWorksheets
OmniSkills,LLC omniskills.com Worksheet#1
Thispageisasummaryofthetaskanalysisprocess.Youcanusethispagetocaptureallofyourthinkingaboutataskorproject.Ifyouneedtoexploreanyofthesefacetsinmoredetail,usetheworksheetsthatfollow.
Task/ActivityorProject: __________________________________________________________________________
CREATINGTIME:TASKANALYSIS
TaskAnalysis:AllinOneMethod
OmniSkills,LLC omniskills.com Worksheet#2
Forthisandallworksheets,answeronlythosequestionsthatapplytotheissueathand.
Task/Activity/Project:_____________________________________________________________________________
Whydoesthisneedtobedone?Whatdoesitaccomplish?
Doesthisreallyneedtobedoneatall?
Whathappensifthisdoesntgetdone?
Canthisbeputoff?
Shouldthisbeputoff?
Istheresomethingthatshouldbedoneinsteadofthis?
Doesthisfitinwithmyplanformyself?Isitinalignmentwithmyvalues?Doesithelpmeortheorganizationtoreachdefinedgoals?
IfIneed/wanttodothis,andIhavent,whatsstoppingme?
DECIDE:Basedonyouranswersabove,isthisworthdoing?Ifnot,enterthetimesavingsonyourCreatingTimeLog.Ifyes,continuetothenextstep,2a:Whatneedstobedone?(projects)or2b:Whatneedstobedone?(tasks).
CREATINGTIME:TASKANALYSIS
1:Whydothistask/activity/project?
OmniSkills,LLC omniskills.com Worksheet#3
Usethetopofthisworksheetformultistepprojects.Forsingleactions,andfortheindividualstepsinthisproject,usethelowerhalf.
Project: _______________________________________________________________________________________________
Whatisthedesired/requiredoutcome?Whatarethedeliverables?
Whenistheentireprojectdue?
Iftheprojectcanbebrokendownintostages,listthemhere,alongwithduedatesforeachstage.
Howwelldoesthisprojectneedtobedone?(Usea110scale,oraqualitativedescription.)
Accountingforthequalitylevel,howlong(realistically)willittake,inhours?(Formultistageprojects,dothisforeachstage.)
WRITEtheprojectonyourProjectsList.Then,continuebelow.
Task/Activity: _______________________________________________________________________________________
Whatisthenextactionyouhavetotake?
Whenisitdue?
Howlong(realistically)willittake?
Whattypeoftaskisit(cognitive,physical,mechanical)?
Whatresources(people,tools,files,permissions,etc.)willyouneed?Ifapplicable,notewheretheresourcesarelocated.
WRITEthenextactiononyourNextActionlistorplaceitonyourcalendar.Then,continueto3:Whowilldothis?
CREATINGTIME:TASKANALYSIS
2:Whatneedstobedone?
OmniSkills,LLC omniskills.com Worksheet#4
Onthisworksheet,youcananalyzeindividualtasksorentireprojects.Ifyouanalyzeaprojectandfindthatyouarestillthepersonwhomustdoit,analyzetheindividualpartsoftheprojectandseeiftheWhochangesforthoseparts.
Task/ActivityorProject: __________________________________________________________________________
Istheresomeonewhomustdoit,orwhoisrequiredtodoit?Ifso,isthatpersonme?
Ifnot,whoareallthepeoplewhocoulddoit?
Whoareallthepeoplewhocannotdoitnow,butcouldbepreparedtodoit?
CanIdelegateit?Ifso,towhom?
CanIoutsourceit?Whatwoulditcost,andwhatwouldIgainbydoingso?
IfImustbeinvolved,istheresomeonewhocanhelpmewithit?
DECIDE:willyoudoit?Ifnot,enterthetimesavingsonyourCreatingTimeLog,andremoveitfromyoursystem(Projectlist,NextActionlist,andCalendar).Ifyouwilldoit,aretherepartsthatsomeoneelsewilldo?Ifso,enterthesavingsonyourCreatingTimeLog.Ifthereareanypartsofthisthatyouwilldoyourself,continueto4:Where&Whenbesttodothis?
CREATINGTIME:TASKANALYSIS
3:Whowilldothis?
OmniSkills,LLC omniskills.com Worksheet#5
Task/Activity: _______________________________________________________________________________________Where
Whichphysicallocations(office,home,homeoffice,conferenceroom,PaneraBread,publiclibrary,etc.)wouldbeconducivetothistask?HowcanImakealocationmoreconducive?
Where,withinthephysicalspace,ismostconducivetothistask(desk,worktable,sofa,etc.)?HowcanImakeaspacemoreconducive(e.g.,furniture,lighting,music)?
DECIDE:Wherewillyoudothis?
When
ShouldIdoitrightnow?
Whatisthebesttimeofdaytodothis?(Considercognitiveandresourceissues.)Isthereanoptimaltimetodothis?
Whenisnotagoodtime?Whenisareally,reallybadtime?
WhatdayshouldIdothis?
Whatmonth,quarter,ortimeofyearshouldIdothis?
DECIDE:Whenwillyoudoit?Then,continueto6:HowtoCreateTime.
CREATINGTIME:TASKANALYSIS
4/5:Where&Whenbesttodothis?
OmniSkills,LLC omniskills.com Worksheet#6
Task/Activity:________________________________________________________________________________________TheHowaspectofCreatingTimeincludessixstrategies.Usethissheettoselectwhichstrategyorstrategiesmightworkforthistask.RefertotheindividualHowsheetsthatfollowforexamplesandmoreextensiveplanning.
SelectStrategies
Timefocusiskeepingallyourattentionononetask,avoidingtaskshiftingandmultitasking,andlimitinginterruptions.Howmightyouusetimefocuswhenworkingonthistask?[6a]
Timesharingissharingthetimeittakestodoatask,whichmeansbothsharingthetaskwithsomeoneelse,andsharingthetaskwithsomethingelse.Howmightyouusetimesharingwhenworkingonthistask?[6b]
Timecompressionisremovingthewastedtimewithinanactivity,byeliminatingit,orbyfillingitwithsomethingelse.Howmightyouusetimecompressionwhenworkingonthistask?[6c]
Timeaccelerationislearningtodosomethingfaster(skilldevelopment),findingatoolthatallowsyoutodosomethingfaster,andselectingtherighttoolforthejob.Howmightyouusetimeaccelerationwhenworkingonthistask?[6d]
Timeshiftingismovingatasktoatimethatsuitsyou,whichisnotnecessarilywhenitactuallyoccurs.Howmightyouusetimeshiftingwhenworkingonthistask?[6e]
Timeeliminationiswhenyoustopdoingsomethingyouaredoing,declinetodosomethingyouhavebeenaskedtodo,ordelegate(oroutsource)thetasktosomeoneelse.Howmightyouusetimeeliminationwhenworkingonthistask?[6f]
CREATINGTIME:TASKANALYSIS
6:HowtoCreateTime
OmniSkills,LLC omniskills.com Worksheet#7
TimeFocusStrategiesTimefocusiskeepingallyourattentionononetask,avoidingtaskshiftingandmultitasking,andlimitinginterruptions.
1.Maketimetoworkonthetask
Estimatehonestlyhowlongthetaskwilltake. Placetheworkblock(s)onyourcalendarinwhichyouwilldevotetimetothetask. Insharedcalendarsettings,scheduleameetingwithyourselfsothatnoonecanscheduleyouforsomethingelse. Takeonthetaskorprojectonlyifyouhavesomewheretoputitandtheabilitytofocusonit.
2.Doonetaskatatime
Selecthowlongyouwillworkonatask,andsetatimer.Donoothertaskuntilthetimerrings.
3.Limitdistractions&interruptions
Getthingsoutofyourheadandcapturethem.Unprocessedthoughtsdistractyoufromyourcurrentwork. Keepanoutpadathandtocapturestraythoughts.Jotthemdown,thenreturntotheworkathand. Selectaplacewhereinterruptionsanddistractionsareminimized Selectatimewhenyouwillnotbeinterrupted(forexample,thehourbeforetheworkdaybegins). Turnoffyourtelephone(routecallstovoicemail). Shutdownyouremailsoftware(or,attheveryleast,disablenotifications). Turnofforblockoutwhateverelsedistractsyou:television,radio,ambientnoise,Facebook,etc. Closeyourdoor.Ifyoudonothaveadoor,placeabarrierorsignacrosstheopening. Proactivelystopinterrupters:hangasign,leaveinstructionswithyouradminorcoworkers,setanoutofofficeauto
responder,changeyourvoicegreeting,etc.
4.Matchtaskstoyourreality
Matchtaskstothetimeavailable.Gotfiveminutes?Doafiveminutetask.Thirtyminutes?Doa30minutetask. Matchtaskstomentalandphysicalenergy.Brainstrongat9a.m.?Dothemostcognitivelydifficulttasksatthattime.
Braindeadfrom35p.m.?Doyourleastcognitivelydifficulttasksthen:file,process,answerlowintensityemail,listentovoicemail,etc.
5.Incubate(butdontprocrastinate)
Stepawayfromataskforafewminutes,orhours,ordays.Thisincubationtimehasmanybenefits,includingrechargingyourbattery,resettingyourmotivation,andoftengivingyounewinsightintothesituation.(Butdontclaimincubationwhenitisreallyprocrastination.)
DiscoverYourOwnTimeFocusTactics
CREATINGTIME:TASKANALYSIS
6a:HowTimeFocus
OmniSkills,LLC omniskills.com Worksheet#8
TimeSharingStrategiesTimesharingissharingthetimeittakestodoatask,whichmeansbothsharingthetaskwithsomeoneelse,andsharingthetaskwithsomethingelse.
1.Havesomeonehelpyoudoit
Findsomeonetohelpyouwithatask. Findsomeonetohelpyouwithapartofaproject,bytakingsomeofthetasksfromyou. Onanyproject,roundupassistantsandpartners. Onacommitteethatyouareaskedtolead,findacochair.
2.Taketurnsdoingit
Forrepetitiveoneper