Task Analysis Worksheets - OmniSkills, LLComniskills.com/downloads/creatingtime/ct-micro-worksheets.pdf · OmniSkills, LLC omniskills.com Worksheet #1 This page is a summary of the

BetterDecisionsforBetterProductivity

CREATINGTIME:TASKANALYSIS

TaskAnalysis:All‐in‐OneMethod[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:How–TimeFocus[WS#7]

Step6b:How–TimeSharing[W#8]

Step6c:How–TimeCompression[WS#9]

Step6d:How–TimeAcceleration[WS#10]

Step6e:How–TimeShifting[WS#11]

Step6f:How–TimeElimination[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: __________________________________________________________________________


TaskAnalysis:All‐in‐OneMethod


Forthisandallworksheets,answeronlythosequestionsthatapplytotheissueathand.

Task/Activity/Project:_____________________________________________________________________________

Whydoesthisneedtobedone?Whatdoesitaccomplish?

Doesthisreallyneedtobedoneatall?

Whathappensifthisdoesn’tgetdone?

Canthisbeputoff?

Shouldthisbeputoff?

Istheresomethingthatshouldbedoneinsteadofthis?

Doesthisfitinwithmyplanformyself?Isitinalignmentwithmyvalues?Doesithelpmeortheorganizationtoreachdefinedgoals?

IfIneed/wanttodothis,andIhaven’t,what’sstoppingme?

DECIDE:Basedonyouranswersabove,isthisworthdoing?Ifnot,enterthetimesavingsonyourCreatingTimeLog.Ifyes,continuetothenextstep,“2a:Whatneedstobedone?(projects)”or“2b:Whatneedstobedone?(tasks).”


1:Whydothistask/activity/project?


Usethetopofthisworksheetformultistepprojects.Forsingleactions,andfortheindividualstepsinthisproject,usethelowerhalf.

Project: _______________________________________________________________________________________________

Whatisthedesired/requiredoutcome?Whatarethedeliverables?

Whenistheentireprojectdue?

Iftheprojectcanbebrokendownintostages,listthemhere,alongwithduedatesforeachstage.

Howwelldoesthisprojectneedtobedone?(Usea1‐10scale,oraqualitativedescription.)

Accountingforthequalitylevel,howlong(realistically)willittake,inhours?(Formulti‐stageprojects,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,continueto“3:Whowilldothis?”


2:Whatneedstobedone?


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,continueto“4:Where&Whenbesttodothis?”


3:Whowilldothis?


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,continueto“6:HowtoCreateTime.”


4/5:Where&Whenbesttodothis?


Task/Activity:________________________________________________________________________________________TheHowaspectofCreatingTimeincludessixstrategies.Usethissheettoselectwhichstrategyorstrategiesmightworkforthistask.RefertotheindividualHowsheetsthatfollowforexamplesandmoreextensiveplanning.

SelectStrategies

Timefocusiskeepingallyourattentionononetask,avoidingtask‐shiftingandmulti‐tasking,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]


6:HowtoCreateTime


TimeFocusStrategiesTimefocusiskeepingallyourattentionononetask,avoidingtask‐shiftingandmulti‐tasking,andlimitinginterruptions.

1.Maketimetoworkonthetask

• Estimatehonestlyhowlongthetaskwilltake.• Placetheworkblock(s)onyourcalendarinwhichyouwilldevotetimetothetask.• Inshared‐calendarsettings,scheduleameetingwithyourselfsothatnoonecanscheduleyouforsomethingelse.• Takeonthetaskorprojectonlyifyouhavesomewheretoputitandtheabilitytofocusonit.

2.Doonetaskatatime

• Selecthowlongyouwillworkonatask,andsetatimer.Donoothertaskuntilthetimerrings.

3.Limitdistractions&interruptions

• Getthingsoutofyourheadandcapturethem.Unprocessedthoughtsdistractyoufromyourcurrentwork.• Keepan“out”padathandtocapturestraythoughts.Jotthemdown,thenreturntotheworkathand.• Selectaplacewhereinterruptionsanddistractionsareminimized• Selectatimewhenyouwillnotbeinterrupted(forexample,thehourbeforetheworkdaybegins).• Turnoffyourtelephone(routecallstovoicemail).• Shutdownyouremailsoftware(or,attheveryleast,disablenotifications).• Turnofforblockoutwhateverelsedistractsyou:television,radio,ambientnoise,Facebook,etc.• Closeyourdoor.Ifyoudonothaveadoor,placeabarrierorsignacrosstheopening.• Proactivelystopinterrupters:hangasign,leaveinstructionswithyouradminorco‐workers,setanout‐of‐officeauto‐

responder,changeyourvoicegreeting,etc.

4.Matchtaskstoyourreality

• Matchtaskstothetimeavailable.Gotfiveminutes?Doafive‐minutetask.Thirtyminutes?Doa30‐minutetask.• Matchtaskstomentalandphysicalenergy.Brainstrongat9a.m.?Dothemostcognitively‐difficulttasksatthattime.

Braindeadfrom3‐5p.m.?Doyourleastcognitively‐difficulttasksthen:file,process,answerlow‐intensitye‐mail,listentovoicemail,etc.

5.Incubate(butdon’tprocrastinate)

• Stepawayfromataskforafewminutes,orhours,ordays.Thisincubationtimehasmanybenefits,includingrechargingyourbattery,re‐settingyourmotivation,andoftengivingyounewinsightintothesituation.(Butdon’tclaim“incubation”whenitisreally“procrastination.”)

DiscoverYourOwn“TimeFocus”Tactics


6a:How–TimeFocus


TimeSharingStrategiesTimesharingissharingthetimeittakestodoatask,whichmeansbothsharingthetaskwithsomeoneelse,andsharingthetaskwithsomethingelse.

1.Havesomeonehelpyoudoit

• Findsomeonetohelpyouwithatask.• Findsomeonetohelpyouwithapartofaproject,bytakingsomeofthetasksfromyou.• Onanyproject,roundupassistantsandpartners.• Onacommitteethatyouareaskedtolead,findaco‐chair.

2.Taketurnsdoingit

• Forrepetitiveone‐persontasks,findsomeonewhocantaketurnswithyou(e.g.,attendingaregularly‐scheduledmeeting,preparingacertainreport).

• Delegateoroutsourcetheworksometimes,ifyoucan’tdothatallthetime(e.g.,doingresearch,cleaningthehouse,chaperoningakidsevent).

3.“Multitask”differenttypesoftasks(cognitiveandphysical,cognitiveandmechanical)

• Combineyourcommutetime(ifyouareapassenger)withyourReadingsfolder.• Participateinaconferencecallwhiledoingyourfilingorprocessingyourin‐basket.• Returnphonecallswhilewalkingtolunchortoameetinginanotherbuilding.• Listentoarecordedpodcast,conferencecall,orpresentationwhileonthetreadmill.

4.Sharethe“downtime”intaskthatrequiresintermittentattention

• Whiledoingsomethingthatallowsintermittentattention(e.g.,watchingsportsontelevision,orwatchingtelevisionlivewithcommercials),doalow‐cognitivetasksduringtheslowtime(e.g.,checkinge‐mail,openingyourmail,readingfromyourReadingsfolder,etc.).Caveat:don’texpecttobeasefficientwithanyofthesetasksasyouwouldifthetelevisionwereoff.

DiscoverYourOwn“TimeSharing”Tactics


6b:How–TimeSharing


TimeCompressionStrategiesTimecompressionisremovingthewastedtimewithinanactivity,byeliminatingit,orbyfillingitwithsomethingelse.

1.Reducethespaceinbetween

• Findwaystomakethewaittakelesstime.• Callaheadforreservations(fordinner,ridesatDisneyWorld,haircuts,etc.).• Placeordersinadvance(e.g.,orderlunchaheadsoitwillbereadywhenyouarrive;orderticketssothattheycanbe

mailedtoyouandnotcauseyoutowaitintheWillCallline).• Gowhenthelinesarelikelytobeshort(e.g.,avoidbanksonFridays,DMVsonthefirstofthemonth).• Scheduleappointments(e.g.,withdoctors,oranyonewithpunctualityissues)firstofthemorning,sotheywon’tbe

runningbehind.• Moveclosertowhereyouwork;workclosertowhereyoulive.• Selectstoresandservices(e.g.,bank,drycleaner,officesupplystore,copycenter,hairstylist,lunchplace,etc.),bythe

proximitytoyourhomeorofficeorotherregularstops,evenifitmeanssometimestradingtimefordollars.• Leavehome(orleavework)whentrafficislighterandthecommutetimeisshorter.• Minimizethetimebetweeneventssothatyouarenotleftwithspacethatistoosmalltofillproductively.• Ifschedulingameetingwithsomeonewhoisnotinyouroffice,havethemtraveltoyou,insteadofyoutothem.

2.Removethespaceinbetween

• Workfromhomeonsomedays,andremovethecommutetimeonthatday–bothways.• UseaDigitalVideoRecorder(DVR,likeTiVo)towatchanhour‐longtelevisionshowin44minutesbyfast‐forwarding

throughthecommercials.Afourhourfootballgame:90minutesorless.• RentDVDsratherthanwatchtelevisionshowswhentheyarebroadcast,ormoviesinthetheater.

3.Replacethespaceinbetween

• Alwayshavesomethingelsetodoforwhenyouaremadetowait.• BringyourReadingsfolder,smartphone,orothertaskwithyouwheneveryouthinkyouwillhavetowaitinline,orina

waitingroom,orinaconferenceroomwaitingforameetingtostart.• Useyoursmartphone(Blackberry,Palm,iPhone,etc.)tocheckyouremailwhilewaiting.Caution:returningemailwith

yoursmartphone’stinykeypadmightactuallycostyoutime,ratherthancreateit.• Forthatwaitingspacethathappensinyourownoffice(conferencecallsthatdonotrequirecontinuousattention,waiting

forsomeonetoarriveforameeting,etc.),dothatsemi‐mindlesspaperwork,filing,orprocessingthathastobedone.

4.Treattimeasfixed,notfluid

• Schedulemeetingsbacktobacksothatonecannotrunlong.• Startontime,andbeontime(forwork,appointments,meetings,etc.).Thisrespectsothers’time,andalsoteachesthem

torespectyours.• Endontime,andleaveontime.Thisalsoshowsrespectforothers’time,andteachesotherstorespectyours.• Limitthelengthofameetingorappointment.Ifeveryonepresentknowsameetingcannotgooverbecauseofother

obligations,thenitgenerallywillnot.• Limitthelengthofyourworkday.Ifyourworkdayhasnodefinitiveend,younostrongreasontomaketheworkfityour

day.Butwhenyouhavetoleave,theworktendstogetdone.• Whensomeoneislate,don’tsay,“That’sOK,”andgivethempermissiontodoitagain.

DiscoverYourOwn“TimeCompression”Tactics


6c:How–TimeCompression


TimeAccelerationStrategiesTimeaccelerationislearningtodosomethingfaster(skilldevelopment),findingatoolthatallowsyoutodosomethingfaster,andselectingtherighttoolforthejob.

1.Skilldevelopment:learningtodosomethingfaster(aninvestmentnowthatcreatestimeoverandoveragain)

• Foranytask:lookforwaystodoitfaster.Isthereabetterwaytocutyourlawn?Abetterroutetodrivetowork?Abettermethodtogettowork?Abetterwaytouseyoursoftware?Abetterwaytoprepareapresentation?

• Investthetimetolearnthefeaturesinyoursoftwarethatwillsaveyoutime.Forexample,inMicrosoftWord:usestylestoformatfaster;createAutoCorrectentriestoentercommonly‐usedtextinacoupleofkeystrokes;usetablesforquicklyorganizingdata.Inanyapplication:createtemplatesfordocumentsyouusemorethanonce;beginwithanexistingdocument,thenSaveAs.Ontheweb,learnhowtowriteaBooleansearchquerytofindwhatyouwantquickly.

• Filing:learntoorganizeyourpaperandelectronicfilessothatyoucangettothemeasily.• Findthe“rapid”way:learnrapidpresentationplanning,learnspeedreading,etc.

2.Tooldiscovery:findinganewtool(technologicalorphysical)ormethod(thewayinwhichwedosomething)

• AdoptCreatingTime,GettingThingsDone,oranothersystemtohelpyoumanageyourtasks.• Findnewsoftware,insteadofusingwhatcomeswithyourcomputer(e.g.,togetyourvideoorphotographsfromthe

cameraontothecomputer,edit,anddistributethem).• LearntheCreativeProblemSolvingprocessfordeliberateproblemsolving(www.omniskills.com/cps).• Createchecklistsforcommonbutdetailedtasks,suchasgivingapresentation,orpackingforabusinesstrip.• Use“rules”inyouremailsoftwaretoseparateautomatedmailings(newsletters,vendoradvertisements,etc.)from

messagessentbyrealpeople.• Email:towriteasuccinctemailmessageinashortamountoftime:sticktothemainpoint,avoidbackstoryanddetails,

usebulletpoints,whichhelpyoutofocus(andyourreader,too).• Keepemailmessagesbrief.Unlessitisabsolutelynecessary,keepthebackstoryandminordetailsout.Thereader(s)can

alwayscontactyouiftheyneedmorethanyouhavetoldthem.

3.Toolselection:choosingtherighttoolforthejob

• Whencommunicatingwithanother,choosetherighttool:email,telephone,voicemail,inperson.• Choosetherightsoftwareforthejob.Forexample,useAccessasadatabase,insteadofExcel;LayoutpagesinPublisher

orotherdedicateddesktoppublishingapplication,insteadofusingWordorPowerPoint;outlineapresentationusingWord’ssuperioroutliningtools,ratherthanPowerPoint’sawkwardones;useMicrosoftProjecttomanageextendedprojects,ratherthanusinganotepad.

• Returnemailwithyourdeskcomputer’sfull‐sizedkeyboardinsteadofyourBlackberry’stinyone.• Takethedirectflightinsteadoftheslightlycheaperonewithastopover.• Takethetrainratherthandriveacrossthestate,sothatyoucangetsomeworkdonealongtheway.• Goin‐person,oruseavideoconference,teleconference,webconference,ortelepresencesysteminstead?• Useatravelagent,orpurchaseticketsonline?• Gotoastore,orcallahead?Shopin‐person,orontheweb?• Pre‐shoponthewebtoreviewproducts,thenbuyinperson–insomeinstances.Inotherinstances,dothereverse.• Useafocusedsearchengineforsomequeries,ratherthanalwaysusingGoogle(e.g.,wolframalpha.com)• Askthequestioninsteadofrelyingonhabit.Forexample:rakeorleafblower?Handwashordishwasher?Handwashor

carwash?Stairsorelevator?PaperandpencilorPC?

DiscoverYourOwn“TimeAcceleration”Tactics


6d:How–TimeAcceleration


TimeShiftingStrategiesTimeshiftingismovingatasktoatimethatsuitsyou,whichisnotnecessarilywhenitactuallyoccurs.

1.Movesomethingfromitsnormaltimetoyourowntime

• Ifaconferencecalldoesnotrequireyourdirectparticipation,listentoitrecorded,atatimethatsuitsyou.• Download,stream,recordorrentnewscasts,shows,ballgames,movies,etc.,thenlistenorwatchwhenyouwant–and

possiblywhiledoingotherthingssuchasworkingoutorcommuting.• Fortelevision,useaDigitalVideoRecorder(DVR,suchasTiVo)torecordprogramsandwatchthemwhenyouwant,not

whentheyarefirstbroadcast.(Bonus:thisalsoallowsyoutoskipcommercialsandanypartthatisnotworthwatching.)• Formovies,useaservicelikeNetflixsothatyoudon’thavetoleaveyourhousetorentorreturn.(RedBoxis$1pernight,

butyouhavetogoandgetit,andyouhavetobringitback.What’sthehiddencostinthat?)

2.Dosomethingatatimethatisnotnormallyexpected

• Returncallsafterhoursandleavevoicemessages,whicharequicker.• Whenameetingisscheduled,offeranalternativetimeiftheoriginaltimedoesnotsuityou.• Arrangemultiplethings,suchaserrandsormeetingagendas,intheorderthatmakeslinearorconnectivesense.

3.Dosomethingatitsidealtime

• Workduringlunchhour,whentheofficeisquietandtheeateriesarecrowded.Gotolunchwhentheofficeiscrowdedandtheeateriesareempty.

• Driveintowork,orbackhome,justbeforeorafterthecommutetime.• AvoiddoctorsonMondays.• Makeappointmentswithanyservicethathasback‐to‐backappointmentsfirstthinginthemorning.

DiscoverYourOwn“TimeShifting”Tactics


6e:How–TimeShifting


TimeEliminationStrategiesTimeeliminationiswhenyoustopdoingsomethingyouaredoing,declinetodosomethingyouhavebeenaskedtodo,ordelegate(oroutsource)thetasktosomeoneelse.

1.Say“no”tosomethingnew

• Ifyoudon’twanttodoit,don’tdoit.• Withoutexcuses,saynogracefully.• Atwork,whengivenanewproject,negotiatewhereitfitswithyourexistingwork.Forexample:“Thesearemycurrent

projects,andmyplanforwheneachwillbecompleted.WhichoftheseshouldInotdo,ormovethedeliverydateon,orlowerthepriorityon,inordertotakeonthisnewproject?”(Note:worksbestafterimplementingCreatingTime.)

• Inyourpersonallife,saynotostartingnewtime‐intensiveactivities(suchasgolf,ortrainingforamarathon)andtimeholes,suchasFacebook.Saynotopartiesyoudonotwanttoattend.

2.Stopdoingsomethingyouarealreadydoing,completely

• Quittingisdifficult,butnotimpossible.Ifyouwantto,orneedto,stopsomething,thenstop.• Ask:whatdoyougain,versuswhatyousurrender,tocontinuedoingthis?• Ifquittingleavesavoidforsomeoneelse(e.g.,whenyouareonacommittee),findyourownreplacement.• Analyzethethingsyoudohabitually,andexorcisetheonesthatnolongersuityou.

3.Stopdoingsomething,someofthetime

• Attendonlythepartofameetingthatactuallyrequiresyourpresence.• Stoptrackingpeopledowntogetanswers:whendefiningthequestion,provideadefaultanswer:“ifIdon’thearfromyou

by5:00on10/15,IwillgoaheadwithPlanA.”Hatefiling(likewealldo)?Fileonlywhatmustbefiledandrecycle,shred,andtosstherest.

• Breakingupishardtodo;maybethetwoofyoujustneedsomespace.(Thisisnotjustforrelationships.)• Workathomeonedayaweekandsavethecommutetime,bothways.• Eatlunchatyourdeskin20minutesratherthangoingoutforanhour(whichsavesmoney,too,ifyoubringyourlunch

fromhome).• Outsourcesomeofyourhomeimprovementsandrepairs.Youdon’tneedtodoeverythingyourself,evenifyoucan.

4.Eliminatesomethingandsubstitutesomethingelse

• Consider,forthingsthatyouneed,thattheremightbeabetterreplacementforsomething.• Wheredoyougetyournews?Wouldradiobebetterthantelevision?Newspaperbetterthanweb?• Whatdoyoudotoworkout?Doesitalwayshavetobeanhour‐longbikeride?Couldyourun,orswim,ordoPilates

instead?Couldyoubiketoworkinsteadofdriving?Carpoolinsteadofdriving?Bringlunchfromhomeinsteadofeatingout?

• Don’tduplicateeffort.Forexample,useonlythecompany‐requiredelectroniccalendarsystem,insteadofmaintainingaseparatepaperone.

DiscoverYourOwn“TimeElimination”Tactics


6f:How–TimeElimination



Whattodorightnow?


Usethislogtodocumenthowmuchtimeyouhavecreated,andhowyoudidit.Thiswillprovideyouwithawaytoconfirmyourprogress,andtoprovidearecordofwhatworkedwhenyouhavesimilarsituationsinthefuture.

Task/Activity/Project TimeCost(hours) Per(circleone) CTMethod HoursSaved/Year

daywkmoyr

TOTALTIMECREATED


CreatingTimeLog

Documents

Task Analysis Worksheets - OmniSkills, LLComniskills.com/downloads/creatingtime/ct-micro-worksheets.pdf · OmniSkills, LLC omniskills.com Worksheet #1 This page is a summary of the