There may be nothing more frustrating for an entrepreneur than a day without a schedule, except a day where you have scheduled a lot more than you can possibly get done. Just like we sometimes loosely say that there will always be work to do on a farm, there is always so much to do in a startup and as you scale up and expand, the list grows.
In drawing up a list or setting a goal, there are recommendations to make it SMART – Specific, Measurable, Attainable, Realistic, and Time-bound. These are general recommendations but entrepreneurs find them useful. I would like to add one or two things you should ask before adding any item to your to-do list as an entrepreneur.
Is it important?
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There are a lot of things to do, ranging from mundane or routine tasks to highly critical ones. Before entering a task into your schedule, calendar, or to-do list, ask yourself whether the task is important?
Can it be ignored without dire consequences? Is it one of those things you just do for the sake of doing it, and not because it really achieves anything in the long run? If the task is not important, skip it. You want to keep your list as lean and practical as possible, instead of crowding it with unimportant tasks that may tire you out.
Can it be delegated?
Some tasks are important, but you do not absolutely have to be the one to get them done. There are tasks that can be delegated to someone who is equally competent on your team. If it can be delegated and you are certain that the assignee can deliver the same or even better quality than you would, take it off your list and delegate it. If you do not have a team member who can handle it, you have to do your analysis and decide if it would be cheaper (time and money) to outsource. This can help you free up your calendar a bit and focus on higher priorities.
Can it be postponed or rescheduled without consequence?
A task may be important but not so time-bound that you cannot reschedule it. Can you do it tomorrow? If you have decided that this task cannot be delegated but is not time-bound either, you can move it down your to-do list. This tip is not a way to justify procrastination, but simply means you should appreciate your time as a valuable, finite resource and decide to attend to the most pressing matters first.
Does the task unlock other tasks?
Does this task unlock other tasks? Are there other things I will not be able to do until I get it done?
A task may not be important on its own, but might be a gateway task that unlocks some important tasks. When I say gateway, I mean it opens the way to other tasks which cannot be done unless it is out of the way. For instance, there could be a not-so-important meeting which is holding back other employees or staff from carrying out their own tasks. As a team, you work in a chain and these are tasks that you need to get done for others to get their tasks done too.
Once you have spotted out a gateway task, place it at the top of your list and get it done.
Can it be automated?
We are in a digital age that may soon be largely powered by artificial intelligence. If it is possible to automate a task, especially recurring tasks, get it automated as soon as possible.