Do you ever find you get so caught up in your list of things to do that you don't seem to get anything done? Following these four ideas to help you manage your daily tasks and long range projects will result in lots of checkmarks on your chore list!

1. The Daily To-Do Priority Technique: Look at your list of tasks. Put an "A" next to the items that absolutely have to be done first. Put a "B" next to the items that really need to happen today but aren't as time sensitive. A "C" indicates a task that would be nice to get done today, but can really be put off until another day. You might even create a "D" category for tasks that are on your radar but don't have a deadline.

2. Managing Other's Expectations: Be realistic about what you can get done. Do not tell someone you'll get back to them today if it really isn't going to happen until tomorrow or even the next day. When handed a task to complete by a manager, be sure to find out how this task fits into the bigger picture. Sometimes what seems like an "A" priority when handed to you is really a "C" task that just needs to get done over the next few days. When juggling a seemingly endless list of "A" priorities, reach out to the people affected by the work. Who can wait? What is the real priority in a list of related tasks? How will other projects be affected by completing (or not completing) the task?

3. Staying Focused: Draw a 4-cell grid. In the 1st cell put the words: Urgent and Highly Important. In the 2nd cell you will write: Important / Not Terribly Urgent. In the 3rd cell: Urgent / Not all that Important. In the 4th cell: Not Urgent & Really Not Important. Every task, action, phone call, web page review, email, click, etc. that you do throughout the day falls into one of these categories. Sometimes when people get bored they will drift off to activities best described by cell #4...surfing online for the best deals on skateboard decals when you haven't even looked at a skateboard in 10 years is a good example. On the reverse of that, staying focused on completing part 1 of a 100-part project that needs to be done by end-of-day is certainly both urgent and important.

Perhaps shopping for your nephew's birthday gift for Saturday's party isn't urgent in relation to your work, but it certainly is important in the grand scheme of things - therefore it falls into the 2nd cell. What would be urgent but not important (in regard to your work, anyway)? Calling your super about the leaky toilet, joining the staff for a birthday celebration in the break room, or answering the phone so the receptionist can take a break! The trick here is to stop yourself throughout the day to see where your present task falls on the grid and ask yourself if there might be a better use of your time and energy.

4. Factoring in Real Life: Making time to re-energize and handle some personal tasks each day is just as important as getting an "A" task done. Be realistic about how long things take to get done. Be realistic about your ability to stay focused without a break. Factor in typical work-day disruptions and make sure to budget time for lunch breaks, quick refreshing walks, calls to your S.O. and kids, and handling personal errands...and just vegging out! Staying cognizant of your natural working rhythm and preferences will help you plan your day and set priorities.

Each of these strategies will work for you, if you work them into your day. Each one works well in conjunction with the next and when used together, can be a powerful tool to keep you on track at work. Do you have a great strategy that keeps you focused and on task? Share it with me: kimberly@citycareerservices.com. Your tip might show up in a future article!