記得之前有朋友問我,為甚麼Google 日曆上新增項目的時候,要你選擇【工作】or【活動】。
確實,剛開始學習時間管理的朋友,通常都會遇到不知道是否該把【工作】,也就是To do 放進行事曆的問題
最常見的就是一口氣把滿滿的To do 排上時間,像是以下這個圖
我以前也很喜歡在每個禮拜日把下一周的代辦滿滿排上行事曆,因為光是這樣排就好像自己一定會完成似的,而且看起來很美觀
但是後來我發現,雖然我的【 To Do 】達成率很高,但是沒達成的,都是對我來說比較重要的事情,像是寫一篇文章、完成報告、閱讀、研究一家公司這些有價值的任務
根據要事第一法則,這些沒完成的任務,很多時候都是屬於“重要,但是不緊急“的第二象限,而史蒂芬.柯維告訴我們,第二象限才能真正推進我們的人生價值
反過來說,我完成的任務,都是一些比較沒價值的事情,屬於第三或第四象限
- 延伸閱讀:『要事第一法則』你一定要知道的秘訣:任務四大象限
為什麼會這樣呢?為甚麼我明明排上了行事曆,我卻無法如期完成任務
其實關鍵就在於,真正有價值的事情,不可能那麼容易完成,而且因為設下了時間,無形中會帶給自己壓力,就更不想碰困難的任務了
回到正題,那麼到底【 To Do 】跟【 Event 】要怎麼區分呢?其實很簡單
- 【 Event 】:在規定時間段一定會做的事情,像是與某人見面、上課、會議、約會。
- 【 To Do 】:將來必須做的事情,不一定要在某時段完成,頂多有截止日期,或是從某個時間點必須開始做才行
現在我們再回頭來看看Google日曆的設計
【 Event 】可以讓你設定時間段、是否跨日期,甚至你可以點選”更多選項”,針對這個活動本身設定更複雜的內容。
【 To Do 】則只能選定某一天,不能跨日期,也沒有更多選項可以設定
有些朋友可能會問,為什麼工作表的設定選項這麼少?如果我的代辦事項是一天之內無法完成的,不就必須要每天新增了嗎?
但我認為,這個設定其實很符合”代辦事項”的意義
還記得我前面說的嗎?真正有價值的事情,不可能那麼容易完成
如果你不知道你的代辦事項怎麼安排,我建議用以下的方法做區分
- 專案:大型任務,包含一系列與結果有關的行動、資料…等等。
例如,打造一個部落格、開辦一家運動中心並開始營運、買下一間法拍屋、完成一個講座…..
- 任務:中型任務,分屬於專案底下。
例如:寫一篇文章、完成本季財務報告、調查市場行情、尋找演講場地
- 最小可行性任務:可以直接馬上行動的任務。
例如:蒐集文章相關資料、從公司資料庫中抓取本季資料、購買一本教你買法拍屋的書、打電話給場地出租業者
我認為,可以被設定日期掛上行事曆的【 To Do 】,就只有有價值的最小可行性任務或是少量雜事(第3、4象限)
中型任務可以放在清單裡就好,不需要特別安置日期;至於專案以及中型任務,我認為可以用甘特圖來表示跨天數,並設定時間提醒或是截止日期
根據這個邏輯,前面的的google日曆範例,應該可以被修改成下面的樣子
上面的大型任務我用跨天數的【甘特圖】來管理,在下面就可以放每天的日程【To Do】,並且我會用!來標註比較重要的事情,這是我之前之前寫過的一個篇文提到的,叫做"把雜事轉化成可處理的語言"的技巧。
這種日程安排方式有什麼好處呢?
一、確保每一步都足夠簡單
最小可行性目標能讓你比較沒有壓力的做事,之前我也在”未來的葬禮:想像十年後的你已經去世,該怎麼制定目標? “提到過,如果每一件事情都能夠解構成每一個簡單的步驟,那麼沒有甚麼事情是不能被完成的
二、你都是把時間花在做真正重要的事情
我不太喜歡我的日程上充滿各類第三第四象限的雜事(雜事我會專門排一天一起處理:把雜事集中處理:你知道甚麼是低回報任務嗎? ),這樣一來我就能確保今天時間都花的值得,任務都可以推進我的人生價值。
現在我給你三個行動指示,你可以馬上練習看看,修正自己的日程表
-
把無法馬上完成的大型任務,拆解成小型任務/最小可行性目標
-
試著把不重要的事情控制住,或者至少擺上三個有價值的任務
-
開始使用任務四大象限管理任務,為任務標上重要性
時間管理系列:
書摘:
書評列表:
每月推薦書單:
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我是站長Cloud,如果你喜歡這篇文章,記得訂閱我的部落格
你可以使用RSS、電子郵件,或是追蹤我的臉書
我每個禮拜都會分享有關自我提升、書評、時間管理、筆記方法的文章
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