Snapshots and Tracking

[2chatter]

Work question ---

Things were very quiet for me for a while. They are not now - I have 25+ projects. Some of them are small but require lots of follow up or hand holding.

I am not even sure what my total question is - you guys might have ideas that are not even on my radar.

How do you keep track of the 32 things you have to do for each project or task you have going?  What is your method for handling the running list of things you need to do, but cannot drop everything to do right now?

We changed the way we track, and I no longer have reporting from my directs. I just have to know it all and keep track.

I am losing my mind. Suggestions appreciated.

[twinmomma]

Have you ever tried a project management system? Basecamp is a pretty good one for a quick, easy to use one. It doesn't give intense project management reporting, but it helps keep track of timelines, assignments, and feedback all in one place.

I actually rely heavily on my inbox being a to-do list of sorts. I try to keep it cleared out except for action item emails. I also make a paper to do list each morning after triaging my inbox and checking out the meetings schedule for the day.

I'm a big fan of just old fashioned excel timelines too. Helps me track the what, when, and who of each piece pretty easily. I've also found some free gantt chart tools if you're into that too.

[xanthepants]

I keep anything I need to followup on in my inbox and file into project folders once the task is done. I also keep a handwritten list for the day and cross out as I go. I keep separate binders/folders for each project and have an active row on my back desk that I look at each day. Usually I juggle only 10 or so. I feel for you - that is a ton to keep track of. Usually on Thursday I make a point of cleaning up shop and getting everything out the door that I can (I block off half the afternoon for this). Then people can in turn try and respond by Friday.

[mommyatty]

I do a couple of things. I keep a running task list per project in Word docs on my home screen. So each project has its own Word doc that I can open.

Then I just learned this new "trick." Each evening, I take a few minutes to figure out the things the next day that must be accomplished. Then I schedule the time per task into my calendar for the next day. And on Monday mornings, to the extent I can, I do that for the week. So, for example, last week I knew I had to set my goals in our management system and I had to approve my subordinates' goals. So for Tuesday, I scheduled in an hour called "MyGoals" and marked myself as busy so no one could schedule over it. (We totally heart meetings in our org.) Then for Thursday and Friday, I scheduled 3 30 minute blocks called "Review Goals." I also marked those as important so my admin could see that those weren't time that could be flexed. I do the same thing with my project "to dos." It's working really, really well, mostly because we have so many meetings that I was finding I had no time to actually accomplish any work.

[seamonster]

I do lists of individual projects and use a checklist or gantt chart for tasks within those projects. I keep a list of what I'm working on either on a "sticky" on my desktop or on a list on my cubicle whiteboard so that I can see what things I've taken on and need to do (so I don't forget). The whiteboard list is helpful sometimes so my boss to see my current project list and doesn't get the impression that I don't have a lot going on because I'm not one to send out an update email for every little thing.