What Should I Do with My Next Moment? Part II

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What Should I Do with My Next Moment? Part II

In our last episode we took a bit of a side trip to talk about the management of a resource that is far and away more valuable than money – and that’s time. Money matters. But I would say that time matters more. There are four questions I wanted to share that can help you make better use of the time you spend in the workplace. The first was, “Is this task worth doing?” How much of our work lives are spent doing things that are not the best use of our time? More than we realize. I then identified a second question, which is, “Am I the one to do this task?” Just because something should be done doesn’t mean you are the one that should do it. Aligning appropriate tasks with the appropriate people will make everyone more efficient and effective. I ended the last episode by asking the question “When should this task be done?” That’s where I’m going to spend the bulk of this episode in the hopes that you can be a better steward of your time when all is said and done. One of the problems we have with task completion is that we are prone to do the next thing that gets our attention – without really even thinking about it. Pavlov’s dog began to salivate every time he heard a bell. And we often spring into action each time we feel a vibration or hear a “ding.” We often immediately respond to the next text that vibrates our phone, the next email notification we get in the corner of our computer screen, the next person that walks in the office door. Sometimes, that really is the right response, and we need to address it immediately. But more often than not, in each of these instances, we need to put the task in its appropriate place in line. I want you to think of yourself as an ER Doctor. You can only treat one patient at a time – but there are constant needs coming your way. You’ve got to learn the ability to triage, to address the things of greatest importance and urgency first. So, here’s a grid that might help you make sense of these needs. Each time a task presents itself, give it a number between 1 and 4, which represents its priority. But remember, before you give it a number, ask yourself, “Is this even worth doing in the first place? And then “Am I the one to do it?” Assuming you have said “yes” to both, you’re going to give it a number. Four means that it simply must be done today. No wiggle room. Something bad will happen if you don’t get it done, or some huge opportunity will be missed if it’s not completed. Today is the real deadline for action. There are very few things that will become a four for you. But they do come up and they need to get the attention that they deserve. This is what I call truly urgent – ASAP kinds of things. Moving to the next priority number, you will assign the task of three if it should be done today. This is different than a four because it is not an absolute necessity to be completed today. Level 3 tasks should be done today, but it would be okay to get them done in the next few days. They are highly time sensitive tasks, but not absolutely today tasks. Depending on your job, you could have a fair amount of these. The next number is a two, which you will assign to those tasks that would be good to be done today. This means they are time sensitive, but not highly time sensitive. You can’t put them off forever, they do have a deadline. But that deadline might be a little way down the road. This is where the largest portion of your tasks will fall. Lastly, you’ll assign the task a one if you just could work on it today. Low urgency. It’s still worth doing, but it really doesn’t matter when you do it. There will only be a few of these. So, to review. Four it “must be done” 3 is “should be done” 2 is good to be done” 1 is “could be done.” Now in order for this to work, you have to have a single place to track your to do’s. You can do it on a piece of paper, or in an App like ToDoist or Microsoft To-Do. Having multiple places like post it notes, a notepad, and a place on your computer will make you more likely to let things slip between the cracks. If you want to use post it notes, that’s fine – just keep them all in the same place. So, whether it is paper or digital, you need a place for your tasks that are undone to live. You will also need to review these each morning as you start your day. A list isn’t much help if you aren’t referring to it. You wouldn’t make a grocery list and then leave it in the car just to see if you can remember it all. The list is there to help you organize and make sure you don’t miss anything. Reviewing it every morning allows you to check and see if the priority number is still accurate. It might have been 3 yesterday, but today it has become a four. So, once you’ve reviewed your list, work your 4’s first, then your 3’s then your 2’s. If you work this system, the highest priority things will eventually get your attention in their turn. Now personally, I take this a step further by transitioning some of my tasks to my calendar to plan out how much of it can actually fit in today. I won’t spend any time unpacking that technique in this episode because I want you to learn how to keep an accurate list with accurate priority assigned to each task first. I’m telling you; this discipline can help avoid that sinking feeling of getting to the end of your day having discovered that you overlooked the most important thing. Let’s move on to talk about the fourth and final question to ask, “Who else should know about this task.” There may be some tasks you are completing that affect other people. You can let them know about you are done through a simple email – maybe even by just using the subject line. Another technique that I think it really powerful is the art of the blind copy. Bcc’ing appropriate people in your emails can keep them up to speed on projects, tasks, and a host of other kinds of communication so they can stay in the loop. One of the most common complaints in workplaces today is a lack of clear communication. Having some kind of mechanism that let’s people know what tasks are being worked on and what tasks are being completed can help avoid duplication and confusion when done well. So, there you have it. Four questions that can help you make sure you’re making the most of your time in the office. Again, those questions are: “Is this task worth doing,” “Should I be the one doing it,” “When should it be done,” “Who should know about it.” You can’t do everything that you want to do – but you can do more than you might think – especially if you are strategic in the ways I’ve shared in this episode. Speaking of being strategic, did you know that the bank you partner with is a very strategic decision that can either add or subtract from the financial stress in your life. At Foundation Bank/McKenzie Banking Company, we want to subtract from our client’s financial stress. Instead, we want to move your forward financially. We’d love to have the chance to do this for you. Start your financial conversation today by visiting Foundationbank.org. We also hope you’ll subscribe to this podcast to it in your favorite podcast app and share it on social media. Until our next episode, God bless you.

-President Chad P. Wilson, CFP

Today’s episode of “Money Matters” was written and recorded by President Chad P. Wilson of Foundation Bank/McKenzie Banking Company on March 11, 2025. This episode does not constitute financial advice. Please consult a financial professional to discuss your specific needs. Any rates mentioned are subject to change and are accurate as of the recording date. Foundation Bank/MBC is an Equal Housing Lender, Member FDIC.