Managing Tasks and Time 

Sometimes, it feels like the to-do list for a mentor/supervisor is eternal… and in many ways, it is. There will always be another phone call, another appointment to book, another bill to pay, another client to qualify. This can feel overwhelming. However, following through on your commitments when you say you will shows the people you are working with that you are trustworthy and that you value them. Understanding proper task management can help you to feel confident that you have control over your business and turn that sense of anxiety into productivity. 

The first thing when managing your tasks is to find a system that works for you. Committing appointments and chores to memory is rarely sustainable. You will need to commit to setting dates in a calendar (whether that is a physical planner, your Google calendar, or an app) so you can rest assured that nothing will slip past you. 

Likewise, finding a way to keep track of your to-do list is essential. I’ve found that Asana is a great tool. This is a program that helps to manage tasks and times. There are free versions available. I love it because it can identify teams, and projects with that team. There are places to link documents and calendar appointments. I use it for delegation and ensuring that my team and I follow through on tasks. I am not sponsored to support Asana—I have just found it very helpful. There are many programs to choose from and any tool is only as good as your ability and commitment to use it. The important thing is finding the right system for you. 

There are a lot of technical questions to ask yourself about any task:

• When will you attend to this work? 
• How much time will you allocate for this project? 
• Who is your team on this project? 
• Which project/client is your priority right now? 
• What can be left until later? 

Considering these questions as you assign yourself work can help you plan ahead and feel like you can estimate the amount of time and energy ahead of you. 

Finding the best system and tools for your business is essential. Of equal importance is a healthy mental approach to your task management. Being intentional and holistic with your approach to work will also benefit you in the long run. A mentor/supervisor’s work is never really finished. There is always more to do, and, likely, you will often feel like you haven’t done enough. When you say yes to something, you are saying no to something else. 

What can you do when there are so many competing projects and people fighting for your time? How can you create a sustainable way to work without experiencing burnout?

I like to focus on three questions: 

• What needs to be done right now? 
• What can be done later? 
• What work could I allocate to others? 

People in caregiving professions tend to want to take on more than they should. We want to help, we want to feel useful and we want to feel in control, especially with our own business. However, we need to remember what matters most and who matters most. We use every second of the day and none is stored up for tomorrow. We need to remember that our relationships and our mental and spiritual health are just as important as our work. Remember to schedule time into your calendar for your family, friends, hobbies and relaxation. If you are not giving time to life outside of work, the negative effects will eventually creep into your work life  and can lead to burnout. 

Reflection Questions: 

• Are you clear on what matters most? 
• What adjustments do you need to make? 
• Who can you speak to if you are struggling with task management? 

What’s Next: The best practice for mentors and Professional Supervisors is to have regular supervision sessions. Can we help you find a Professional Supervisor? We have some availability now. Reach out for a confidential conversation at https://vervelead.com/contact/