In the context of time and task management, workflow can be defined as the sequence through which a piece of information (i.e., task) passes from initiation to completion.  Most of us receive information from a variety of sources, including but not limited to personal and professional conversations, emails, traditional mail, social media, etc.

It’s important to highlight how unique and different the workflow process is to each and every one of us.  Not only do we all receive tasks differently, but we also think and prioritize things differently.  It’s important to recognize these facts because they are foundational to creating a personalized time and task management process.  

The workflow process begins when we receive the what, or information/task element, of the process.  This element can best be thought of as anything that might cause you to do work.  It could be something simple, like our children asking for their favorite meal, or something more complex, like our boss appointing you to be the project lead.  Regardless, understanding how and where you receive tasks is an important part of developing a personalized time and task management system.

In the context of workflow, the How, or self element, within the workflow process is the only portion we have much control over.  We sort through the volume of tasks coming at us every day, we decide what can and cannot get done, the quality of the finished task, and, to a degree, when we will complete the task.  Another way of thinking about this element is that these are the things that only you can do.  For example, only you can sort through all the things that are being thrown at you every day. 

The When, or the time element, of the process is the portion of the workflow where we decide our priorities over time; in other words, what we will do and by when.  Oftentimes, deadlines or external sources seem to drive our priorities.  If we’re lucky, we can negotiate for a little extra time to get things done. 

Understanding the end-to-end of your personal workflow allows you to begin taking back control of your time and how it’s allocated.  It took me several years to fully implement a task and time management system that felt like it was built for me.  The key for me was to watch and assess my own workflow both in my personal and professional life.  Once I found a system that worked for me, I was able to effectively work on and oversee hundreds of large and complex initiatives with minimal levels of stress.  It’s important to keep in mind that the number of tasks someone can or should manage will largely depend on the complexity and resource constraints associated with the tasks themselves.

1. P/F _____ Do you have a system to prioritize all the demands life throws you? A system to prioritize daily activities is essential for having a balanced and successful personal and professional life.
2. 0.5 _____ Have you created a workflow diagram for how you receive, prioritize, and complete tasks? Assessing how you receive tasks will help determine the best task management system for you.
3. 0.5 _____ Do you feel your time and task management system is efficient? A measure of efficiency is the number of steps or time it takes to receive, prioritize, and complete tasks, in other words, the workflow. 
4. 0.5 _____ Is your time and task management system effective? A measure of the effectiveness of a time management system is through your stress level and, subsequently, the quality of your personal and professional relationships.
5. 0.5 _____ Is your time and task management system an enduring system? An enduring system is one that can adapt and evolve as your workflow, roles, and responsibilities change. 
6. 0.5 _____ Do you have a daily and weekly To-Do-List? Having a comprehensive daily and weekly task list ensures you are able to maximize your time throughout the week.
7. 0.5 _____ Does your task management system look far enough into the future? How far your time and task management system looks into the future is entirely dependent on your personal and professional workflow.
8. 0.5 _____ Are you okay with saying no? Knowing your limits is a crucial aspect of self-awareness.  Steve Jobs famously said, “Deciding what not to do is as important as deciding what to do.”
9. 0.5 _____ Are you getting enough sleep? Sleep tends to be one of the first things we give up when life’s To-Do-List is full.  The proper amount of sleep is an essential element of a healthy, balanced life.

_____: Assessment Grade

RuReady Resources:

1. RuReady.fyi To Do List Worksheet

 Amazon Books:

1. The 7 Habits of Highly Effective People, by Stephen R. Covey, Jim Collins, and Sean Covey. This has long been one of my favorite books.  I have used many of the lessons taught in this book throughout my career.
2. How to Get Control of Your Time and Your Life, by Alan Lakein, is a concise, energizing guide that turns time‑management into something practical and genuinely empowering. It’s one of those rare books that leaves you feeling clearer, more focused, and ready to take action.
3. Deep Work: Rules for Focused Success in a Distracted World, by Cal Newport, is a sharp, motivating call to reclaim your attention and produce work that actually matters. It’s one of those rare books that doesn’t just inspire you, it gives you a blueprint for transforming how you think, create, and succeed.
4. Essentialism: The Disciplined Pursuit of Less, by Greg McKeown, is a refreshing reminder that doing less, on purpose, can lead to far greater impact. It’s a clear, uplifting guide that helps you cut through the noise and focus on what truly matters.
5. Getting Things Done: The Art of Stress-Free Productivity, by David Allen and James Fallows, is a game‑changer for anyone who wants clarity, focus, and a calmer approach to productivity. It transforms everyday chaos into a simple, reliable system that helps you breathe easier while getting more done. 

YouTube Resources:

1. The Eisenhower Matrix: How to manage your tasks with EISENHOWER, Andreas, founder of Eisenhower.me I think this is a great 2-minute video explaining the concept and application of the Eisenhower Matrix.