Optimizing Task Initiation With Visual Time Mapping

Background:

As a high school student with learning disabilities, I struggle with something called "Executive Dysfunction" The process in your brain where organizing, starting, and maintaining tasks is managed is called Executive Function. When this process doesn't work properly, it means that even if I have something I know I need to get done, I have immense difficulty "getting the ball rolling" on the task. This is different from procrastination, where you are choosing to ignore the task and do something more fun instead.

The Problem:

I have a lot of time in between classes (called "opens" later in the project) and am not using them efficiently. These are 45 minute blocks of time, and after some analysis, I realized that I am wasting an average of seventeen minutes per block trying to decide what to start on!! This is almost an hour of wasted time that I could be completing homework, notes, projects etc.

The Solution:

I needed to find a system where I could not only have a mile long TO DO list, but optimize my time by deciding what I would be doing during each open period. This is how I came up with my Time Mapping System using FREE and extremely customization Software. After several iterations, I upgraded from my "ever-growing TO DO list of doom" to a clear and visually appealing table layout that helps me cut transition time and start tasks faster.

Milanote: A free "Whiteboard" like interface where you can put text boxes, checklists, tables, images, files, color pallets ect. Originally intended for free-form creative project management, but I use it for organizing my school life because of its adaptable layouts and pairing across devices. (Strange but life saving usecase: If I need a photo of something from a lab sent from my phone onto my computer, the Milanote app does it faster than gmail thanks to our school's wifi!)

Website: Great for free form layout set up, boards (folders) and sub boards to your heart's content , and ease of using all the tools I mentioned above^^^

App: Best features are "quick notes" that show up as " unsorted" once you log back in on a computer, as well as uploading images from your phone.

Consider using my link to sign up! (No $ commission made, just extra utility on a tool I love)

Time mapping is being able to see different "free" chunks of time in my day and filling them with ONE task that I want to get done. Instead of a broad to do list with 30 things in it that I will get overwhelmed by, I pick one: "do 10 calc problems", "Take notes over Voltage Drop" etc. and put it in that time slot. If I finish early? I can roll into a similar task or pick from my "tasks" bank. The point is to focus in on one item that I need to get done, and by removing the decision paralysis I can move more efficiently through my coarse work.

Set Up Instructions:

1. Using the "Table" function in Milanote, Create a table that has 6 rows (Heading and days of the work week) and as many columns as time slots + 1.
2. Create headings for day of the week and time slot using the first row and column
3. Customize! I made mine different colors so I could read it easier, as well as adding emojis and bolding things that don't change week to week.
4. It will look plain at first, but I use the last 10ish minutes of my school day to plan ahead for the next day using this table.
5. When the week ends, delete what the boxes contain for a fresh start on monday, or make a copy of the whole table to save your progress!

Bad News: You can't completely get rid of a TO DO list... But you can make it less intimidating!

1. The next biggest feature in my Milanote spread is my "Tasks" List. (Don't mind the duck emojis) This is where I dump everything I need to get done eventually into, before moving it to a time slot. If I finish a task before my time slot ends, I consult the list and pick something similar to focus on.

Other helpful features on my spread (feel free to get creative!):

1. Subjects With Homework Checklist: good Visual Cue for if I really need to get something done.
2. DON'T FORGET Box: General reminders, long term due dates, tests etc.
3. Boards: app icons that store other elements, lists, photos etc. inside of them for further organization.

Have you ever heard the saying "The best planner is the one you'll use?" That same logic applies here too! Take my ideas, (Time Mapping table, Milanote Spread, less-stress approach to TO DO lists) and apply what works for you to be more efficient in your work! This system has given me back on average an hour of work time each day, and I am hopeful it can help you work faster too.

Now, Let There Be Speed! 🏎️ 💨💨💨