How the 4Ds of Time Management Can Save Your To-Do List

Studies show that effective task management increases job performance and wellbeing. Unfortunately, there are so many different time management techniques that it can feel overwhelming to try and find the best fit for you. To keep things simple, stick to the 4Ds of time management for an efficient and successful way to check off each and every item on your to-do list.

What are the 4Ds of time management?

The 4Ds of time management are a technique created by Daniel Johnson for his 1991 book, Career Comeback: Taking Charge of Your Career. However, they were popularized nine years later by Jack Canfield, a corporate trainer, entrepreneur, and co-author of the Chicken Soup for the Soul series. To Canfield, the 4Ds is a mnemonic for four task-handling categories that expedite workflow and streamline processes.

The 4Ds are:

– Do it now
– Defer it
– Delegate it
– Dump (or delete) it

This simple task managing method is used in everything from leadership workshops to the Inbox Zero Method. When a task is assigned to one of these four groups, Canfield says, it becomes either essential or non-essential. This automatic prioritization can help cultivate a procedure to deal with incoming tasks.

1. Defer it

The first key feature in the 4Ds of time management is deferring tasks. Deferring a task doesn’t mean that you’ll do it later, as that causes duties to pile up, creating unnecessary anxiety and an overwhelming workload. Many subscribe to the two-minute rule, which specifies that if an incoming immediate task such as an email or a coworker’s request takes longer than two minutes, you should defer it by penciling it into your schedule at a different time.

That being said, that rule doesn’t work for everyone, especially if the task that has been dropped into your lap is a time-sensitive one. By inventing your own rules and classification system for action items, you can turn postponement into productivity instead of turning it into procrastination.

Tip: Be mindful

Deferring a task can occasionally cause it to slip under the radar – especially if you’re putting it off for reasons that aren’t necessarily pragmatic. Ask yourself these questions to find you if you’re deferring for the right reasons:

– Am I waiting for someone else to answer me?
– Am I putting this off because it’ll take too long?
– Am I delaying this task because I don’t like it? Why don’t I like it?
– Do I have a firm deadline for when I’m going to finish this task?
– When can I expect to work on this task?

2. Delegate it

Next, to perfect your time management skills, you will try and delegate some of your incoming workloads. You can try outsourcing some work to a freelancer, asking a coworker to help pick up the slack, or assigning a task to someone you’re managing. By delegating things that you know others could do faster and more precisely than you can, your time is then freed up to tackle more pressing issues.

Unfortunately, it can be harmful to your work relationships to come at delegation from a perspective of authority, as if you’re ordering someone else to do work for you. Make sure your focus is on collaboration, as you’re all working together to achieve the common goal of completing a task.

Tip: Delegation is a two-way street

Just because you’re delegating doesn’t mean that you need to be bossy or pushy. The secret to good delegation is to do it politely, so the person who’s being delegated feels like they’re being valued for a particular skill rather than taking on someone else’s busy work.

Make sure that expectations are clear, the other person feels appreciated for their help, and that you’ll be able to repay the favor when possible. Ultimately, delegation is a two-way street, and both parties should leave the exchange feeling like they’re gaining an experience.

3. Dump it

Next, you’ll look into either dumping or deleting a task. If you’re getting an email blast from HR or a notification about an office event, that might automatically go into your trash folder. But what about a request for information or an email from a teammate? Or a task that might be irrelevant after a pivot in your latest project?

There are just some tasks that aren’t worth your time and energy, and it’s alright to eliminate them from your to-do list – especially if they’re time-consuming and don’t contribute to any specific goal or milestone.

Tip: Keeping it kind

Even if you’re deleting a task from your to-do list, you should attempt to effectively communicate with anyone else involved in the action you’re eliminating. Just because you’re dumping a task doesn’t mean that you need to be rude. In fact, it might make future tasks more challenging to accomplish if your teammates see you as a problematic person rather than a priority-focused one. So be kind while you’re saving time, and ensure that your reason for dropping tasks is well-defined.

4. Do it now

The last D is for “do” – a task that you need to do immediately. These are the types of tasks that have an element of urgency, like a deadline, an important piece of communication, or another time-sensitive matter. Canfield says this step should always come last, as tasks should be sifted through the first 3Ds to determine whether or not they can be handled in a more productive way.

Accomplishing this one of the 4Ds isn’t just about getting it done – it’s about completing the task as quickly and effectively as possible, meaning that multitasking is off the table. According to Tempo, productivity can fall as much as 45% when you’re multitasking.

Tip: Automate your actions

Doing a task goes beyond just doing one task at a time. To truly get things done in the most efficient manner possible, try automating specific repetitive tasks. Whether that means relying on project management software like Hive to help send follow-up emails or just having a set template for certain requests, there are several ways to make the tasks that you actually have to execute into simple routines.

Want to see for yourself how automation can help your team work faster? Get started with Hive for free and learn how Hive Automate can help you connect all of your different work tools and streamline your processes — among many other productivity-boosting features.