Okay, it hasn't been pretty. My first method was to make piles and piles of stuff and work on them progressing down through the pile. It actually worked on some level.
I generally worked from the most current work first. If something was pushed down into the pile, then either someone would demand it be done immediately and I would dig it out and do it now or the need for it to be completed would disappear.
Some things were completed and some were not. Over time there was a need to do something else.
That's when I discovered David Allen.... completely by accident. His "Getting Things Done" book looked interesting and i bought it. I read it in two days and immediately began putting things into place from the book.
It changed my life. Just writing everything down and making a list of all that I had to do, relieved so much stress that I suddenly believed that maybe I could actually handle my position.
Incidentally I had been in my position for over six years before I decided I could handle the position. I worked with awesome people and although I was horrible with paperwork and tasks, I excelled at other parts of my job. Now I felt like I had the total package.
Everything was great until I decided to take my paper-based system to a computer-based system. The computer-based system never worked for me and I was never able to quite get my paper-based system to work. I changed jobs within my organization and with it came new challenges and more work.
Recently I discovered the autofocus system developed by Mark Forster. Autofocus worked more off of thinking less about work and just looking for the first task on a list that basically caused stress and working through the list.
This caused an initial burst of productivity. But after the first week I noticed that I although I was completing tasks, I was adding more tasks to my list than deleting. My to-do list was growing and my stress level was rising.
Once again, I found a book that looked interesting. The book is actually loaned to my brother-in-law now, so I cannot list the title. The book proposed a totally different approach to time management than I had used before.
This book recommended the "Do It Now" principle. I had a hard time embracing this idea. After all I have been using lists for several years. I decided that I had nothing to lose, so I immediately started attacking everything in my office that had was on my desk, piled in a pile, or found its way into my day. Do it now came first; the list came next.
I found for the first time in a long time that my list was shrinking. People immediately noticed that things they asked for were getting done. I suddenly felt energized.
The first thing I noticed is that I wasn't having to rush to work on things that were due immediately. Because I was doing tasks immediately, I was completing things ahead of deadlines. And it felt really good.
Once I began to be able to not jump from emergency task to emergency task I was able to look at the tasks I had with deadlines and to use the backwards scheduling method to plan when I was going to work on tasks.
Through combining parts of GTD, Autofocus, Do It Now and a little bit of Covey's 4 Quadrants, I was able to find I had some control over what my work and my life. And I was not sucking when it came to organizing my tasks and my work environment.
Other people came to take pictures of my desk and to ask me what in the world I had started doing. People asked to borrow my book. My boss even seemed to notice that things were different with me.
I won't say everything is perfect. But it is so much better.
The basic method I utilize is to organize my tasks into Covey's 4 quadrants (Urgent/Important, Urgent/Not Important, Not Urgent/Important, Not Urgent/Not Important). I find I am mainly working in the Not Urgent areas because the urgent things are for the most part completed.
I select 6-10 things from the list to do. Usually 2 tasks from the Urgent/Important List; 2 tasks from the Urgent/Not Important List; 4 Things from the Not Urgent/Important List, and any remaining items from the Not Urgent/Not Important List.
I pick these items using the autofocus method of working up the list and choosing the first things that seem to stand out and cause stress. I also list in the Not Urgent/Not Important List an item marked Forward Order Switch. When I come to this item I select the most important item from the top of the lists. This helps keep items from being lost in the list and never addressed.
Once I get my list, I start working by addressing anything on my desk or in my mailbox that I can complete in one hour or less. I do this before I touch anything on my list. I only check my mailbox once daily and everything is addressed immediately.
Once everything that is addressed on my desk and in my mail, I go to the first item on my list. Once this is completed, I check my email for the first time. I select the last 15 items from my email and move to a folder that I have titled "1holding". I work the emails from the folder, completing anything that can be completed in less than an hour. I work from the "1holding" folder so that I won't start dealing with other emails that may come into my inbox especially when I start replying to emails.
Once I complete the 15 emails, I again take care of anything that has happened to find its way onto my desk that I can do in less than one hour and then address an item on my list. Then I repeat the 15 email rule and continue in this loop. Until I complete the items on my shorter list, I do not add to it. Once they are completed, I again pick 6-10 things from my full list using the same method as before and continue with my process.
I never check my email first thing in the morning or before i leave in the afternoon. (I sometimes cheat in the afternoon to see if I have any emails from my boss, but I don't deal with them. This helps my sanity.)
I also will schedule some items that need extended time to be completed or other items on my daily calendar as a meeting. This helps me to make sure I am addressing the needs of others also.
The 15 emails at a time rule was just a number that I calculated would usually get me through all my emails in a day. If I reach over 100 emails in my inbox, I begin to find myself twitching. At that point I raise the numbers of emails I deal with at a time to 20 and I address the 10 newest emails in my inbox and the 10 oldest emails in my inbox. This usually works for me.
This is the method I use. It seems to work for me.... at least for now. I'll keep you up to date as I continue using it.