Sure, we know all the rules there are to implementing time management systems and on almost all of them, having a to-do list is one major component. While writing down all your tasks help keep us feel organized, it’s the execution that ensures the list’s efficiency and our productivity. For example, you might write down all the tasks you have to do today that involve building an email campaign. But if you never even visit the list, you’ll never get around to doing it. Or your tasks might be in random order, therefore, actually ineffective in keeping you on track and organized.
So, to create an effective to-do list, here are three simple but essential steps:
1. Create a master list
- A master list is one giant list that captures everything on your plate. Yes, everything! Don’t leave anything behind. Write down the big things like “do research on workflow automation tools” or “get swatches for wedding dresses.” But also, include the small things like “pick up milk” or “go to the post-office.” Collect everything you used to remind yourself of these tasks: post-its, napkins, scraps of paper, etc. and get all the information on to one master list.
Note: each task you add to your master list should be a simple, single step task. So you would have to break down large scale tasks (e.g. plan wedding), into smaller tasks (e.g. send our RSVPs).
- Transcribe these tasks into a word document. Why? A digital master list is easier to update than one that is on paper.
- Mark (or score) them in order of priority. It’s up to you which system to use (A-B-C, 1-2-3, symbols, or words).
- Sit down with your tracker. You can use:
2. Have a tracking/planning system
- Sit down with your tracker. You can use:
- Tabletop/wall calendar
- Smartphone app
- Daily planner
- etc.
- Enter all the tasks that require a specific time and date (meetings, appointments, deadlines, birthdays, etc.)
- Next, find a spot in your tracking system for all the tasks that are recurring (daily, weekly, monthly). Examples are exercise (daily), laundry (weekly), and paying phone bills (monthly).
- Once all of these tasks are entered, you will see at a glance, how much time you really have to work on all the other things.
3. Put those two together
Once you’re done with the first 2 steps, you should now have a master list of all the things you need to accomplish and a tracking system that tells you when you need to accomplish these tasks. As a bonus, you will also see how much time you have left to do other things.
The initial set-up does take quite some time but will be easy to maintain as you go along. Plus, it will help keep you focused and make time management easier. In one quick check, you can see if you have too many things to do and what you realistically have time for. This system keeps you from biting off more than you can chew. Do you have your own to-do list or prioritization system? Remember to work smart and be a blessing to someone today. Stay safe and healthy!
Written by Jaie O. TheHelp