I’m giving a talk tonight in San Francisco about optimizing your to-do list. There’s still time to sign up here: Biznik meeting.
I’ll summarize my talk here, in case you can’t make it. First, there are a bunch of reasons to make daily to-do lists if you don’t already. They help you focus in on the small number of things you need to get done and actually can get done. Everyone is busy and gets distracted by myriad things daily. Put 3-5 tasks on your list.
Writing down those tasks clarifies them. When they’re in your head, they’re a little vague. If you have to write them or tell them to someone, you fill in lots of important details that your mental version overlooks. It’s important to write down projects that only you are responsible for. If you’re not accountable to anyone for them, you’ll often relegate them to your free time, and we all know that “free time” doesn’t really exist.
Make sure your list items are really to do’s and not entire projects. You can’t “do” a project. Projects have multiple steps. If “redecorate the guest room” or “design the new brochure” are on your list, you’ll feel lazy and incompetent for not doing them. Instead, put “look at curtains for the guest room,” or “draft the Services section text for the new brochure” on your list.
If there are undone tasks hanging around on your list, make a “not to do” list. This is where you write down those tasks that you feel guilty that you haven’t done, but you honestly know that you’ll never do them. Things that others want you do to, or that you feel you “should” do. Even when these aren’t written down, they nag at you. Put them on this list and then burn the list! Let go of those tasks forever.
When are you going to do the things on your list? Make sure you know where your time is going, if you find yourself running out. Track your time by setting an alarm to go off every hour. Stop and make brief notes about what you did since the last alarm. Don’t judge yourself, but get curious; when do you get most distracted? By what? How long does it take to do routine tasks? We often underestimate that time because we do them automatically and the time seems short. Until you know where your time is going now, you can’t make effective decisions about changing what you do.