Over the years of working in pressure-cooker situations, I quickly learned the value of a simple to-do list.
One of the fundamental tools for time management is that list of things you need to get done. It consolidates all your tasks in one place. From there you can prioritize them and tackle the important ones first.
I have shared this with all the executives and leaders I coach, some already used one, but those that didn’t cannot stop thanking me!
There are 5 key advantages to maintaining a to-do list:
A to-do list doesn’t forget
Your brain is not the most efficient memory tool and will only trust systems that it knows works. Having a written list helps us remember when things have to be done so we do not miss anything.
A to-do list helps you set priorities
Making a to-do list is an important first step but prioritizing that list ensures that you focus on the most important items rather than giving in to the temptation of working on less important items because they may stand out more or because they are easier to do.
A to-do list lets you coordinate similar tasks
A load of time is lost in the starting, stopping and changing of different levels or types of activity. Save time by performing like tasks together. Make all your outgoing phone calls at the same time; organize your errands into a single run; reply to e-mail; etc. You will find this a more efficient use of your time.
A to-do list tracks your progress
Using a to-do list enables you to mark off the tasks you have completed. At the end of the day, when you look at the list, it will give you a sense of accomplishment and satisfaction. It might also have the effect of waking you up if nothing has been marked completed.
A to-do list makes it easy to carry-over tasks
If anything remains incomplete at the end of the day, it can be carried over to tomorrow’s list. This is an easy way of preparing a to-do list for the next day; by examining the to-do list of today and carrying forward any task that is incomplete.
Here is how to use a to do list:
Keep it simple
I use an A4 pad and write all my important tasks there, plus important information. I don’t use fancy or cool online software for this. Every day start a new list.
Hi-light tasks according to priority
I use a yellow highlighter to prioritise urgent tasks when I have a minute throughout the day. Those I action first.
D, D, D or D
- Do – If there is a priority you can do now, do it! If you can do it later or during the week, transfer the item to your diary by allocating a time for it. Draw a line through the item on your to-do list and collect a shot of Dopamine, a feel good chemical released by your brain. (Your brain gives you a little shot of dopamine to keep you motivated and focused on your goals.)
- Delegate – Can you delegate the task? Write the email, give an expected deadline and record the deadline in your diary to follow up. Draw a line through the item.
- Delay – Is it a priority? Can it stand over? If so leave it on the list until the end of the day and then transfer it to tomorrow’s list. Draw a line through the item. Items can stay on your to-do list for weeks – it keeps you reminded that it needs to be done sometime.
- Ditch – When something has been on your to-do list for a long time, it may lose importance and can be ditched. Draw a line through the item.
At the end of the day you have a page where every task has a line through it – job well done! Hello some more Dopamine . . .
There you go. Many of you will disagree with my method. Good for you, I want to hear from you if you have a better method!
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