<ul><li>Start task names with a verb to make them more descriptive and easy to understand.</li><li>Break each task into smaller tasks.</li><li>Create temporary lists when needed.</li><li>Erase the temporary lists when you’re done with them. </li><li>Automate the setting up of recurring tasks when possible.</li><li>Keep it simple. Don’t use features your software has unless you need it.</li></ul>

Tips On How To Set Up To Do Lists

Time Management

<ul><li>Personal: for tasks that only apply to your personal life and are somewhat time sensitive.</li><li>Work: for work related tasks. You may want to create sister lists if your work is multifaceted. For instance: Work > Sales and Work > Acquisitions.</li><li>Someday: for tasks that you may want to achieve but not in the near future.</li></ul>

Examples Of To Do Lists 

<ol><li>Add tasks as they appear to the appropriate list, assigning a due date if possible.</li><li>Before the day ends, check your lists for the tasks you want to do the next day. You can add a due date for it.</li><li>Review the lists at the end of the day to have a clear idea of how your tomorrow will be and ensure you haven’t missed any tasks.</li><li>In the morning open your to do list and choose the tasks you want to start with. Mark the important ones and focus on them first.</li></ol>

Basic Steps For Using a To-Do List

<ul><li>Using calendars of different colors allows for easy identification.</li><li>Adding additional information like duration and address can save you time.</li><li>Sometimes it’s useful to set up alarms way before the event itself.</li><li>Set up different calendars for different areas of your life. </li></ul>

Tips On Using Calendars

The to-do list is for tasks and always requires actions to be completed. Meanwhile, the calendar is for events that happen by themselves, and may require participation.Some events require tasks for a satisfactory completion, but those are tasks associated with the event, not part of the event. For instance: A meeting may require the task of reading, but the meeting is happening anyway.

The To-Do List vs. The Calendar

<ul><li>Ease of access allows for usage on multiple platforms.</li><li>Moving and duplicating tasks without rewriting them. </li><li>Ability to set up alarms.</li><li>A paperless and minimal life.</li></ul>

The Benefits Of Apps Over Paper For Organization

<div>
Every day, we have to complete lots of tasks. And since it's the beginning of the year, many of us have set up some <a href="https://magoz.blog/my-2015/">goals</a> we want to achieve. In most cases, nobody has taught us how to stay organised and we ended up finding our own solutions.
We trust our overloaded brains will remember all the tasks and deadlines, and because our brains are busy enough being creatives, solving problems and remembering more important things, we usually forget things.
Over the years, I've been studying and implementing different productivity systems, including sophisticated approaches like <a href="https://en.wikipedia.org/wiki/Getting_Things_Done">GTD</a> and simple ones like writing down my tasks on paper.
After a lot of trial and error, I found a very simple system that works great for me and helps me to be productive and having everything under control.
<h2>My productivity system</h2>
The method I use involves using a to-do list and a calendar. I use apps, but it's also possible to use paper equivalents.
<h3>I use apps instead of paper solutions because:</h3>

<ul>
	<li>I can access them from anywhere. From my phone, my computer or from the web versions.</li>
	<li>I can move and duplicate tasks and events without writing them again.</li>
	<li>I can set up alarms.</li>
	<li>They help me to live a paperless and minimal life.</li>
</ul>

<h2>The difference between the to-do list and the calendar</h2>
Some people confuse them. There is a very simple rule to differentiate them.
The to-do list is for tasks. The calendar is for events.
Tasks always require actions to be completed, while events happen by themselves, and may require being part of it. It's true that we need to complete some tasks beforehand for certain events, but those are tasks associated with the event, and they are not part of the event. For instance: A meeting for the next week might require to do some tasks beforehand as gathering some information or preparing some documents.
<h2>The Calendar</h2>
I use <a href="https://www.google.com/calendar">Google Calendar</a>, and I sync it with all my devices using apps (Mac and iPhone).
<h3>I have 4 different calendars inside my account:</h3>

<ul>
	<li>
Personal For all the personal matters as trips, scheduled meetings, scheduled calls or visits.</li>
	<li>
Work Working related events as deadlines, meetings or scheduled calls.</li>
	<li>
Contests Upcoming deadlines for contests as American Illustration, 3&#215;3 or Applied Arts.</li>
	<li>
Leisure Last day of exhibitions, movies or another kind of events that I might be interested in going.</li>
</ul>

<h3>Some notes about using the Calendar</h3>

<ul>
	<li>Each calendar has a different colour. That's very useful since I can distinguish them very quickly in a very visual way.</li>
	<li>Some events like meetings, calls or flights have defined a specific duration. Others like illustration deadlines or contests are whole day events.</li>
	<li>When possible, I add the address of the event. It helps when I'm on my way, and I need to know exactly where the event is.</li>
	<li>Sometimes I set up alarms for some events. Depending on the event, I set up alarms days or hours before the events.</li>
</ul>

<h2>The to-do list</h2>
I tried dozens of apps, and I finally chose <a href="http://www.wunderlist.com/">Wunderlist</a>. It's free, and it has apps for all the main platforms. I love its great instant sync, minimalistic design and accuracy. There are other more sophisticated solutions out there, but Wunderlist works like a charm for me.
<h3>How I use Wunderlist</h3>
I add every single task I need to do into Wunderlist. No matter if they are personal or work-related tasks. Wunderlist is very easy to use. You can create lists, add a due date to tasks, reminders and even tags and notes. But I use it in a very simple way:

<ol>
	<li>
Adding tasks As soon as a new task appears, I add it to its belonging list in Wunderlist. I assign a due date if I'm sure when I'm going to do that date, otherwise I don't add a due date when I create the task. I don't need to think about the task anymore until I review it in the next step.</li>
	<li>
Creating the to-do list for tomorrow At the end of every day, I check my lists, and I chose the tasks I want to do the next day. It's very easy; I only need to create a due date for tomorrow inside the task. I do it right clicking on a task &gt; due Tomorrow. Reviewing the lists at the end of the day, allows me to create a very clear idea of how is going to be the next day. It also helps me to make sure I'm not missing any possible task for the following days.</li>
	<li>
Focusing on each task Every morning, I open Wunderlist and choose the task I want to start with. I mark the important tasks of the day with a star, and I focus first on them.</li>
</ol>

<h3>Some notes about using Wunderlist</h3>

<ul>
	<li>
Each task name starts with a verb I use keywords as create, send, do, prepare, call, clean or make. It makes the task very descriptive and easy to understand.</li>
	<li>
I break each task into smaller tasks Let's say you need to produce a new illustration. It requires the following tasks: creating a sketch, sending the sketch, creating the final, sending the final.</li>
	<li>
I create temporary lists when needed For instance, when I'm traveling, and I need to prepare the trip and I want to do particular things at my destination. I create temporary lists that contain all the tasks and things I want to do and I erase them when I'm done.</li>
	<li>
I use a lot of recurring tasks There are dozens of tasks that repeat every particular time. Doing the laundry, cleaning the desk, shaving, paying the rent, updating the blog are some of them. Wunderlist allows me to automate that kind of tasks very quickly.</li>
	<li>
I keep it simple Wunderlist has a lot other interesting features as subtasks, comments, attachments, or sharing options. But I don't use them. I try to keep it as simple as possible, and make my system flexible and light.</li>
</ul>

<h3>I use the following lists:</h3>

<ul>
	<li>
Personal It includes all my personal and day-to-day tasks like calls, things I need to buy or house tasks.</li>
	<li>
Work &gt; General Working tasks like sending emails to clients, updating my website or sending invoices to my accountant.</li>
	<li>
Work &gt; Illustrations I use this lists purely for on process illustrations: creating sketches and finals.</li>
	<li>
Work &gt; Shop Tasks related to my online shop like sending orders, contacting clients, following-up shipments.</li>
	<li>
Someday It's a special list where I add tasks that I want to achieve at some point in the future but not in the near future. Examples of this tasks could be buy a book of a particular writer, improve my email system or learning new skills.</li>
</ul>

<h2>Conclusions</h2>
Productivity systems are crucial to getting control of our work and personal life. They allow us to focus on the important things and make sure we are on time to do all of our tasks. They also help us to achieve our goals and visualise our following days.
Every person is different and has specific needs. I found over the years that using a simple and efficient way of staying organised allows me to focus on completing tasks instead of being constantly worried and feeling overwhelmed.
Do you use any system? Do you use specific apps? How do you stay organised? I would love to hear your <a href="https://magoz.blog/productivity-system/#comments">comments</a>!
</div>

Every day, we have to complete lots of tasks. And since it's the beginning of the year, many of us have set up some goals we want to achieve. In most cases, nobody has taught us how to stay organised and we ended up finding our own solutions.

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My Productivity System. How I Use a Calendar and a To-Do List to Stay Organised - Magoz Blog

Tips On How To Set Up To Do Lists

Examples Of To Do Lists

Basic Steps For Using a To-Do List

Tips On Using Calendars

The To-Do List vs. The Calendar

The Benefits Of Apps Over Paper For Organization

IDEAS ABOUT

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The Might-Do List

7 Expert-Approved Ways to Write a Better To-Do List

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My Productivity System. How I Use a Calendar and a To-Do List to Stay Organised - Magoz Blog

Tips On How To Set Up To Do Lists

Examples Of To Do Lists

Basic Steps For Using a To-Do List

Tips On Using Calendars

The To-Do List vs. The Calendar

The Benefits Of Apps Over Paper For Organization

IDEAS ABOUT

MORE LIKE THIS

The Might-Do List

7 Expert-Approved Ways to Write a Better To-Do List

How to Plan Your Day: The Complete Guide to Everyday Productivity

It's time to

READ

LIKE

A PRO!

Bite-sized knowledge
to upgrade
your career