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7 Expert-Approved Ways to Write a Better To-Do List
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1. Time-Blocking
Time-blocking consists of assigning individual tasks to manageable time slots.
Instead of writing out short tasks alongside hours-long tasks on your list for the day and hoping you have enough time to tackle it all, this approach lets you set realistic goals for yourself one task at a time.
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2. If/then Lists
To set reasonable goals make a list for high-energy days and another for when you are reluctant to work. Both lists should follow an “if/then” model.
The first lists should have the more involved tasks, while the second list should feature more mindless tasks like cleaning out your inbox, organizing your desk, or even napping.
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3. Eisenhower Matrix
- Has items that are both urgent and important, is to be tackled immediately.
- Items that are important but not urgent, can be scheduled for a later time.
- Tasks deemed urgent but not important can be delegated to others if possible
- Tasks that are neither urgent nor important should be crossed off the list altogether.
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4. Drawing
It’s fine to use your own shorthand to write to-do lists as long as you can decipher it later. Consider doodling quick images to get your message across.
One study found that words are more likely to stick in our memories if we draw pictures of them instead of writing them down. Doing so also forces you to think them through ahead of time.
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5. One-Three-Five List
- Fill the first slot with the biggest job of the day.
- Pick three smaller, but still important tasks to fill out the middle of your list.
- Finish it off with five items you can quickly take care of.
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6. Kanban Board
- Start by finding a board, digital or otherwise. Keep in mind that the tasks will have to be moved within the board.
- Fill with tasks the three columns—"To-Do, " "Doing, " and "Done".
- Any items you complete should be relocated to the "Done" column, and any items you start from the "To-Do" section should move to "Doing. "
- Place the board somewhere easy to glance at throughout the day, so you can easily visualize your progress.
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7. Could-Do List
- Make a worksheet with columns for tasks, task duration, expenses, task desirability (scaled one to 10), and the return on your investment (scaled one to 10).
- Based on those metrics, identify which items take priority.
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In need of a makeover
A to-do list can be helpful but is often not used successfully. If you end the day with things undone or if you regularly carry tasks forward, you need a to-do list makeover.
Get clear on what's important
Most people are unaware of their priorities. Our priorities are the things that are most important to us right now. Not serving them is non-negotiable.
People are capable of having two or three priorities. More priorities leave them scattered and unfulfilled, filling their time with stuff that doesn't matter.
Once you know your priorities, everything on your to-do list should serve them. Look out for the 'shoulds' - they are not serving your priorities.
Give tasks a value
Look over your to-do list and assign every task a value, such as a dollar-per-hour amount that you might have to pay someone else to do it. Score tasks from $10 per hour for administrative tasks up to $10,000 per hour for high-level strategy and sales-related tasks.
By giving dollar-per-hour values to specific tasks, you ensure you use your resources correctly.
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The Problem with To-Do Lists
To-do lists call our attention to tasks that are easy to quantify and complete. These tasks can feel more pressing and important than they really are and make us prioritize them while neglecting...
The Hunter Method
- Choose one task that is going to be the focus of your day, even if it does not fill your whole day.
- Write it on a Post-it note and stick it to your laptop.
- Look at this note when your mind begins to wander.
What 'must-do' to choose
You'll find it is usually the thing you least want to do. It is not a meaningless errand or tedious office task. It's a significant item that will make you feel more fulfilled.
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Get Your System Under Control
Create 3 different to-do lists:
- Important but non-time sensitive projects list
- Items that need to be completed today list
- Not-to-do list
The Not-to-do List
The purpose of this list is to know the tasks the are not important and are not worthwhile. There are a lot of things worthy of your time and getting rid of those unnecessary tasks will give you more time to complete more important tasks.
How to Make Your Don't Do List
- Reevaluate your to-do list: Identify the goals and determine how the items in your list impact your aims.
- Create your not to-do list: Cut those unimportant tasks in your to-do list and paste it on your no to-do list. By doing this, you must accept that your time is limited and commit on letting them go.
- Evaluate new tasks: From then on, once a new assignment arrives, evaluate its importance and the effects of it with your goals.