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How to transform your to-do list into a productivity power tool
Measure a task’s urgency
Break down a master to-do list into four sections:
- Urgent and important: These tasks should be done today.
- Not urgent but important: Schedule these tasks for later.
- Urgent and not important: These tasks should be delegated.
- Not important and not urgent: Delete it from your list.
To move ahead of that to-do list, spend most of your time on tasks that are important but not yet urgent.
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Key Ideas
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.
Measure a task’s urgency
Break down a master to-do list into four sections:
- Urgent and important: These tasks should be done today.
- Not urgent but important: Schedule these tasks for later.
- Urgent and not important: These tasks should be delegated.
- Not important and not urgent: Delete it from your list.
To move ahead of that to-do list, spend most of your time on tasks that are important but not yet urgent.
Put the hard stuff first
We like to put the easy tasks on top of the to-do list because it feels good to finish a task.
When you do that, you have less time for hard things. However, it is the hard stuff that serves your priorities.
Be specific
- Don't let your to-do list be vague, undefined, and unclear. Any action on your to-do list must have a particular outcome.
- Consider how important each task is and what time frame you have to complete those tasks.
- Group similar tasks together.
- Break large tasks down into smaller steps to be completed over a period.
Do a to-do list sprint
The hardest part is actually getting started on a task.
Ways to get started:
- Work in sprints to see how much you can get done in one hour.
- You can also set a timer for 15 minutes and commit to not give in to any distraction, including checking your phone.
SIMILAR ARTICLES & IDEAS:
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Key Ideas
Writing The List In The Morning
Although it might feel natural to create your to-do list first thing in the morning, it's too late.
Writing the list at the end of the day allows you to leave work behind and tra...
Including Too Many Tasks
Ideally, create a ‘top three’ tasks at the beginning of your to-do list.
Long lists are a problem because most people aren’t aware that “we only have about three to six good hours of work in us each day.”
People also tend to underestimate how long a task takes.
Including Someday Items
Aspirational tasks, like writing a book, don’t belong on a to-do list; instead, create a separate bucket list.
Daily to-do lists should be focused. If you have a big project you want to complete, you can put it on your to-do list if you chunk it out into smaller, more attainable tasks.
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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.
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Key Ideas
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 ha...
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.
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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