Time Management Tools: Creating An Effective To Do List
Posted on | July 10, 2009 | No Comments
Overwhelmed by work? Do you constantly face deadline and deadline? Do you repeatedly forget one or more important tasks at home or on the job? You need a better time management system.
The centerpiece to an effective time management system is the simple and effective to do list.
To Do List: Defined
At its core, a simple “to do” list is a
(1) prioritized (2) written record of (3) tasks that (4) need to be accomplished by a (5) date certain.
If your time management system lacks any of these key elements, it is doomed to failure. Often projects feel overwhelming and exert insurmountable demands on your time.
Left unchecked, this leads to excess stress, then depression and, ultimately, burnout.
On the contrary, a well organized list can increase your efficiency and organization. Furthermore, a to do list is an easy first step for you as you begin to incorporate more time management tools into your personal management system.
To-Do Lists are deceptively simple but very powerful.
They serve as a method of organizing yourself, reducing stress and as a way to review and reward yourself for a job well done.
Preparing a To-Do List
Write it down. Preparing a “to do” list is simple. Start with a blank sheet of paper and brainstorm all of the tasks that face you. You will find that the act of writing everything down will relieve a certain amount of the anxiety that you are experiencing. If a task is large or seems to be overwhelming, break it down into component steps. Remember, that you eat an elephant one bite at a time.
Prioritize. Go through the list and begin to prioritize each task. I write a letter by each task;
- D = today
- W = this week
- M = Month
- S = someday
If too many tasks have a high priority, go through the process again and take all of the tasks that “need” to be done today and allocate them to a certain day over the next week. For example:
- M (Monday) – balance the checkbook (1 hour)
- Tu (Tuesday) – mow and weed eat the yard (1.5 hours)
- W (Wednesday) – repair the fence (4.0 hours)
- Th (Thursday) – paint the fence (2.0 hours)
- F (Friday) – change oil in vehicles (1.5 hours)
Always place an approximation of the amount of time necessary to complete the task next to the item. Also, remember, there are only 24 hours in each day.
Make an honest evaluation of the amount of “free” time that you have to accomplish these tasks. If the tasks are work related, this might be easy to do. If the tasks are non work related, you need to understand that you probably have no more than 3 or 4 hours a day to complete these tasks, assuming you are employed.
Using Your To-Do List
Depending on your type of work, you will probably utilize your to do list in your own unique way.
I personally prefer to keep the list short.
Authors Note: I limit myself to no more than two major projects at a time with 3 to 4 errands on any given day. If I consistently find myself with more to do each day, I begin to delegate what I can or eliminate it altogether if possible. I have faced burnout and do not intend to face it again.
Others might find it more useful to keep one large list and chip away at it day by day.
You will often find that unimportant tasks get carried over from day to day as other more pressing things seem to get accomplished.
Author’s Note: I would caution you to take a hard look at a task that never seems to get done. It may be that the task is unimportant or it may be that you are procrastinating for some reason. It is imperative that you figure out why it is not getting done and deal with it immediately.
If you feel unorganized and overwhelmed, then your first step to an effective time management system is a well planned “to do” list. If you use successful “to do” lists, you will ensure that:
- You remember to carry out all necessary tasks;
- You tackle the most important jobs first, and do not waste time on trivial tasks.
- You do not get stressed by a large number of unimportant jobs.
So, take some time and write it down, prioritize it and enjoy the fun of putting that little black line through each task as you accomplish it.
Related posts:
- Need A Time Management System? Use These Tools For Effective Time Management
- Trouble With Time Management? Try These 10 Simple Tips
- Getting Things Done: An Effective Time Management Strategy
Tags: motivation > prioritizing > procrastination > setting goals > time management > time management system > to do list
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