How to Make a "To Do" List

I know there are experts out there who say you shouldn't make a "to do" list because it will just make you feel bad, especially if there are a lot of items that will never get done.  However, I could not live without a "to do" list.  For me it's a great organizational tool.  My tips:

1.  Be specific.  Don't put huge general statements on there like "exercise more" "write a book" or "create new organizational system for office contacts."  Instead, break it down into action steps.  For example, "sign up for gym before new discount code expires on 1/15" or "write one chapter by end of January" or "purchase new invoicing software that coordinates with my CRM software."

2.  Include the easy stuff.  Even if it would take almost as long to do the actually "to do" item, as opposed to writing it down ... the uplift you get from crossing it off can do wonders for your psyche.

3.  Categorize.  Put all the phone calls together and then knock them out in an hour.  Put all the accounting/finance type work or website updates together and set aside time to do them all in one big session.

4.  Prioritize.  If you set your goals for 2010, prioritize the "to do's" that help you meet those goals. For more on goal setting click here to read a post by womensDISH blogger, Chrissy Herron.

5. Delegate.  Chances are the items that stay on that "to do" list forever are because you either really dislike them, or they are something you aren't really good at.  See if you can delegate these. It might be worth any associated costs.

6.  Put deadlines.  Add a date by which they need to get done.  It'll help you prioritize!

7.  Break bigger projects down into steps.  Then you can cross off the steps and feel like you are making progress.

There are apps for iphones and ways to do this online, but I still find good old paper and pencil work well for me.  I also find that I make these lists when I have some downtime between meetings or on a subway ride.(that's where the iphone apps could come in handy)  It helps me stay on top of things and lessen the possibility of things slipping through the cracks.  Anyone have other tips?

Comments

[Alfred Ball - Lifemoves]

One book I came across years ago is "Getting Things Done", by David Allen. It takes you away from the to-do list and prioritizing. David Allen focuses more on the psyche and philosophy of being organized. GTD has evolved into a culture with more books, blogs, podcasts and YouTube videos.
I re-read the book and listen to the podcasts to stay on top of Getting Things Done.