Using To-Do Lists: No One Can Use Just One

One important planning consideration is what you’re going to accomplish each day. In his role as the dean of creativity for the Walt Disney Companies, Mike Vance had a strategy he called DO-DOING-DONE. The idea is to start a task in the DO column, move it to DOING quickly, and then move it to DONE as quickly as possible. That’s a fine idea, but it doesn’t really matter how you format your list. What does matter is that you have a list. In fact, you need several lists. Without them, your brain forgets many of the things you have to do as well as the cool ideas you come up with. Having lists will enable you to plan your day most effectively and will relieve that nagging sense of “what did I need to get done…”

I use several types of lists, outlined here:

1. Tasks. Goal: Keep track of actions involving a single step. You need at least two lists, a master and a daily list, but I keep three main task lists:

• Master to-do list(s). This is a running list of everything I need to do. Think of it as your memory list. I have one for work and one for personal. Every time I think of something I need to do, I write it on the master list. The only exception is if I plan to do something that very day, then I’ll write it on the daily to-do list. Having a master list keeps your daily to-do list from having 87 things to do on it. For example, my master list currently contains “Hang new border in bedroom” and “Investigate lighter LCD projector options.”
  
  
• Daily to-do list. Essentially my daily plan, this captures everything I truly intend to get done that day. It’s NOT an on-going list of everything I need to do, as in the master list. I integrate my personal and professional lives into a single list because the lines are blurred in my life. If I don’t get something done, I go through the exercise of writing it again on the next day’s to-do list, which actually motivates me to work productively so I don’t have to carry it over. Besides, I hate not accomplishing what I’d planned! Each week, I’ll review my master to-do lists and select tasks that are ready to be “time activated,” or scheduled. I put a dot (•) next to each selected item on the master list so I know it’s in progress. From there, I select a day to do each task and write the task on the corresponding daily to-do list.

2. Projects. Goal: Keep track of actions with multiple tasks or steps. Each project plan lists the individual tasks required to complete the broader project. Each task has a corresponding entry on a monthly or daily to-do list so I can ensure the project will be completed in an efficient fashion and nothing gets forgotten. For example, “Redecorate living room” is one of my current projects for the house, as is “Develop media campaign for new book” for the business.
   
   
3. Communication. Goal: Keep track of items to discuss with someone else. I keep a communication list (or log) on each person I communicate with frequently: operations manager, sales manager, mentor, assistant, spouse, children, and mother. Each time I think of something I need to chat about, I write the item on that person’s list. I check in once a day with these individuals and cover all the items on my list, rather than interrupting them ten times through the day for one item each. Doing this helps me focus better, and they appreciate being able to work without my constantly reprioritizing their days (emergencies aside, of course).
   
   
4. Category. Goal: List items pertaining to each category.
   a) Books to read
   b) Groceries to buy (even though “go to grocery store” may be a task, this list contains the individual items I need to remember to buy)
   c) Shopping to do (a list of things I need to remember to get when I’m running errands)
   d) Honey-do’s for John
   e) Gift ideas (one for each person)
   f) Meagan’s friends (I can never remember their names)
   g) Johnny’s friends
   h) James’ friends
   i) Neighbors (who lives where, kids, pets, etc.)
   j) Passwords (I know I’m not supposed to do this!)
   k) Combination locks (so I can take the sticker off)
   l) Babysitters (so many to keep track of)
   m) Phone lists (company directory, trade association staff list, etc.)
   n) Girl Scouts (who’s in the troop, photocopy electronic list)
   o) Soccer (who’s on the team, photocopy electronic lists)

Any list your brain can imagine, you can and should track!

Where should you keep your Category lists? If you use a paper planner, you can file them behind the A-Z tabs. A-Z tabs are normally used for addresses and phone numbers (as mine are), but they also work as a paper filing system. I use lined pages the size of my planner and write the name of the list across the top—gifts, shopping, errands, projects—and file it behind the letter of the list. For example, I keep my master task list under “M,” my question list for my mentor Dianna Booher behind “B,” and the staff phone directory of the National Speakers Association behind “N.”

If you’re an electronic person, you have several options. Some people prefer to use Outlook Tasks on their computers, using a category to sort the different lists. Others use the “Notes” feature and create a new note for each of the categories, adding items as they think of them. Some people prefer Excel spreadsheets or Word documents…it doesn’t matter, as long as you pick one method and stick with it. You will confuse your brain if you handle information unpredictably.

I still love paper and use a traditional paper planner (Franklin Covey) for my calendar and lists. I also carry a Treo SmartPhone, a multi-feature cell phone/PDA, so I can access my email and contact database. I know how to use the PDA features, but I still prefer to handwrite lists. Bottom line: There is no right/wrong to this approach as long as you pick one method and use it consistently.

Make it a productive day! ™

MP3 files: buy 1 get 1 free!

Save time and learn to be more productive while listening to topics like...

• Managing Time and Multiple Priorities.
• Keep Your Job, Your Family and Your Sanity.
• Looking at Time Through the Lens of Leadership.

...and several others.

Only place and purchase ONE MP3 in your shopping cart and type in your free selection in the Special Instructions box!

Q: Hello Mrs. Stack,

I have a question for you. I was recently promoted to a created position in which I have two bosses. As you know, this has presented a few challenges. Number 1: what is expected of me. Number 2: How to juggle my assignments from two bosses. Both of my bosses say they are open to suggestions. Basically, whatever I think needs to be done. This is a first for me. HELP! Please offer some suggestions.

Collette

A: Collette, Lucky you, to have two bosses open to your suggestions on how to work most productively. You are in an enviable position.

First, you need to focus on their desired outcomes. Have each boss write out a list of the top ten responsibilities he/she has for you. Ask them to rank the responsibilities in priority order, along with a weekly time estimate for each item. Compare the two lists and add up the estimated time. Where is there overlap? Conflict? Redundancy? Which tasks did you think you should handle that aren’t actually valued by either boss? If something has to drop off your plate, you will make sure it’s something less important. You obviously don’t want to be spending your time in ways that aren’t perceived as valuable.

Second, get out of the middle. If your two bosses have a conflict over how you should be spending your time on what tasks, refuse to get into it. Don’t increase your hours at work to accommodate both. Have the two of them discuss the various items on your list and jointly determine the priority. If one boss is commandeering more time than the other, you may need to do a time log to demonstrate the fair distribution of work.

Third, communicate, communicate, and communicate some more. Ask for an informal meeting with each of your bosses during the first six weeks of this new arrangement. During this chat, ask:

• What do they like best about this arrangement?
• What do they like least?
• What isn’t working about the distribution of your time?
• How do they feel you could improve your performance?
• What process adjustments should be made in this arrangement to be fair to all?

I'm looking for information on cool, hip, useful, inventive, fresh, efficient products and services to help average Americans save time and money. Please send Web sites, examples, press information, photos, how you’re using it, etc., for possible inclusion in an upcoming story. Email me at Laura@TheProductivityPro.com.

Your Business Matters: Manage your e-mail so that is does not rule your workday Denise O'Berry, Business First of Louisville.

Software, employers keep track of workers goofing off online, Middle East North Africa Financial Network - Amman, Jordan. Problems arise when personal activity on the work computer affects employee productivity. By Websense Inc., a San Diego-based company.

Stress managment has healthy consequences
Alexandra Chughtai-Harvey, Business First of Buffalo

Laura,

just read your article, “True Priorities” in your newsletter and wanted to say “thank you” for reminding me about what’s important. I heard you speak at the Toledo Area Human Resource Association meeting in September. Your presentation reminded me of my efforts to promote flexibility at my former company. I had just left a 19-year career with my former employer, where I lived to work. After finding myself in a dissatisfying role that required travel away from my husband and three daughters, I said, “I am done” with my career. I have the wonderful opportunity to be working part-time with a great group of people in a start-up company that specializes in recruitment of college graduates for entrepreneurs and fast-growth companies and provides business consulting services. However, the transition from living to work and working to live has been a challenge. Your article encouraged me this morning. Although I crave stability – which is hard to achieve in an 18 month-old business — I am truly in the right organization for this time of my life. Thanks for the reminder of what truly defines success.

Regards, Tammy C.

If you schedule this training by April 15, 2006, to be presented anytime in 2006, you will receive 10% off your regular investment.

Using Microsoft Outlook® Effectively: Tips and Tricks for Managing Your Email Messages

Did you get formal training in using Outlook?  Most employees don’t: “Here’s your computer, your email address, and your in-box” is usually as good as it gets.  Thousands of email messages later, it’s impossible to keep on top of it.  In this course, Outlook methods are demonstrated “live” using the LCD, and participants practice the skills hands-on with open laptops with screen shots and exercises in the workbook.  In addition to learning how to use Outlook’s features to improve productivity, participants will learn a cohesive process to combine with their new skills to increase performance dramatically.

1. Learn the purposes of Calendar, Tasks, Journal, Notes, In-Box, and Folders.
2. Turn off automatic notification options and play a sound for “special” people.
3. Make notes in email messages and apply automatic formatting.
4. Use Rules to organize and run programs on your messages.
5. Capture an email as a Task or a Calendar item automatically.
6. Create new tasks and assign and track tasks you create for others.
7. View multiple calendars for other people, school, or your personal life.
8. Use Notes to keep lists and store clippings from the Internet in Note folders.
9. Remove attachments from messages before moving them to folders.
10. Learn new techniques for organizing personal folders.
11. Use Outlook Today to see all your messages, appointments, and tasks for the day.
12. Use the Journal to track every email, phone call, meeting, and notes associated with any Contact.
13. Integrate your electronic methods with paper systems to keep your entire desk organized.
14. Sort and process email, paper, and voice mail using a single methodology to maintain the system.