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Tips For Making Those Do Lists really Work For You

Getting organized — and staying organized — can help you get things done, feel more fulfilled, and clear your mind for more creative thought!

A cornerstone of every organization “system” is to do lists. Below, are 10 Top To Do List tips.

1. Create the system that’s right for you. You can use a paper-based version of the to do list system outlined below or go to an online/electronic system. Really, it comes down to the tools you want to use (or already use) in your daily routine. Are you online a lot? Do you have a web browser on your phone or Blackberry? If so, onsider using the tips below with an online tool like Remember The Milk. Are you less concerned with the “digital world”? That’s just fine, you can use a paper-based system just as effectively!

2. Create only 3 lists: “To Do List,” “Waiting For,” and “Someday/Maybe.” Then, put all of your to dos on your 3 new lists, as outlined below. Remember, it’s fine to create more lists, segment lists into areas (i.e. “To Dos by Client,” or “Project A’s Someday/Maybe list”), etc., but really try to keep it simple for now. You can always refine later!

Paper-based Tip: Create a To Do List template and save it. That way, when you need to create more lists, you can just print more copies! Printable To Do List Templates (Excel). PDF version.

3. Your “To Do List” is the new home for all of the current things you need to get done. You may want to add a motivational quote at the top of your list, and separate out the Top 3 for today (see Tips #9 and #10 below), Calls you need to make, and the rest of the To Dos.

Paper-based Tip: You can use sticky notes to write down your Top 3 for today, and simply slap today’s note on top of your To Do List.

4. Your “Waiting For” list should contain all of the things you are waiting on others to do, including stuff you’ve delegated. Be sure to list WHO you are waiting for at the beginning of the item for easy scanning later (i.e. “Doug: Revised Strategic Plan”)

5. Your “Someday/Maybe” list is a place to store all the crazy ideas, brainstorm session results, stuff you just can’t think too hard about right now, and dreams that you have but that may never happen. It’s a place to actively “remember” new ideas!

6. Start each item on your to do list with an action verb. This is a subtle, but powerful tip. It helps transform the lists into lists of action! Just by starting a to do with “Call…” or “Determine…” or “Present…” you get your mind thinking about taking action.

7. Dedicate some time to review your lists. Just like with email, your to do lists are a “thing” that needs attention. Even taking just 5 minutes at the beginning and end of each day will help you focus on what you need to do, and ensure you are keeping your lists up-to-date.

8. Develop easy ways to keep your to do lists up-to-date. Your lists are little help to you if the things you need to do are not in them! Find ways to make sure you keep them updated.

9. Each morning, make a list of 3 things you need to do today. By limiting yourself to only 3 things, you set yourself up for success. Also, it means you have to go through your lists and decide what is most important. And don’t pick more than 3 — most days don’t go as planned, and you need to be easy on yourself (that’s very hard in today’s world). By only picking 3 things, you give yourself the time necessary to do those other things that come up!

10. Don’t let your system run your life! Always do the right things first. We all have 1,000′s of things to do. You can easily let your well-organized to do lists run your life, and settle into being a “task doer” at work. Don’t let that happen! This to do list system is strictly a “place” to keep all of your to dos, not a direction on what to do. Deciding what to do — and how you want to react to what you have to do — takes thought, prioritization, and intuition.