The Twenty-Six Hour Day:   Tame Your To-Do List

By Terry Monaghan, Time Triage TM

 

Do you have a never ending to-do-list?  Do your to-do's tend to breed and multiply until you just know you are never going to get through them?  Are there some tasks that you just know are really “never going to do’s”?

Step 1 – Distinguish the Master To Do List:  Many people confuse their master to do list with their daily to do list.

The master to do list contains everything there is for you to do. This is the place where you write all the different tasks that occur to you that need to be done. Many of these items will be delegated, but this is where you can write them down. The master to do list is a much better place for all of these tasks than where we usually keep them – in our heads, relying on memory. We know how well that works!

Step 2 – Set up the Daily To Do List:  The daily to do list contains just those 3 or 4 items that really do need to be done, by you, today. This is not the place for those tasks that you really should be giving away to someone else (your assistant, a team member, your kids, an outside service). This list is for the most important tasks for you – those tasks that will ensure that whatever you are working on will be accomplished.

Step 3 – Create a Not Going To Do List:  This is my favorite list! And far too few people are taking advantage of its power. This list is where you can park all those tasks that you know you are not going to do. They may need to be done – in which case, give them to someone else. Or, they may have just found their way onto your list because you don’t know how to say no to someone else. These are not tasks that have anything to do with your own projects, commitments, or goals. Most of the time, they are someone else’s good idea, or something you think you ‘should’ be doing. If you must put them on a list, put them on the not going to do list. Then review that list once a month or so, to see if you are ready to do them, delete them or delegate them.

Step 4 – Schedule Time for Action:  This step will greatly increase the chances that your to do’s will get done. This is the step that can really tame the evil list!  Schedule a specific time to deal with each item on today’s list. I know, you think putting it on the list should be enough. But, really, how well has that been working? If you have any question at all about ‘when am I going to get this done?’ – schedule it!

This one step goes a long way to eliminating overwhelm and that nagging dread that you are going to forget something. It will also force you to confront how much time that task will actually take.

 Step 5 – Eliminate your ‘yes, but…’:  Yes, but I have a specific way I want it done! OK, but do you want it done, or do you want it done your way? If you must have it done your way, then you are going to have to schedule the time to get it done – or train someone else.

Yes, but I don’t have time to write out a to do list. Anyway, I can remember what I need to get done. And how is that working for you? If it actually works, then don’t change anything. But if you find that you forget something, and have to take more time or make an extra trip, then just try writing it down.

Yes, but I am completely overwhelmed! I don’t even know where to start with a to do list! A good place to start is with a notebook. Start listing everything you can think of that you have to get done. Keep writing until you have finished your list. This will get all that clutter out of your mind and onto a piece of paper. Just set it aside when you are done. This is now the beginning of your master to do list. Congratulations.

 

Terry Monaghan is an author, speaker, coach, consultant and founder of Time Triage™ a consulting firm specializing in performance and productivity. She can be reached at terry@timetriage.com. 

Terry will be the guest speaker at the Chamber’s March 12, 2015 Networking Luncheon.  Please see Chamber Calendar of Events