October 25, 2007
Tips for Creating Realistic To-Do lists
Time is our most valuable commodity. If you don't use your time well during the 24 hours each of us gets every day, you can't get it back; it's gone forever. Procrastination costs us time and money and leaves us stressed, tired and unreliable in the eyes of others. Having an effective, actionable, updated and realistic To-Do list is an essential tool in getting and staying organized. In just a few weeks, we "gain" an hour as we move our clocks back and end Daylight Saving Time. Here are some tips to help you gain even more time each day.
TIP #1 - BIG PICTURE/SMALL PICTURE: Working from both a master and a daily To-Do list helps you to keep your eye on the ball by allowing you to see both the big picture and daily detail at the same time. A master list is a reminder of all of the things you intend to do over time. Items from a master list need to be transferred to a daily To-Do list where they can then be inserted in an assigned time slot in your daily planner. Having a designated time to do each task means you will be less likely to avoid it. Tasks that require more focus should be reserved for when you have the most mental energy. For efficiency's sake, similar tasks should be grouped and done together, i.e. make all your phone calls in one sitting.
TIP #2 - THE POWER OF ONE: The fewer the daily To-Do lists you have the better. One list is preferable to many lists. You are less likely to forget something if you keep all of your To-Dos together in one place or on one list.
TIP #3 - PLAN YOUR DAY THE NIGHT BEFORE: This will keep you from wasting time wondering, "What should I do today?" You'll be able to hit the ground running because you'll already have a clear idea of what needs to be done that day.
TIP #4 - BE REALISTIC: Limit your daily To-Do list to no more than 8 - 10 items you hope to complete. Don't schedule more than 2 large or difficult tasks or you'll probably be setting yourself up for failure.
TIP #5 - PRIORITIZE: Number the tasks on your To-Do list in order of their importance. Discipline yourself not to move on to the next task until the previous one is completed.
TIP #6 - DO, DEFER, DELEGATE OR DELETE: As you look over your To-Do
list, ask yourself if each item is necessary, if could it be simplified, if could it be
deferred and if it has to be done by you or if could it be done better or as well
by
someone else.
TIP #7 - MAKE IT FLEXIBLE: Leave room on your daily To-Do list for
chores
off of your master task list, scheduled appointments and urgent or unforeseen
items that just pop up.
TIP #8 - CROSS IT OFF: It's a great feeling to accomplish what you set out to do. Celebrate by crossing the item off of your list!
TIP #9 - DO YOUR BEST AND LET IT GO: Place items requiring
immediate attention on your daily to-do list. Try to accomplish your top 3 - 5 priorities
each day, but remember that the world won't end if you don't get it all done.
Be happy
that you did what you did and worry about what didn't get done another day. If you
consistently end your day with items still left to do, you may be over scheduling
yourself, you may need to re-evaluate your priorities or you may need to find a
more efficient way to get things done. Make sure you aren't allowing
yourself to get distracted from the task at hand.
TIP #10 - GIVE YOURSELF A BREAK: We all have days when we're so busy that we hardly have time to think. Don't wear yourself out by constantly working at such a hectic pace. If you usually spend your day in a state of frenzy, try to reassess both what you're doing (re-evaluate your To-do list) and how you're doing it (try to work smarter, not harder). Be sure to take a few short breaks throughout the day to re-energize yourself and schedule some time during the week to do things you really enjoy that will help to recharge your batteries.
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NYC, NY 10009