It's that time of year again, when thoughts are turning to the start of a new term - whether that is at School, College or University. According to Mindtools (and productivity expert David Allen) using to-do lists is a great way to keep on top of your workload.
However, there are a number of things you can do to make your to-do lists even better and really make them work for you. Based on Allen’s best-selling book Getting Things Done: The Art of Stress Free Productivity, here are his top tips for effective to-do lists.
1. Avoid relying solely on your memory. According to Allen, this is the first and most crucial advice regarding to-do lists. Since our short-term memory has limited capacity, typically between seven and ten items, it can be difficult to recall all tasks without a written list. Instead of struggling to remember everything, making a list can help you to focus on tasks and lower anxiety levels.
2. Use a system that is right for you. When it comes to making your list, use a system or tools which already work for you. Many people use a good old pen and notepad to write their to-do list. Another option is to utilize a spreadsheet and store it on your computer. If you spend a significant amount of time online, consider exploring online to-do list platforms like Remember the Milk or Toodledo.
Here is a list of the best To Do Apps of 2024
Todoist for balancing power and simplicity
TickTick for embedded calendars and timers
Microsoft To Do for Microsoft power users
Apple Reminders for most Apple users
Things for elegant design
Google Tasks for Google power users
Any.do for people who forget to use to-do apps
Remember to keep your list visible throughout the day to keep your list front of mind.
3. Be precise. Allen advises us to create 'next action' lists. Instead of using general terms like 'presentation', 'meeting', or 'holiday', it's important to be clear about the specific tasks at hand. Your list should outline the exact action you need to perform, or take next (for more intricate tasks), such as: 'prepare slides for presentation', 'book venue for meeting', or 'look for flights for holiday in Spain'.
To help you do this, start each item on your list with an action verb such as ‘call…’ or ‘determine…’ or ‘present…’. This will get you thinking about the action you need to take to complete the task. If you need to make a phone call, include the person’s name and number on your to-do list. This means that when you have spare time (e.g. during your commute) you can still complete the tasks on your to-do list.
4. Experiment with multiple lists. Instead of attempting to manage a single list of tasks for all areas of your life, consider using multiple lists. Allen suggests maintaining distinct lists for your work tasks, household chores, and personal commitments. It is crucial to store each list in its designated location. For instance, you could store your work tasks in your journal, computer, or smartphone, your household chores list on the kitchen notice board, and your personal commitments in your diary.
5. Lose the big stuff. Allen says there is no point putting big goals like ‘get a promotion’ or ‘lose three stone’ on your to-do list. The point is to break large goals down into manageable bite-size chunks. The best to-do lists focus on tasks that need to be completed on that particular day. Rather than putting big goals such as these on your current to-do list, Allen recommends creating a separate ‘Someday/Maybe’ list, for tasks which don’t quite fit into your life at the moment, but which you want to keep track of for the future.
6. Have a priority list. Allen recommends having a daily priority or A-list with the most important tasks right at the top. Anything else can go onto a lower priority, rolling B-list. When putting together your A-list, remember to factor in other commitments such as time spent at meetings etc. If you complete your A-list tasks, then start work on the B-list. As you work through the A-list, transfer items across from the B-list to keep things moving.
7. Keep it short and sweet. Don’t try to cram lots of items into your to-do list, as this can leave you feeling stressed and de-motivated. Try to keep your daily list pared down to the essential tasks you need to get done that day. Allen recommends no more than 20 items to be spread across your A and B lists, all of which you are committed to completing over the next couple of weeks.
8. Do a weekly review. It is important that you regularly update your list to keep things fresh. Each week, take a look at the items on your list and sort it by age. It is likely that the oldest items are not being addressed due to some kind of mental block. It may be that they need to be broken down further and made more specific. Alternatively it could be that they don’t need to get done at all, and you can delete them from your list. Allen recommends blocking out 30 minutes in your diary every week when you can review and update your list. Many people choose to do this on a Friday so that their list is in good shape for the week ahead.
9. Log your completed tasks. Allen explains that your list of ‘done’ or completed tasks is a powerful indicator of the overall effectiveness of your system. If a couple of days have gone by and you haven’t completed any tasks, it might be time to take a look at your list, and identify what is stopping you from completing key tasks. You can also use your completed list to keep your colleagues and managers updated on your progress and achievements.
10. Don’t list everything! Finally, however useful to-do lists may be, don’t let them completely take over your life. Having too many lists can actually be counterproductive and stressful. Allen says that only around 20% of your life should be on a list at any one time.
Why not like and follow as we bring you tips and ideas for the new Academic Year?
Love from the ME+U team
[1] David Allen, Getting Things Done: The Art of Stress Free Productivity, Penguin, 2002.
[2] Mindtools: Ten Tips for To Do Lists - online at https://www.mindtools.com/a111tma/ten-tips-for-to-do-lists edited and adapted by ME+U.
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