From To-Do to Done: Organize For Productivity, Profit and Peace-of-Mind (Part 6)

The last article left you with a clean desk with all your mail and papers filed away. All actions noted in your calendar or To-Do list. Your mind was at peace, knowing that you can find any document in seconds and nothing will be forgotten.

Now, let's look at those To Do-s. Everyone has them. Why the lists are getting longer and longer? Why are they not getting done? And done in time? What's wrong with those To-Do lists?

For one, they are, usually, all over the place. On sticky notes, on scrap papers, in shirt pockets and, sometimes, neatly written in a designated note pad. Then, every entry is just a line. One looks just like the other. Do this, call that, write this, buy that, etc. There is no indication of priorities and timing.

So, how do we go from "to-do" to "done"?  

1. Collect all paper-based To Do-s and consolidate them into a single list. Ideally, into the Task Pad of your MS Outlook or similar, computer-based calendaring program. From here on, you will only use this location to capture all your To-Dos.
2. It's a good practice to start every item with an action verb: read, write, pay, meet, etc.
3. Once you captured all your To Do-s, it's time to Prioritize them. High-Normal-Low or A-B-C.
4. It's time to deal with timing: every task takes time to do and usually they also have a deadline or desired completion date. (If you use Outlook, you have the ability to set deadlines and create reminders.)
5. Now, to the heart of the matter: if it's not in your calendar, there is an 80% chance it will not get done.
6. Enter the chosen task into the calendar. If using Outlook, you can drag and drop the task onto your calendar.
7. Estimate the time period required for completing each task and enter them accordingly. As you do this, you will see how your planned day is taking shape. Be realistic! Cramming too many activities back to back, or underestimating the completion time will only make you frustrated.
8. Leave time for breaks and interruptions. If interruptions are an expected part of your job, you can only schedule the remaining time for completing your other tasks.

It may take a little time to get used to the above process. Once you get the hang of it and start enjoying the benefits of keeping a clear, prioritized and scheduled To Do list, you'll probably wonder how you ever managed without it.