03/28/2018

Taming the Epic To-do List

When used indiscriminately, you become its servant

The to-do list can be an indispensable tool when used to mindfully manage your time. But used indiscriminately, you become its servant. The first step in making your list work for you is to be clear on what job you’re “hiring” it to do. Most of us fail to do this, and so our lists are crammed with urgent priorities we must get done immediately (send revised slides to client), important tasks we’re afraid of forgetting because they have no specific due date (book a vacation) and basic tasks that we add to the list because it makes us feel good to check something off (order more pens — done!). Then, day after day, we check off the basic items, get the urgent things done (which we probably would have done even were they not on a list) and procrastinate on the other items.

To avoid this problem, I use three lists and a calendar. Each has its own specific function. Specifically, List #1 is for important but non-time-sensitive projects. List #2 is for items that need to be completed today. If I can’t complete the task immediately as it arises, I will record it knowing that I am committing to completing everything on that list before leaving the office for the day. The third list is a not-to-do list, to remind me of things I’ve consciously decided aren’t worth my time. Writing these down keeps them from sneaking back onto my to-do list.

The calendar is for blocking out time to accomplish important matters on schedule. For example, instead of putting an item like “write speech” on my to-do list, I put it on my calendar, blocking out the necessary prep time to get it done. I do this as soon as I book the speech. Then there’s no chance that I’ll notice the day before, “Oops, I’m supposed to give that speech tomorrow!” And putting it on the calendar right way means that if I don’t actually have time to write the speech, I can see that at the outset and (regretfully) decline the opportunity. I consider that block of time an unbreakable appointment.

Please select this link to read the complete article from The Harvard Business Review.