How often do you feel overwhelmed and disorganized in life, whether at work or home? We all seem to struggle with time management in some area of our life; one of the most common phrases besides “I love you” is “I don’t have time”. Everyone suggests working from a to do list to start getting your life more organized, but why do these lists also have a negative connotation to them?
Let’s say you have a strong desire to turn this situation around with all your good intentions—you may then take out a piece of paper and pen to start tackling this intangible mess with a “to-do” list. What usually happens, is that you either get so overwhelmed seeing everything on your list, which leaves you feeling worse than you did before, or you make the list but are completely stuck on how to execute it effectively.
“To-do” lists can work for you, but if you are not using them effectively, they can actually leave you feeling more disillusioned and stressed than you did before. Think of a filing system: the concept is good, but if you merely file papers away with no structure or system, the filing system will have an adverse effect. The same with “to-do” lists—you can put one together, but if you don’t do it right, it is a fruitless exercise.
Most people find that general to do lists don’t work because:
– They get so overwhelmed just by looking at all the things they need to do
– They don’t know how to prioritize the items on list
– They feel that they are continuously adding to their list but not reducing it
– There’s a sense of confusion seeing home tasks mixed with work tasks, etc
However, there are many advantages working from a “to-do” list:
– You have clarity on what you need to get done
– You will feel less stressed because all your ‘to do’s are on paper and out of your mind
– It helps you to prioritize your actions
– You don’t overlook so many tasks and forget anything
– You feel more organized
– It helps you with planning
Here are my golden rules for making a “to-do” list work:
- Categorize: Studies have shown that your brain gets overwhelmed when it sees a list of 7 or 8 options; it wants to shut down. For this reason, you need to work from different lists. Separate them into different categories and don’t have more then 7 or 8 tasks on each one. It might work well for you to have a “project” list, a “follow-up” list, and a “don’t forget” list; you will know what will work best for you, as these titles will be different for everybody.
2. Add estimations: You don’t merely need to know what has to be done, but how long it will take as well in order to plan effectively. Imagine on your list you have one task that will take 30 minutes, another that could take 1 hour, and another that could take 4 hours. You need to know the moment you look at the task, otherwise you undermine your planning, so add an extra column to your list and include your estimation of how long you think the task will take, and be realistic!
Tip: If you find it a challenge to estimate accurately, then start by building this skill on a daily basis. Estimate how long it will take to get ready, cook dinner, go for a walk, etc., and then compare this to the actual time it took you. You will start to get more accurate in your estimations.
3. Prioritize: To effectively select what you should work on, you need to take into consideration: priority, sequence and estimated time. Add another column to your list for priority. Divide your tasks into four categories:
- Important and urgent
- Not urgent but important
- Not important but urgent
- Not important or urgent
You want to work on tasks that are urgent and important of course, but also, select some tasks that are important and not urgent. Why? Because these tasks are normally related to long-term goals, and when you only work on tasks that are urgent and important, you’ll feel like your day is spent putting out fires. You’ll end up neglecting other important areas which most often end up having negative consequences. Most of your time should be spent on the first two categories.
4. Review. To make this list work effectively for you, it needs to become a daily tool that you use to manage your time and you review it regularly. There is no point in only having the list to record everything that you need to do, but you don’t utilize it as part of your bigger time management plan.
For example: At the end of every week, review the list and use it to plan the week ahead. Select what you want to work on taking into consideration priority, time and sequence and then schedule these items into your calendar. Golden rule in planning: don’t schedule more than 75% of your time.
So what are you waiting for? Grab a pen and paper and give yourself the gift of a calm and clear mind by unloading everything in there onto a list now that you have all the tools you need for it to work. Knowledge is useless unless it is applied—how badly do you want more time?
To your success!