How to Prepare a Perfect To-Do List

The to-do list is one of the simplest task management systems in use today. Yet it continues to frustrate millions of people. You may be one of them. But it’s not your fault. Few people receive formal training on how to create effective to-do lists. Its rarely taught in school. And by the time most of us enter the workplace, we’ve adopted a poor, ineffective approach to getting things done.

Most people underestimate the importance of their to-do lists. They misjudge the impact their lists have on their productivity. We must understand that our To-Do lists play a vital role in how our day progresses. An effective To-Do List will not only help us stay on top our workflow but will also help us manage our daily life. So Let’s build that perfect To-do-list.

Today I am going to introduce you to a 10 steps template.

Step 1: Isolate Current Tasks from Future Tasks

This can be refined to get more value from it. Use the ‘Current Task’ list to decide how to allocate your time each day. This list will have tasks that must be completed before the day ends.

Then Use a future task list to keep track of all the items that will need your attention at some point. Don’t use this list during the course of your workday. Refer to it at the end of the day to create the next day’s to-do list.

This simple step of separation is critical. You will find that completing each day’s to do list will motivate and inspire you. You’ll feel as if the day is a productive success.

Step 2: Define Tasks by Desired Outcomes

The only reason to do something is if doing it moves you closer toward achieving a specific goal. We take action to effect specific outcomes. Otherwise, why would we spend time and effort doing things that prevent us from pursuing activities we find more enjoyable.

The simplest way to get through your daily to-do list is to assign a ‘why’ to each item found on it. Know the reason the item is on your list. Determine why you need to get it done. Write the reason down next to the task. Doing so makes it material.

You’ll find that when you associate tasks with specific outcomes, you’ll feel more compelled to get them done.

Step 3: Break Projects Down to Individual Tasks

You’ve probably heard this joke: How do you eat an elephant? One bite at a time.

This actually illustrates an important concept related to task management. Break down your work into smaller tasks, each of which offers focus and can be completed in less time. This gives you flexibility in how you schedule time to complete the tasks.

Make sure your to-do lists are limited to actionable tasks, not projects. It an item requires more than one action, it’s a project and should be broken down. In this way you’ll enjoy better focus and get important work done more quickly.

Step 4: Assign a Deadline to Each Task

We know the importance of deadlines. They help us to focus our time and attention on important tasks. Deadlines increase our efficiency and productivity. For this reason, every task on your master to-do list should have a deadline associated with it. But yes, the date can change if the priority or urgency changes.

While finalising a deadline some points must be taken into consideration.

Each deadline must be realistic. Come up with a reason for each due date as the reason makes the deadline genuine. Give yourself less time than you think you need. We tend to allow ourselves too much time to get things done. Narrowing the window will improve your focus and result in greater efficiency and productivity.

Step 5: Limit the No of Current Tasks to Seven

One of the most common problems with to-do lists is that they’re too long. It’s no wonder so many people are unable to get through their to-do lists. Doing so is practically impossible. I strongly recommend limiting the number of items on your daily to-do list to seven. This is a manageable number. Assuming no single task requires hours to complete, it’s possible to get through your entire list by the end of the day.

Step 6: Organise Tasks by Project, type or location

New tasks are added to the bottom of the list as you think of them. Even if you give each item a deadline and provide various types of contexts, you list will become burdensome over time. It will become difficult to manage tasks.

One should organise tasks based on various contexts: by project, type and location. Task-level context is an important part of any to-do list system. It defines how long items should take to complete. It reminds you of the reasons to get them done. For these reasons, categorize each task on your master to do list using the following three contexts:

1. Project B) Type C) Location

I recommend creating a separate list for each project, each type of task and each location. This will keep you organised. It will also help you to choose tasks for daily list that complement your circumstances.

Step 7: Prune Your List of Unnecessary Tasks

One of the most important things you can do is to keep your master to-do list clean. You need to prune the list on a regular basis, purging tasks that are no longer necessary or consistent with your goals. Pruning your list helps you to keep it under control. Task management is made simpler when irrelevant items are removed off your list.

Pruning also increases your efficiency. It limits your master list to tasks that advance your most important work. Trivial tasks can be eliminated.

Step 8: Estimate the Amount of Time Each Task Will Take to Complete

You should know how long each to-do item on your master list will take you to finish. This information allows you to choose tasks for your daily list based on how much time you’ll have available to work on them. If you know each task’s estimated completion time, you can create realistic to-do lists.

Most people neglect to take this step. Sadly, it’s one of the most damaging omissions they can make. It can mean the difference between getting through their to-do lists and feeling frustrated and overwhelmed by them at the end of the day.

In order to calculate a task’s estimated completion time, you must know what is required to do the task. This includes tools, information and input from others.

Review your master list and assign a time estimate to each item. Whether the item will take 15 minutes or 3 hours, write down the estimate next to it. Resist the temptation to guess. Come up with a realistic estimate based on the resources you’ll need and the challenges you’re likely to encounter along the way.

Step 9: Lead Each Task with an Active Verb

Sometimes, all you need is the right word to spur you to action. Verbs have that power. Put them in front of your to-do items and you’ll be more inclined to get the items done. Phrasing tasks with the right action verbs will motivate you to take action on them

The result will be that you’ll get through your daily to-do lists more quickly.

Step 10: Note Which Task Requires Input from Others.

Some of the tasks on your daily to-do list will require input from other people. For example, you might be working on a team-based project and need certain team members to complete specific tasks before you can address the ones for which you’re responsible.

My recommendation will be to write a short note next to each to-do item for which you’re waiting for someone’s input. Detail the type of input you need, its format and the date you expect it to be delivered. The expected delivery date will prompt you to follow up with the person. This is critical if your workflow depends on them taking action.

Most people neglect to take this step. They fail to make notes regarding their need for input from other parties. Unfortunately, this omission will ruin their estimates concerned the time needed to complete tasks.