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Second, come up with a reason for each due date.
Third, give yourself less time than you think you need.
“work expands so as to fill the time available for its completion.”
One of the most common problems with to-do lists is that they’re too long. Those that start with just a few tasks invariably grow to include dozens.
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.
My “limit-to-seven” suggestion refers solely to tasks that require at least 15 minutes to complete.
recognize that tiny tasks like “sort your mail” should not be among the seven items on your daily to-do list.
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. It encourages you to focus on tasks that have the highest priorities given your goals.
Project Type Location
recommend creating a separate list for each project, each type of task, and each location.
Task management is made simpler when irrelevant items are removed, or crossed off, your list.
What types of tasks are candidates for removal? Look for these four items: Wishes Unclear tasks Trivial tasks Resolutions
Trivial tasks can be eliminated without repercussions.
Remove all resolutions from your master to-do list.
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. We tend to be overly optimistic regarding our ability to get things done. We underestimate the time we need. Be aware of this tendency.
If you’re unfamiliar with the task, talk to someone who has worked on it in the past.
we also tend to give ourselves too much time to get things done.
This leniency is dangerous because it impairs our productivity. Recall Parkinson’s Law: “Work expands so as to fill the time available for its completion.”
Verbs have that power. Put them in front of your to-do items and you’ll be more inclined to get the items done.
The verb triggers something in the brain, prompting it to focus on completing the item.
Start a load of laundry Buy a cake for Sandra’s birthday
The right verbs encourage execution. They encourage you to take action. The wrong ones do the opposite. They encourage procrastination. Verbs like explore, plan, and touch base lack specificity. As a result, they’re less effective than verbs like research, draft, and call.
David Allen’s GTD advocates the creation of a separate “waiting for” list. This list would include every task for which you’re waiting for someone to act.
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 (email, phone call, report, spreadsheet, etc.), and the date you expect it to be delivered.
The purpose of a batch list is to organize all of your tiny tasks in one place.
Tiny tasks don’t belong on your daily to-do list.
Nor should tiny tasks remain on your master list.
place them on a separate batch list. When you have extra time, choose a few to work on.
They’ll tempt you to multitask, which will introduce task switching costs.
Batch these tiny tasks together. Set aside 30 to 45 minutes to work on them.
batch together tasks that are related by context.
Working on related to-do items minimizes switching costs.
When you add context to the tasks on your master list, you can quickly identify the ones you should work on.
suppose it’s mid-afternoon and your energy levels are low. You’d do well to focus on mindless work (e.g. data entry, decluttering your desk, etc.) rather than analytical or creative work (activity-based context).
Conduct Weekly Reviews
Gather all of your to-do lists. This includes your master list and context-based lists. Do a brain dump of all the tasks and projects floating around your head. Add them to your master list. Break down new projects into individual tasks. Separate new tasks according to context (project, type, and location). Create new context-based lists, if necessary. Clear out your email inbox. Send responses if they’re necessary. If an email requires you to take action, but isn’t urgent, make a note of it on your master to-do list and archive the message. Also, archive emails that don’t warrant a response
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Vague goal: retire early. Specific goal: retire by your 60th birthday with $2 million in liquid investments and a $5,000 monthly income.
They noted two remarkable findings. First, the 13% who had goals earned more than the 84% who had no goals. Second, the 3% who wrote down their goals earned 10 times as much as the 97% who did not write them down.
The third step is to review them monthly. Set aside 30 minutes at the end of each month to track your progress and reevaluate
When you focus on methodologies to the point that they become the priority, you risk forfeiting these goals.
your to-do list system is there to aid you, not control you.
Build And Follow A System That Works For YOU
Be Consistent
skipping a day or two can have a snowball effect.
“Jerry Seinfeld” strategy.
First, learn the 10 steps to creating an effective to-do list system.
Second, memorize the eight tips for ensuring your system runs smoothly over the long run.
Third, buy a wall calendar that displays the entire year on a single sheet.
