To-Do List Formula: A Stress-Free Guide To Creating To-Do Lists That Work!

by Damon Zahariades

Step 5: Limit The Number Of Current Tasks To Seven

My “limit-to-seven” suggestion refers solely to tasks that require at least 15 minutes to complete. You’ll find that many of the tasks on your master list can be handled within one or two minutes.

Step 6: Organize Tasks By Project, Type, Or Location

types of tasks

high-impact task list.

Step 7: Prune Your List Of Unnecessary Tasks

purging tasks that are no longer necessary or consistent with your goals.

What types of tasks are candidates for removal?

Wishes

Unclear tasks Trivial tasks ...

Keep these items on a wish list.

Unclear tasks are those that lack context.

If a task on your master list is unclear, reevaluate its value in light of your goals. It may be a good candidate for removal.

Resolutions are promises. They differ from normal to-do items because they typically require a change in habit.

It’s fine to have such goals, of course. But don’t confuse them with actionable tasks. Remove all resolutions from your master to-do list. They don’t belong

“lifestyle...

Step 8: Estimate The Amount Of Time Each Task Will Take To Complete

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.

we tend to underestimate the amount of time we’ll need to complete tasks. We’re inclined to be overly optimistic. However, we also tend to give ourselves too much time to get things done.

Step 9: Lead Each Task With An Active Verb

Phrasing tasks with the right action verbs will motivate you to take action on them. You’ll be less susceptible to distractions and less likely to procrastinate because you’ll know exactly what you need to do.

Step 10: Note Which Tasks Require Input From Others

separate “waiting for” list.

Here’s my recommendation: 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 expected delivery date will prompt you to follow up with the person if you don’t receive his or h...

set expectations for others and hold them accountable for needed deliverables. This is critical if your workflo...

master task list, context lists, and daily to-do lists are components of a broader system.

Tip #1: Keep A “Tiny Task” Batch List

The purpose of a batch list is to organize all of your tiny tasks in one place. Tiny tasks are items that take less than 10 minutes to complete.

Tip #2: Remain Vigilant Against Feeling Overwhelmed

Tip #3: Define Your To-Do Lists By Context

For example, you should specify the project with which the task is associated; the type of activity (analytical, creative, etc.); and whether there are any location-based constraints attached

Tip #4: 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).

Clear out your ema...

archive emails that don’t warrant a response or action, but may be needed later. Delete the rest.

Purge tasks that are no longer necessary or important.

Note the tasks for which you’re waiting on input from others.

Review your current deadlines for high-value tasks. Make adjustments if necessary.

Assign deadlines to new tasks

Review your calendar for the coming week. Create your daily to-do list base...

Tip #5: Update Your List Of Goals

create goals that are specific.

defined the metrics by which you gauge success.

write down your goals. You’ll be less likely to abandon them.

wrote down their goals along with their plans to achieve them.

review them monthly.

Tip #6: Avoid Getting Bogged Down In Methodology