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

by Damon Zahariades

Fourth, you can use different colored Post-It notes to represent varying levels of priority.

You can use apps like Trello, KanbanFlow, LeanKit, and Kanbanote.

I recommend Trello. It’s free and user-friendly.

#9 - The Matrix System

The Matrix system was popularized by the late Stephen Covey, author of the acclaimed book The Seven Habits of Highly Effective People. It is also known as the “Eisenhower Box.” The same principles apply to both. It’s a tool used to decide how to allocate one’s time among competing tasks. A matrix is made up of four quadrants titled as follows: Important - Urgent Important - Not Urgent Not Important - Urgent Not Important - Not Urgent

The upside of the Matrix system is that it encourages you to focus on tasks that are consistent with your goals. You’ll find yourself constantly asking “Is this task necessary?” as you review your matrix. Unnecessary tasks can be discarded without guilt. You’ll end up spending more time on high-value items and wasting less time on low-value ones.

Another problem is that the matrix may grow to the point that it presents too many options.

#10 - Getting Things Done (GTD)

David Allen’s Getting Things Done is one of the most celebrated task management systems in use today. Interestingly, it has as many detractors as it has advocates (for reasons we’ll get to in a moment).

GTD seeks to get this stuff out of your head and onto a list. It makes each item actionable, thereby closing the open loops. Once items are on a master list, you spend time organizing them according to context. Part of this process entails creating multiple lists and placing items where they belong. A weekly review is performed to stay on top of things.

This strategy offers several important features. First, it forces you to add context to each task. This is inherent in the process of “dumping” everything onto a master list and then moving tasks to other, more refined lists. Second, it separates tasks based on importance. Part of GTD involves creating a “next actions” list and a “someday/maybe” list. Both are useful. The former encourages you to keep your important work moving forward. The latter allows you to capture ideas that may have value, but need further consideration before that value can be determined. Third, GTD advises performing a weekly review. This review is not an afterthought. Allen refers to it as one of the keys to being successful using GTD. Fourth, it’s as flexible as you need it to be. While GTD provides structure, it doesn’t force you to adhere to specific tactics. It offers a framework that gives you enough flexibility to create your own personalized approach.

First, it focuses more on processing the ideas in your head than actually getting them done.

While you’re forced to give the items context and place them on more refined lists, you’re not required to link them to specific objectives.

It’s worth asking “Is GTD actually effective?” We’ll take a closer look at this question in the next section.

Getting Things Done: Is It Effective?

The system’s rigorous focus on “next actions” detracts from project-level focus.

GTD doesn’t provide a method for choosing among competing tasks. There’s no workflow management system in place to ensure the important work gets done and the less important work remains on the back burner.

GTD is also weak with regard to attaching tasks to specific goals. The link to goals is severed at the outset due to the system’s hard focus on “next actions” rather than projects.

In my opinion, one of the biggest downfalls of GTD is that it doesn’t distinguish between high-value and low-value tasks.

How To Create The Perfect To-Do List

Step 1: Isolate Current Tasks From Future Tasks

First, use a “current task” list to decide how to allocate your time and attention each day. This list will carry the to-do items that must be completed before the day ends. Second, use a “future task” list to keep track of all the items that will need your attention at some point. You won’t use this list during the course of your workday. Instead, you’ll refer to it at the end of the day to create the following day’s to-do list. This simple step, separating current tasks from future tasks, is critical. It can mean the difference between getting high-value work done on time and becoming overwhelmed under a mountain of tasks with varying priorities and deadlines.

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.

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.

You’ll find that when you associate tasks with specific outcomes, you’ll feel more compelled to get them done. Taking action will signify progress toward goals you hope to achieve - goals that are important to you.

Step 3: Break Projects Down To Individual Tasks

The only way to complete any project is to first break it down to its constituent parts. A project is moved forward by working on the individual tasks that are incumbent to its completion.

Make sure your to-do lists are limited to actionable tasks, not projects. If an item requires more than one action, it is a project that can - and should - be broken down. By breaking them down, you’ll enjoy better focus and get important work done more quickly.

Step 4: Assign A Deadline To Each Task

You already know the importance of deadlines. They help us to focus our time and attention on important tasks. They help us to organize our calendars. They encourage us to take action. Studies also show they improve our performance. Ultimately, deadlines increase our efficiency and productivity, spurring us to get important stuff done. For this reason, every task on your master to-do list should have a deadline associated with it. The date doesn’t have to be written in stone. It can change as the priority and urgency of the task to which it’s attached changes. Nor must the date be precise. Your task list may include to-do items that need to be addressed at some point, but can be put on the back burner for now. A due date of “mid-August,” rather than “August 14,” may suffice if the task isn’t due for several months. Attaching a deadline to every item on your master to-do list makes it easier to know which tasks to select for your daily to-do list. You can tell at a glance which items need your attention tomorrow and which ones can be shelved until a future date.

First, make sure each deadline is realistic.

Second, come up with a reason for each due date.

Third, give yourself less time than you think you need.

Step 5: Limit The Number Of Current Tasks To Seven

I strongly recommend limiting the number of items on your daily to-do list 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.

Instead, I recommend keeping a “batch list.”

For now, recognize that tiny tasks like “sort your mail” should not be among the seven items on your daily to-do list.

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

I now organize tasks based on various contexts: by project, type, and location. I maintain multiple lists accordingly. (Note that these lists are separate and distinct from my daily to-do list.)

For these reasons, categorize each task on your master to-do list using the following three contexts: Project Type Location

I recommend creating a separate list for each project, each type of task, and each location.

following projects would warrant their own lists: Write a book Remodel my kitchen Buy a car The following types of tasks would also warrant their own lists: Analytical work Creative work Mindless work Likewise, the following locations w...

One last note before we move on. You may find it useful to keep a separate list for high-priority, high-value to-do items. Some people call this a HIT list, or high-impact task list.

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. Otherwise, it can quickly become unmanageable as you add new items to it each day.

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.

Step 9: Lead Each Task With An Active Verb