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

by Damon Zahariades

“current task” list

the to-do items that must be completed before the day ends.

“future tas...

all the items that will need your attention...

separating current tasks from future tasks, is critical.

the current task list

items that are to be completed that day - reduces stress and removes the sense of overwhelm.

completing each day’s to-do list will motivate and inspire you.

Step 2: Define Tasks By Desired Outcomes

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.

It’s not enough to keep the reasons for doing tasks in your head. You must write them down. Doing so makes it material. A reason written down is more real than a reason bouncing around in your head.

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

Step 3: Break Projects Down To Individual Tasks

How do you eat an elephant? One bite at a time.

The only way to complete any project is to first break it down to its constituent parts.

You know this intuitively. But do you apply the principle to your daily to-do lists?

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

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.

make sure each deadline is realistic. It does no good to assign an impossible due date to a task. Doing so will only cause you stress, frustration, and discouragement.

come up with a reason for each due date.

You have a reason to act. The reason makes the deadline genuine.

Parkinson’s Law

“work expands so as to fill the time available for its completion.”

Step 5: Limit The Number Of Current Tasks To Seven

the “3+2” strategy and the “1-3-5 rule”

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.

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.)

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. For example, the following projects would warrant their own lists: Write a book

If you’re creating to-do lists on paper, assigning multiple contexts to tasks can be problematic. One solution is to color code them.

online tool, such as Todoist.

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

Trivial tasks can be eliminated without repercussions.

With periodic pruning, you’ll be able to more easily identify important tasks for your daily to-do lists. You’ll also spend less time on insignificant items, greatly increasing your productivity along the way.

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.

Step 9: Lead Each Task With An Active Verb

notice how the verbs make it easier to estimate task completion times. It’s difficult to know how long the task “laundry” will take. But you can “start a load of laundry” in five minutes.

There’s value in choosing the precise verb that defines the task. Again, be specific.

The right verbs encourage execution.

Step 10: Note Which Tasks Require Input From Others

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.

How To Maintain A Well-Oiled To-Do List System * * * Your master task list, context lists, and daily to-do lists are components of a broader system. Their effectiveness depends on that system’s integrity.

Tip #1: Keep A “Tiny Task” Batch List

Tiny tasks are items that take less than 10 minutes to complete. The idea is to batch them together and address them during a single work session.