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

by Damon Zahariades

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

organize tasks based on various contexts: by project, type, and location.

help you to choose tasks for your daily list that complement your circumstances.

Some tasks can - and should - be assigned to more than one context.

color code

Step 7: Prune Your List Of Unnecessary Tasks

Wishes Unclear tasks Trivial tasks Resolutions

Keep these items on a wish list.

Trivial tasks can be eliminated without repercussions. These are random items that are recorded when they surface, and promptly forgotten.

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

“lifestyle goals” list

periodic pruning,

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

This information allows you to choose tasks for your daily list based on how much time you’ll have available to work on them.

You can avoid saddling yourself with tasks that need to be carried over to the next day.

mean the difference between getting through their to-do lists and feeling frustrated and overwhelmed by them at the end of the day.

Review your master list and assign a time estimate to each item.

realistic estimate based on the resources you’ll need (including input from others) and the challenges you’re likely to encounter along the way.

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

It will help you to drastically reduce the amount of time you need to complete tasks.

Step 9: Lead Each Task With An Active Verb

When you phrase a task with a verb, the task comes alive.

There’s value in choosing the precise verb that defines the task. Again, be specific. Will you call Bob or email him? Will you text him or stop by his office?

Phrasing tasks with the right action verbs will motivate you to take action on them.

Step 10: Note Which Tasks Require Input From Others

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.

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. Tiny tasks don’t belong on your daily to-do list.

Nor should tiny tasks remain on your master list.

When you have extra time, choose a few to work on. Cross the items off your list as you complete them.

Batch these tiny tasks together. Set aside 30 to 45 minutes to work on them.

Working on related to-do items minimizes switching costs. As a result, you’ll get more done in less time and make fewer errors along the way.

Tip #2: Remain Vigilant Against Feeling Overwhelmed

The good news is that you can eliminate - or at least minimize - these problems by implementing the steps we covered in the section How To Create The Perfect To-Do List.

But the threat of feeling overwhelmed will always be present. If it gains a foothold in your mind, it will siphon your enthusiasm, extinguish your motivation, and block your creativity.

it’s imperative that you remain vigilant against it. You must always be on your guard. Circumstances will conspire to make you feel overloaded with work.

creating lists as described in the section How To Create The Perfect To-Do List, you’ll be able to gauge your availability and take on new tasks - or deflect them - accordingly. Don’t underestimate the demotivating power of feeling overwhelmed. It will raise your stress levels, make you more susceptible to distractions, and prevent you from getting important stuff done.

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

Noting these details may, at first, seem like a waste of time. But they’re crucial to sustaining a smoothly-operating to-do list system. When you add context to the tasks on your master list, you can quickly identify the ones you should work on.

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).

you’re at the office. You would focus on to-do items that can only be done there (location-based context).

Tip #4: Conduct Weekly Reviews

Suppose your master list has fewer than a dozen items on it. You can probably keep track of everything without conducting weekly reviews.

Imagine that your to-do list has more than 100 items on it. Without periodic reviews, you won’t be able to accurately gauge your progress on them. Nor will you be able to mentally organize them according to context.

set aside 45 minutes during which you can work undisturbed.

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 or action, but may be needed later. Delete the rest. Review your master list and context-based lists. Purge tasks that are no longer necessary or important. Note the tasks that are both important and urgent. Mark them as candidates for your daily to-do list. Note the tasks for which you’re waiting on input from others. Write down the person’s name and the date you expect to receive his or her input. The date will tell you when to follow up if you don’t receive it. Review your current deadlines for high-value tasks. Make adjustments if necessary. Assign deadlines to new tasks you’ve added to your master list and context-based lists. Review your calendar for the coming week. Create your daily to-do list based on your availability.

Tip #5: Update Your List Of Goals

Goals also help you to focus on what’s important.

First, create goals that are specific.

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