Beyond the To-Do List

On the face of it, having a to-do list is the way to go for the organised person.

In our busy lives, a to-do list provides at least the appearance of order and purpose: this is what we are going to do.? It may be a message to someone else, it is most likely a message to ourself to be focused.

The to-do list may:

• Define the activities for the day / the week / the month.
• Rank the importance of those activities--“when I have done #1, I can move to #2” etc.
• Define our agenda, so that we focus on the crucial and resist all distractions.

But the to-do list is disappointingly deficient:

• There is no indication of how long a task may take.
• There is no indication of where the task fits and why it is important.
• While there may be an order of priority, this may not indicate a weighting--that is, how important is this compared to the others?
• Should this be on the list at all?? A long list may be a trivial list.
• It assumes everything should be done now--each item is waiting to force its way to the top.
• Those that cannot be completed--for whatever reason--may be a record of our failure.? What do we do with it then?
• Once the item is ticked-off (as done), is it no longer important?? Where is the record, the sense of satisfaction?? What was a crisp new list is now screwed up and in the bin.

The essence of all of these shortcomings is that the to-do list takes us too small.? Instead, we need to look up and look wide.? Each day we need to consider the whole landscape of our lives.? How can this be done?

Firstly, we need to construct the framework of our year.? What are the fixed responsibilities and achievements for each month?? What specific days are we working? ?What is likely to provide a rhythm rather than a routine?? What can provide a contrast each week and day--there will always be ordinary, even boring stuff, to do, but let’s inject some enjoyable things, like what, when and where we eat lunch and having something deeply interesting to read or watch.? Let’s also schedule in doing something truly valuable and kind for someone each day.? All of this takes us from the list to the calendar--the electronic version, such as MS Outlook, probably divided into 15min segments.?

And the result is that as we are adding the time dimension, this becomes our living plan.? We need to make a call on how long a task will take (blocks of 45min perhaps) and it will be sitting there in the calendar, occupying its own space and importance.? If we don’t get it done in the time allocated, we may choose to expand it then or add another time later in the day, the week or the month. ?

Now we have a solid record of our achievements.

Then we can circle back to what the role formally demands of us.? Are we covering our job description?? Is there a balance of process-oriented and people-oriented activities?? Are we looking out of the organisation as well as inside?? Is our plan serving the biggest picture of the business--our strategic plan?? And what about the dependencies, and what of the resources that may be required?? Are contingencies being considered?

Also, for our physical and emotional welfare, we need to include interludes for eating, rehydration, stretching.? We may schedule a week-in-review session each Friday, as well as casting an eye over what is to come, and may need to be adjusted, for next week.

And I mentioned the wide view--this calendar may include the big items outside our job commitments: important family dates and activities; birthday and anniversary reminders; our fitness program; our social events.

Admittedly, there is a place for a to-do list--but its function is to get started, not as an end in itself.? We’re going beyond.

Finally, transparency.? Who gets to see this evolving plan of our life?? Make it accessible to those who are important in our work and personal lives.inside?? Is our plan serving the biggest picture of the business--our strategic plan?? And what about the dependencies, and what of the resources that may be required?? Are contingencies being considered?

Also, for our physical and emotional welfare, we need to include interludes for eating, rehydration, stretching.? We may schedule a week-in-review session each Friday, as well as casting an eye over what is to come, and may need to be adjusted, for next week.

And I mentioned the wide view--this calendar may include the big items outside our job commitments: important family dates and activities; birthday and anniversary reminders; our fitness program; our social events.

Admittedly, there is a place for a to-do list--but its function is to get started, not as an end in itself.? We’re going beyond.

Finally, transparency.? Who gets to see this evolving plan of our life?? Make it accessible to those who are important in our work and personal lives.

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Next week: ?What Not Why

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About the Author

Jeff Bell?is Principal of executive consultancy ResultsWise in Perth, WA.?To boost your leadership, ask Jeff about Band of Leaders Australia (BOLA) [email protected] and his consulting, coaching and strategy facilitation, or his Advanced Leadership Course [email protected] Mobile 0439 988 662.