Effectively Manage a To-Do List

By Karen Whiting

Develop a strategy to accomplish tasks on your to-do list.

Considerations when creating or adding to the list

• Be specific and not general on listing tasks (not plan Fred’s funeral, but actual steps to do, such as visit Fred’s family or write the eulogy).
• Define the goals and main responsibilities. Keep those a high priority.
• Make or review the list at the end of each day, so to be ready to tackle things the next day.
• Time how long routine tasks take to know how much time to allocate.

Tips to manage the list

• Divide large tasks into steps (not plan an upcoming talk, put decide talking points or find images for a matching PPT).
• Designate specific time for larger tasks (am/pm-minutes or hours).
• Delegate what others can do-in other words get help-pass tasks to a committee, other worker, or volunteer.
• Delay what’s not needed now- by putting it on calendar a week or month out.
• Ditch the unimportant-realize tasks you don’t have time to do and eliminate them.
• Decrease expectations and thus the work load-great power points are nice, but do the basics when there’s no time for adding bells and whistles.
• Don’t get distracted-decline time wasters and designate times people can call.
• Allocate time for the unexpected.

Know What should not be on your list

Know what you are not responsible to do, what does not fit your schedule, and don’t do those tasks.

Know thyself.

?Notice what causes a cringe and procrastination. Those items may be better delegated. Or, build in a reward of a fun activity only after accomplishing the difficult task. Also note what motivates you to complete tasks and use that when needed.

?Avoid procrastination, as deeds put-off must still be done

• Use what motivates you as a tool.

If you’re task oriented, list the benefits of completing the task as a motivator.

If you’re people oriented, consider how the task will help others or make it a team effort so you can do it in a social setting.

• Set a reward of doing something you enjoy once you complete a distasteful project.
• In the case of fear of failure or feeling overwhelmed, lower your expectations for perfection and ask for help if needed.
• Make sure you understand any associated negative emotions and forgive anyone where anger or hurt may be preventing you from doing the project.
• Find someone who is gifted in an activity for which you are unsure how to accomplish it. Enlist their help, or seek training to build the skills needed.
• If a task seems too big, break it into segments and tackle one part at a time.
• If you’re disorganized, then allocate time to first organize projects. Gather the items needed for a task (or have someone else do that) and set up a place to keep them together.
• If you generally underestimate how long tasks take, start doubling the time you allocate.

Most of all, make a commitment to do the task and keep your word.