Get More Work Done By Rewriting Your Tasks

Do you find yourself with overflowing to-do lists with no time to work through them? Do you feel overwhelmed by everything on your plate? 

There is something you can do about it. You can begin to work more efficiently by introducing structure into how you write the action items on your to-do list.

Repeat After Me, Structure Brings Efficiency

When things are structured they are standardized, predictable and ready to use. A structure ensures you have everything you need to get the job done. You do not have to waste time in figuring out ambiguous directives.

Well written action items give you all the information you need to accomplish meaningful work. You should immediately know from your written action items the task you should be completing and how it should be completed.

A good rule of thumb is to write a task for "future you". The "future you" may not remember all there is to know about a task and why it's important. However, a well-written task will allow "future you" to complete the necessary work with little wasted time.

The Beauty of the Verb+Object Structure

In structuring your action items you must ensure the intent is clear. Every task you write should include:

• Verb
• Object

The verb highlights the specific action you should be taking. The object indicates the who or what you should be interacting with in achieving a specific outcome. The outcome is often the deliverable you are working towards. 

For example: 

"Email Khan the sales proposal for Friday's quarterly meeting".

Email is the action. The sales proposal is the object that you are interacting with. Preparation for the quarterly meeting is the implied outcome.

Don't Forget About Your Time

An added element that I like to add to my tasks is the expected time it will take to complete it. I include this information as a tag or as a note attached to the task. This added element makes it easier for me to plan my day and set expectations regarding effort and time commitment.

This practice will help you ensure that whatever task you work on you have the adequate information and time needed to complete it.

What You Should Do Next:

• Consolidate all of your action items to a centralized location. This makes it easier for you to review important tasks. 
• Rewrite tasks using the Verb+Object format. Remember you are writing for "future you".
• Assign completion times to each action item. Schedule no more than five hours of tasks a day.