To-Do or To Timebox?

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Time management is an evergreen topic – people are forever wanting to be more effective in using their time.? It makes sense as time is a static resource, and if we can accomplish more in that given time, chances are good things will happen for us.

Two of the most used (and perhaps misused) tools available for improving the results we get from our time are the to-do list and timeboxing. Since they are so common, it is time to take a new look at each to see how we can make them a more valuable part of our productivity regimen.?

Let me describe each to you, give you some tips, then share how I use both.

The To-Do List

While it might not be your habit, you’ve made a to-do list at some point in your life.? At the core it is a list of things you need to accomplish. At worst it is simply a list of things you can’t forget about. At its best it is a strategic list of things you need to accomplish. Here are some tips for using to-do lists more effectively:

• Think plan not just list.? Make your list at the end of or start of your day – identifying the most important (not just urgent) things you need to accomplish next.?
• Prioritize. Even if the list is long, identify the things that must be done to make your day successful. I identify three (and no more than five) of these things each day. If these things aren’t accomplished, I likely haven’t had a successful day.
• Think longer. While a daily to-do plan is good, having one for the week gives greater context and helps this approach be more of a planning approach rather than a simple list.
• Think accomplishment, not just action. List what the accomplishment is. Rather than listing a project, write “project completed.” By focusing on the outcome, you are helping your subconscious help you succeed and get daily closure.
• Identify your not-to-dos. Some things you add to your list, don’t need to be done at all – or not by you.? Make sure you aren’t doing things of low value or that could be delegated to someone else.

Timeboxing

Timeboxing is technique popularized in project management that has been applied to personal time management as well. At the core it is a simple technique that involves assigning a fixed amount of time to complete an activity in advance.? You then work on the activity during that prescribed time and stop working once that time is up.? On the personal level some might call this time blocking (and some might argue there are differences between these concepts), but essentially timeboxing adds a time element to your productivity planning.? Here are a couple of tips for this approach:

• Push yourself. Parkinson’s Law says that work expands to the time allotted, so don’t be too generous. Use your timeboxes to push yourself a bit, and then…?
• Learn as you go.? Some people struggle with how long to give a task.? Just start.? Make educated guesses and adjust on future iterations.
• If you do it, do it. In other words, if you box or block the time, stay on task.? Filling up the calendar then doing whatever you want during that time isn’t timeboxing and won’t work.
• Stop when it’s time to stop. For the perfectionists reading this, timeboxing can help you overcome “perfect.” If you are going to clean your office for 30 minutes, do what you can in 30 minutes, then stop.? It might not be perfect, but progress has been made and you have other things to do next.
• Hold your timeboxes. If you put timeboxes on your calendar, hold them like you would a meeting with someone else. Don’t let others take the time too easily.

What I Do

The false choice is to pick one approach – am I a to-do lister or a timeboxer? Clearly there are benefits and pitfalls in each approach, and while you can pick one approach and hone it to become highly proficient and productive, you don’t have to pick.

I plan using to-do lists on a daily and frequently (though not perfectly) weekly and monthly as well.? I also box of block time to help me focus, find time, and create a greater sense of urgency in my work. By doing both together, I identify the most important work and in context can prioritize the amount of time I can devote to it.? For me, when I am doing both well, I accomplish more of the right things in less time – which is the best possible definition of productivity, and the goal of time management.

Time for you to share: What ideas did you get here that you can apply today?

Have a great week - links to the resources below will extend this article and support you in getting Remarkable Results.

You are Remarkable!

Kevin ??

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