TO DO List

	Creating A To-Do List
	By Ramona Creel

Feel free to use this tip sheet / checklist as you tackle your own ""do-it-yourself"" organizing projects. If you would like to REPRINT or DISTRIBUTEthis information, please click here for reprinting instructions.

6 REASONS TO KEEP A TO-DO LIST

• can help you take control of your time
• gives a one-glance look at everything you want to accomplish
• minimizes mind-clutter by keeping track of odds and ends
• improves your memory by writing everything down
• frees up mental "RAM" by emptying your brain of trivial items
• helps you prioritize your activities

BUILDING A MASTER TO-DO LIST

• keep a notepad nearby so you can enter items as they occur to you
• empty all of the to-do's in your head onto a piece of paper
• don't worry about priority, importance, or time frame for completing
• this is your "master to-do list"
• don't try to tackle all the items on this list
• you will build your "daily to-do list" from your master list

CATEGORIZING AND PRIORITIZING

• break your master list into meaningful categories by activity
• home maintenance, work, calls, errands, to buy, etc.
• break large projects into smaller individual tasks
• assign a letter code to each item on the list
• "A" = must do; "B" = should do; "C" = could do
• prioritize items in each category by letter ("A" then "B" then "C")

DAILY TO-DO LIST

• limit your daily list to no more than 10 items you hope to complete
• include no more than 2 large or difficult tasks
• your daily list includes appointments and commitments to others
• also include "A" items off of your master list
• if you have time, fill in the gaps with some "B" and "C" items
• leave room for urgent items that just pop up

DEVELOPING A NOT-TO-DO LIST

• not every item on your to-do list has to be done
• the key to productivity is awareness of how you spend your time
• what you do, how long it takes, and what benefit you get
• create a log tracking your activities for a week
• evaluate the time investment time versus "payoff" for each activity
• how much benefit or enjoyment are you getting from each activity?
• keep high-payoff and enjoyable activities on your to-do list
• ask yourself if low-payoff activities need to be done at all
• if they do need to be done, do they have to be done by you?
• if they need to be done by you, could they be simplified?

HOW TO TACKLE YOUR LIST

• tasks should be completed in order of importance
• unless they have a specific time frame (like a meeting or class)
• is this the best possible use of your time at the exact moment?
• your goal is to complete all of your "A" items first
• then finish as many "B" and "C" items in the time available
• be realistic about how much you can accomplish in a day
• create an agenda for your daily task list
• schedule times for completing specific activities whenever possible
• if you didn't complete a task, you had too many items on your list
• move unfinished items to another day and re-evaluate the priority

MAKING SURE YOUR ACTION ITEMS GET DONE

• if you procrastinate, create artificial deadlines to finish early
• know your work style (long stretches or short bursts)
• understand your high and low energy periods
• plan your to-do's accordingly
• make liberal use of memory joggers -- alarms, sticky notes, etc.

OTHER ALTERNATIVES

• get your family to take on household responsibilities from your list
• ask a co-worker for assistance with routine business tasks
• ...and offer to help out the next time that co-worker needs a break!
• make use of support staff (admin clerks, assistants, etc.)
• outsource jobs to an independent contractor or freelancer
• develop a local co-op for sharing time-consuming domestic chores
• set up an informal chore swap with a neighbor