Only 18% of people have a good time-management system. That means 82% of people do not have a routine or know how to be productive with their time. And if you are a small business owner or interested in business ownership, you will need to improve this skill.
Despite having no routine, most people do write down tasks they need to complete on a to-do list. And managing a to-do list in the proper way is the first step to smart management and more productivity.
Want to know how improving a simple skill like making to-do lists can change your life for the better? Read on for a guide that will show you how!
Choose the Best To-Do List Method for You
Do you write down your to-do list on a piece of scrap paper and by noon have no idea where it is? Then the classic paper-and-pen method of writing a to-do list likely isn’t for you.
But the good news is there are lots of ways to create a to-do list. You can choose whichever makes the most sense for your life. Here are some options:
- Physical list in a notebook
- Physical list on a corkboard
- Physical list in a diary or calendar
- Digital list in a note-taking app
- Digital list in a productivity app
One pro of having a physical list is that you get the satisfaction of crossing off the tasks once you’ve completed them. You might also be more likely to remember to do the task if you are a visual learner. But it is harder to move the tasks around to rank them.
Digital lists make managing a to-do list simple. These lists are easier to add to and change. Some apps also have appointment reminder software so you always remember to complete your tasks on time.
Create More Than One To-Do List
You’re likely a very, very busy person. If you were to write all your tasks down in one to-do list, it would read like War and Peace. It’s overwhelming to look at so many tasks on one list, so the best thing to do is to have more than one to-do list.
Your system could be as simple as having a “work” list and a “life” list. But you could also break your tasks down even further. For example, you could have:
- Grocery to-do list
- Vacation planning to-do list
- Client project to-do list
- Hiring new staff to-do list
Writing different lists for different projects or areas of your life is a lot easier to manage and organize than one long list. And at the start of each day, you can write a daily to-do list by referring to what is most pressing on your other to-do lists.
Keep “Goals” off Your To-Do List
You should only write singular, actionable tasks on your to-do list. You should keep any goals or objectives off. These are some examples of goals that you shouldn’t put on your to-do list:
- Learn a language
- Run a marathon
- Find a new job
- Buy a house
Goals like “finding a new job” demand a series of smaller tasks that you can add to your to-do list. Here are some examples:
- List and search job advertisements
- Update LinkedIn profile and resumé
- Buy a new suit
- Apply for jobs
- Prepare for interviews
And you need to perform some of these tasks, like checking job advertisements, more than once. So you need to add it to your daily to-do list again and again until you achieve your goal.
Give Your To-Do List Tasks a Deadline
If you are ranking your tasks well, then you are performing your most pressing tasks first. That’s a good thing! But you might find that some items on your to-do list have been lurking at the bottom for too long.
Give these tasks a due date so you feel an urgency to complete them. Or see if you can split them up into even smaller tasks so they are easier to tackle.
Make Your Daily To-Do List Super Short
Is your daily to-do list still overwhelming? Only add three to five tasks at once. This will help you focus on the most important tasks.
And if you finish your three tasks but you still have some time, you can refer to your other to-do lists. This practice will help you feel like you are being very productive and will keep you motivated.
Write Tasks as You Think of Them
One of the problems of to-do lists is that they are not always accurate. You might have several tasks that only live in your brain, which will make you feel more stressed and frazzled.
Whenever you think of a task that isn’t on your to-do list, stop what you are doing and write it down. This can be difficult when you are driving or in the shower, but try and get into the habit.
This is why digital to-do lists can be easier to manage than physical ones. You might not have your notebook with you at all times, but you likely carry your smartphone everywhere.
Learn How to Write Good To-Do List Tasks
The art of writing a to-do list is almost as important as the art of managing a to-do list. You’re not drafting a 500-page romance novel. You should be as direct and straight to the point as you can be so the task does not appear more overwhelming than it is.
For example, “buy new cleats for Macy’s soccer game this Saturday” is too wordy. “Buy cleats” is enough. You could also use highlighters, tags, and colors to make different tasks stand out.
Now You Can Tick “Managing a To-Do List” off Your To-Do List
You’ll now realize that managing a to-do list is a skill in itself. It will take a lot of practice and dedication to become an expert. But once you are, you will be able to enjoy a much more productive and less stressful life both at work and at home.
Leadership skills and time management skills are some of the most essential life skills. But there are more! Browse our other articles for tons more self-improvement tips and tricks.
