The ‘To Do’ list that worked

My previous article was on my time management plan that worked. I want to share exactly what it was that brought this baby home: a ‘To Do’ list that I could actually stomach.

Previously, it didn’t take much for me to by-pass a To Do list and work ‘organically’ (which generally meant no hammock/tequila time). So some extraordinary strategy had to be devised that could commando-roll into my habitual working life. A daily list was too much, monthly wasn’t enough. Weekly had to be it. And so it was written, every Monday morning.

First up, I didn’t call it ‘My To Do List’. Looking at that title just makes me feel exhausted. Instead I called it ‘What’s the Gig?’ (although I’m considering changing it to: ‘My one-way ticket to the Bahamas’ or something like that). The point is, call it something that will seduce you to look at it.

The list itself is actually seven mini-lists. And it doesn’t start with what I have to do next. The structure is as follows:

1. Wins from last week

This is short list of highlights from the week before. It’s amazing what you can drum up - even after a tragically awful week - that brings a little glow into the room just by remembering it. A positive way to start the week, but you can’t stop there…

2. Zoom & focus

This title makes me feel like Quentin Tarantino, looking at a short bulleted list of projects that I’m working on that week. Next to the project titles are a few words on what I hope to achieve when. It’s important to get real about what is actually manageable here.

3. In case of a miracle…

This is a short list of extra jobs in the wings if I can squeeze something in. It’s a running gag, but I persist with this section nonetheless.

4. Real people and everything

As I spend most of my time alone at the computer, this section is quite exciting. It’s a quick list of that week’s meetings and when/where they are scheduled for. While these details are already in my diary, I’ve found having meetings listed here helps to show the full structure of my working week.

5. Waiting room

You guessed it, a list of things I’m waiting for from other people that will determine the timing of workflow.

6. My babies

This is a mini-list of priorities for projects that I’m creating from the ground up.

7. My underpants

Okay, this list rarely has anything to do with my underpants. It’s a short run down of things I want to do in my personal life that week. From this point I can see how my personal priorities work in with my business ones.

And – surprise - it’s all on one side of an A4 page. Why? So it can be pinned to the board in front of my desk. Also keeping it to one page will curb your priorities to a manageable quantity.

Well, it’s worked for me so far. What to do lists work for you?

Megan Hills is a freelance writer and editor who enjoys helping others be engaging and understood. Through her marketing, publicity and graphic design nous, she can maximise the power of what you want to communicate to the people you want to reach.

08 Jun 09

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Excellent plan :D Just what I was trying to draft...
I did have a weekly-todo and a daily-todo; the daily-todo simply picks up the day's task from the weekly-todo :P
Now that works, but adding interesting titles looks like adding some fun to the todo lists. Thanks for the great post :) Kamal from Mumbai
Perfect idea for the to-do list, especially the Titles :)
It's an excellent article. thanks!! Asha Anish from from Bahrain
I have mine in Word and put a different inspiring photo on it about every month -- whenever I find I'm NOT seeing the photo, that's when I change it. Always something beautiful to look at -- vacation photo from the beach (or looking towards vacation!), flowers during mid-winter. Something great to look at. Sue West from southern New Hampshire USA
I can't survive without To Do lists - from business operations to home projects. I keep a copy on my PC desktop and on my noticeboards. Most jobs get done - eventually! Mary Jordon from Melbourne
I love lists and always have a to do list on the go. But I'm going to make a few changes - I LOVE your wins from last week idea - especially good I think for helping motivate. Will adopt a few of your ideas and see how it goes. Thanks Megan!! Mel Kettle from Brisbane
Hi Megan,
I've been using a to-do list for many years - and enjoy crossing items off as they are done. I love the way you have structured, and named your segments. My other half refers to my to-do list as "the D.L." (the Dreaded List). I'm sure he'll be impressed and happier when I model mine on yours! Many thanks. Judy Bielicki from Melbourne, Australia

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