Top tips for an achievable ‘To Do’ list

I just love a list ... for a start it means I don’t forget something but also it gives me a lot of satisfaction ticking tasks off when I have completed them. But, there is absolutely no point in writing a long to do list for a particular day that just isn’t achievable as it will just get you down and have a negative effect on your productivity. So, here are my top tips for an achievable ‘To Do’ list:

Be realistic: 

The to do list is a very traditional productivity tool, we use them to create order in our working day and impose control. However it is a well-known fact that a large proportion of items on a ‘To Do’ list never get completed; this is largely because we just put too many tasks on a list in the first place.

Structure your list:

It is important to structure your to do list in a way that is helpful to you. So don’t just write down the task that needs to be done but add the time you are going to tackle it and allocate a duration of time for it. 

If necessary break down the task into more manageable steps if that will make the whole task more achievable. Have you ever noticed that the more time you have for a task the longer it takes you and that these are the tasks that might not be completed? Especially if you are a procrastinator and/or it is a task that you really don’t enjoy. So give tasks a time slot.

Be specific:

Being specific really will help. If you have on your list to ‘write a blog post’ you will see that and may just feel totally overwhelmed by the task and may spend an inordinate amount of time thinking about what to write before you can even start. Whereas if you had on your to do list ‘write a blog about X’ then you are ready to go and are much more likely to get the task done.

Add interruptions:

If you have planned a very full day and end up being interrupted and doing tasks that aren’t on your ‘To Do’ list it is really important to add them onto your list and tick them off as done. Otherwise you might find your list has nothing achieved for the day ... when actually you might have achieved a lot.

Monetise your tasks:

Monetising your tasks is important, especially as your small business grows. As you get busier and have more to fit into every day, it really is important to monetise the tasks on your list and to work out which tasks are going to have the greatest impact on your business, in terms of sales/income and also to work out whether it would be better to outsource a task rather than do it yourself. Yes … it really can be financial beneficial to pay someone else to do some tasks for you!

Something that might help is to adopt the 1–3–5 rule ...

The 1–3–5 rule can, for some, be really beneficial to productivity; you have to start with the understanding that you can’t accomplish an endless number of tasks every day! The idea is that you can accomplish 1 big task, 3 medium tasks and 5 small tasks in a day ... and that is all you have on your ‘To Do’ list. 

This does have to be flexible as we all have some days that are with back-to-back meetings/trainings sessions etc ... in which case you will need to be flexible and realistic. You can leave some slots empty to fill in as tasks arise if that is the way your workload is. 

Why not give this a try? I have adapted this to a 1–2–4 list as I find it more achievable for me and have a bit of OCD with numbers!! I have created a downloadable template for you to try here ... download, print and try it out.

To app or not to app?

There are lots of apps available to create ‘To Do’ lists, which can take your lists to another level entirely ... but I am all for a simple hand-written list. I do use my Google calendar but that is more appointments etc. There are lots of ‘To Do’ list apps: Todoist, asana, monday, getbusy etc ... many are reviewed in this article here.

I am not really one for apps unless they are really necessary and I know for sure they are going to save me time ... but some people just love them. What works for you app or paper?

So, my tips are to Yes have a ‘To Do’ list BUT:

✓ be realistic and don’t put too many tasks on it,

✓ structure the list with time slots,

✓ have specific and actionable tasks,

✓ add interruptions,

✓ monetise your tasks

✓ try the 1–3–5 rule (or 1–2–4)!!

✓ use an app if it helps YOU.

I do hope this helps.

Cornerstone pa services is here to help YOU! Do get in touch if you have admin tasks to outsource and give yourself more time to focus on other aspects of your business. No task is ever too small or too tedious.