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Part III How To Create The Perfect To-Do List

This is where the rubber meets the road. We’re going to take everything we’ve covered thus far and use it to build an effective to-do list system.

The system we’re about to create will make it easier for you to get your most important work done on time. It will reduce your stress, eliminate your frustration, and help you to focus and avoid distractions along the way.

Most people underestimate the importance of their to-do lists. They misjudge the impact their lists have on their productivity. As you read the following sections, I encourage you to take the opposite view. Recognize that your to-do list plays a vital role in how your day progresses. An effective system will not only help you to stay on top of your workflow, but will also help you manage your daily life.

Let’s build the perfect to-do list. Step 1: Isolate Current Tasks From Future Tasks

In the section 10 Most Popular To-Do List Systems, I noted that one of the strengths of David Allen’s GTD system is its use of multiple lists. It advocates the use of a “next actions” list and a “someday/maybe” list.

We can refine this practice to squeeze more value from it.

First, use a “current task” list to decide how to allocate your time and attention each day. This list will carry the to-do items that must be completed before the day ends.

Second, use a “future task” list to keep track of all the items that will need your attention at some point. You won’t use this list during the course of your workday. Instead, you’ll refer to it at the end of the day to create the following day’s to-do list.

This simple step, separating current tasks from future tasks, is critical. It can mean the difference between getting high-value work done on time and becoming overwhelmed under a mountain of tasks with varying priorities and deadlines.

Many people work from a single, massive to-do list that grows by the day as new items are added to it. This practice can be discouraging because there’s no end in sight. Those who work in this manner never manage to get through their lists, so they always feel as if they’re merely treading water.

Separating current and future tasks short-circuits this feeling. The massive list, the one that contains all future tasks, is set aside. No attention is paid to it during the workday. In its stead, the current task list takes the spotlight. Its limited scope - remember, it only carries items that are to be completed that day - reduces stress and removes the sense of overwhelm.

This is a slight deviation from the “next actions” list used in GTD. That list doesn’t limit your focus to the current day. As GTD’s creator David Allen noted, it is intended to list the “next physical, visible activity that needs to be engaged in, in order to move the current reality toward completion.” As such, the “next actions” list could potentially go on for several pages.

This is a crucial distinction. You’ll find that completing each day’s to-do list will motivate and inspire you. There’s something invigorating about crossing off every item from your list. You’ll feel as if the day is a productive success.

Imagine experiencing that positive feeling day after day. Step 2: Define Tasks By Desired Outcomes

The only reason to do a something is if doing it moves you closer toward achieving a specific goal. For example, few people study calculus in their free time. Most do so in order to complete schoolwork, prepare for a test, or broaden their skill set.

Likewise, few people clean out their rain gutters for enjoyment. They do so to prevent water damage to their roofs.

We take action to effect specific outcomes. Otherwise, why would we spend time and effort doing things that prevent us from pursuing activities we find more enjoyable (for example, binge-watching our favorite TV series on Netflix)?

Consider that notion in the context of your to-do lists. How often have you failed to complete tasks - or even start working on them - because they appeared to have little importance to you? Chances are, the tasks weren’t attached to specific goals you wanted to achieve.

The simplest way to get through your daily to-do list is to assign a “why” to each item found on it. Know the reason the item is on your list. Determine why you need to get it done. Write the reason down next to the task.

For example, suppose your to-do list carries the item “call my parents.” You probably have a reason to call them, if only to check in and see how they’re doing. Alternatively, you might want to invite them to breakfast or ask them about a family-related matter.

The point is, calling your parents is intended to accomplish a specific goal. Write down that goal, or desired outcome, next to the task. You’ll be more likely to follow through on it if you see the reason for doing it.

It’s not enough to keep the reasons for doing tasks in your head. You must write them down. Doing so makes it material. A reason written down is more real than a reason bouncing around in your head.

You’ll find that when you associate tasks with specific outcomes, you’ll feel more compelled to get them done. Taking action will signify progress toward goals you hope to achieve - goals that are important to you.

This is one of the defining traits of an effective to-do list. Step 3: Break Projects Down To Individual Tasks

You’ve probably heard this joke: How do you eat an elephant? One bite at a time.

It illustrates an important concept related to task management. The only way to complete any project is to first break it down to its constituent parts. A project is moved forward by working on the individual tasks that are incumbent to its completion.

You know this intuitively. But do you apply the principle to your daily to-do lists?

When we’re faced with a large project, it’s difficult to know where to begin. Consequently, we become more prone to distractions. Any distraction is preferable to grappling with an endeavor for which we lack direction and momentum.

This is the reason many to-do “items” remain unfinished at the end of the day. They’re technically projects. They’re too large in scope and can seem overwhelming, which causes us to procrastinate. We ultimately carry them forward to the following day, where they continue to nag us.

If we don’t invest the time to break down projects to their smaller, more manageable pieces, this motivation-crushing process is likely to repeat itself day after day.

Let’s look at an example.

Suppose one of the items on your master list is “clean the house.” This is a project, one that can potentially take hours to complete. Listed as a single item, it’s overwhelming. It’s difficult to know where to start.

So let’s break down the project to smaller tasks, each of which offers focus and can be completed in less time. Here’s a starter list:

Wash the dishes Clean the kitchen countertops Mop the kitchen floor Clean the downstairs bathroom Clean the upstairs bathrooms Vacuum the floors Dust the furniture

Notice that each of the above tasks is actionable. And importantly, each one is independent of the others. You don’t have to address them in any particular order.

This gives you flexibility in how you schedule time to complete the tasks. Rather than setting aside four hours to “clean the house,” you can set aside 10 minutes to wash the dishes, 15 minutes to mop the kitchen floor, and 30 minutes to clean the downstairs bathroom.

Breaking projects down into smaller tasks makes them seem more doable. It also allows you to focus your limited time and attention on tasks according to their priority and value. For example, washing the dishes may be a high-priority item that warrants your immediate attention. Meanwhile, vacuuming the floors can be postponed until tomorrow without consequence.

It’s important to make the distinction.

Make sure your to-do lists are limited to actionable tasks, not projects. If an item requires more than one action, it is a project that can - and should - be broken down. By breaking them down, you’ll enjoy better focus and get important work done more quickly. Step 4: Assign A Deadline To Each Task

You already know the importance of deadlines. They help us to focus our time and attention on important tasks. They help us to organize our calendars. They encourage us to take action. Studies also show they improve our performance.

Ultimately, deadlines increase our efficiency and productivity, spurring us to get important stuff done.

For this reason, every task on your master to-do list should have a deadline associated with it. The date doesn’t have to be written in stone. It can change as the priority and urgency of the task to which it’s attached changes.

Nor must the date be precise. Your task list may include to-do items that need to be addressed at some point, but can be put on the back burner for now. A due date of “mid-August,” rather than “August 14,” may suffice if the task isn’t due for several months.

Attaching a deadline to every item on your master to-do list makes it easier to know which tasks to select for your daily to-do list. You can tell at a glance which items need your attention tomorrow and which ones can be shelved until a future date.

Having said that, it’s not enough to assign a deadline to each item. The manner in which you do so is equally important. It will influence your morale, motivation, and ability to focus. Your strategy in setting deadlines will dictate whether they are effective.

Here are a few tips…

First, make sure each deadline is realistic. It does no good to assign an impossible due date to a task. Doing so will only cause you stress, frustration, and discouragement.

Second, come up with a reason for each due date. For example, suppose it’s summertime and your child is due for a dental checkup. You’d probably want to schedule a dentist appointment by August 31 to ensure it gets done before your child returns to school. You have a reason to act. The reason makes the deadline genuine.

When a deadline is set without a reason - that is, the date is arbitrarily chosen - there’s less impetus to take action. The sense of urgency is artificial.

Third, give yourself less time than you think you need. I mentioned Parkinson’s Law in the section Why You’re Not Finishing Your List Of To-Do Items. That law states “work expands so as to fill the time available for its completion.” We tend to allow ourselves too much time to get things done. You’ll find that narrowing the window will improve your focus and result in greater efficiency and productivity.

There’s no reason to dread deadlines. On the contrary, you should look forward to applying them to every item on your master task list. They’ll help you to avoid distractions and give you the motivation, inspiration, and energy you need to move your most important work forward. Step 5: Limit The Number Of Current Tasks To Seven

One of the most common problems with to-do lists is that they’re too long. Those that start with just a few tasks invariably grow to include dozens. It’s no wonder so many people are unable to get through their to-do lists. Doing so is practically impossible!

On the one hand, this circumstance is understandable. During the course of any given day, new projects are conceived and new tasks are born from them.

But that doesn’t mean you should add them to your daily task list. In fact, doing so would be setting yourself up for failure.

I strongly recommend limiting the number of items on your daily to-do list to seven. This is a manageable number. Assuming no single task requires hours to complete, it’s possible to get through your entire list by the end of the day.

We talked about the “3+2” strategy and the “1-3-5 rule” in the section 10 Most Popular To-Do List Systems. Both methods limit the number of tasks that appear on your daily lists. Both get this aspect of task management right. They keep your list short so you can get through it each day. As a result, you’ll avoid the sense of overwhelm and self-guilt that accompanies failure in that department.

Allow me to clarify something. I mentioned limiting your daily to-do list to seven items. You might be wondering how, at that rate, you’ll get through the hundreds of tasks on your master to-do list, which grows longer each day.

My “limit-to-seven” suggestion refers solely to tasks that require at least 15 minutes to complete. You’ll find that many of the tasks on your master list can be handled within one or two minutes. Following are a few examples:

Make your bed Check your voicemail Sort your mail Start a load of laundry Make a dinner reservation Subscribe to a newsletter (like mine!) Return a phone call Add a plug-in to your Wordpress blog Declutter your desktop Decide what to have for dinner

These are “tiny tasks” that don’t belong on your daily to-do list. Why? Because they could potentially cause the list to grow to dozens of items.

Instead, I recommend keeping a “batch list.” We’ll talk about this practice in more detail in the upcoming section How To Maintain A Well-Oiled To-Do List System. For now, recognize that tiny tasks like “sort your mail” should not be among the seven items on your daily to-do list. Step 6: Organize Tasks By Project, Type, Or Location

It’s common to treat the master task list as a rolling “brain dump.” New tasks are added to the bottom of the list as you think of them. The problem is, if you leave it in that condition, it will eventually become overwhelming.

Even if you give each item a deadline and provide various types of context, your list will become burdensome over time. You’ll find it increasingly difficult to manage tasks. A lot of items will end up falling through the cracks.

Imagine reviewing 20 pages of to-do items. My own master list used to be much longer before I learned how to create effective lists. Finding specific tasks and managing the associated projects took too much time.

No longer. I now organize tasks based on various contexts: by project, type, and location. I maintain multiple lists accordingly. (Note that these lists are separate and distinct from my daily to-do list.)

Task-level context is an important part of any to-do list system. It defines how long items should take to complete. It reminds you of the reasons to get them done. It encourages you to focus on tasks that have the highest priorities given your goals.

For these reasons, categorize each task on your master to-do list using the following three contexts:

Project Type Location

I recommend creating a separate list for each project, each type of task, and each location. For example, the following projects would warrant their own lists:

Write a book Remodel my kitchen Buy a car

The following types of tasks would also warrant their own lists:

Analytical work Creative work Mindless work

Likewise, the following locations would warrant their own lists:

At the office At home On the road

Categorizing to-do items by project, type, and location will keep you organized. It will also help you to choose tasks for your daily list that complement your circumstances.

For example, “vacuum the living room” is clearly a location-based task. You must be at home to do it. If you plan to be at the office all day, you wouldn’t add this item to your daily list.

Some tasks can - and should - be assigned to more than one context.

For example, consider the project “Write a Book.” One of your early tasks is to “write the first draft of chapter 1.” This task is already categorized by project. But if the only time you’re able to write is while you’re at home, it should also be categorized by location. Moreover, keep in mind that writing is creative work that requires mental energy. As such, it may be useful to categorize it by type of activity. That way, you can schedule it on your calendar for times when your energy levels are high.

If you’re creating to-do lists on paper, assigning multiple contexts to tasks can be problematic. One solution is to color code them.

For example, the task “write the first draft of chapter 1” is already found under the project “write a book.” Color-coding for that context is unnecessary. But you can use colored pens to assign location and activity type contexts. Red can signify “at home” and blue can signify “creative work.”

This is an imperfect solution, of course. A better approach is to use an online tool, such as Todoist. It offers tagging and labeling features with a palette of colors that make it easy to organize to-do items by multiple contexts.

One last note before we move on. You may find it useful to keep a separate list for high-priority, high-value to-do items. Some people call this a HIT list, or high-impact task list.

Personally, I find the use of a HIT list to be overkill. I already assign a priority to every item on my various lists. Creating an additional list for high-impact items is unnecessary. It hampers my efficiency rather than improves it.

But I wanted to mention the practice in the event you find it helps your workflow. Remember, this is about creating a system that works for you. Step 7: Prune Your List Of Unnecessary Tasks

One of the most important things you can do is to keep your master to-do list clean. You need to prune the list on a regular basis, purging tasks that are no longer necessary or consistent with your goals. Otherwise, it can quickly become unmanageable as you add new items to it each day.

Pruning your list helps you to keep it under control. You’ll be able to more easily identify important projects and their associated tasks. Task management is made simpler when irrelevant items are removed, or crossed off, your list.

Pruning also increases your efficiency. It limits your master list to tasks that advance your most important work. Consequently, you won’t waste valuable time and attention on nonessential activities.

What types of tasks are candidates for removal? Look for these four items:

Wishes Unclear tasks Trivial tasks Resolutions

Wishes are typically phrased as projects rather than actionable tasks. For example, you might wish to “remodel your kitchen.” You may wish to “take your family to Kauai next summer.” Wishes are overly broad in scope and rarely essential to achieving well-defined goals. As such, they should be removed from your master to-do list.

Keep these items on a wish list.

Unclear tasks are those that lack context. You’ll sometimes find they’re in that state because they don’t warrant your attention. They hang in limbo until you notice them.

An example would be to “call John.” Why do you need to call John? How will doing so move your important work forward? Are there consequences if you fail to make the call? If so, what are they?

If a task on your master list is unclear, reevaluate its value in light of your goals. It may be a good candidate for removal.

Trivial tasks can be eliminated without repercussions. These are random items that are recorded when they surface, and promptly forgotten. Your master list will accumulate them. That’s its purpose - to clear your head of things that are difficult to remember and organize. But you’ll find that, under closer examination, many of these items can - and should be - removed from the list.

Resolutions are promises. They differ from normal to-do items because they typically require a change in habit. For example, you might resolve to “exercise,” “lose weight,” or “learn Spanish.” It’s fine to have such goals, of course. But don’t confuse them with actionable tasks.

Remove all resolutions from your master to-do list. They don’t belong there. Instead, put them on a separate “lifestyle goals” list and treat them as projects. Then, when you’re ready to act on one of them, create a separate list for it. Break it down to small, actionable tasks and assign deadlines.

A large, cumbersome master to-do list is discouraging. If you allow it to grow unchecked, it can slowly erode your motivation and crush your creativity. Keep it clean by regularly pruning unnecessary tasks. Doing so will make your list feel more alive because every task on it will have a specific purpose.

With periodic pruning, you’ll be able to more easily identify important tasks for your daily to-do lists. You’ll also spend less time on insignificant items, greatly increasing your productivity along the way. Step 8: Estimate The Amount Of Time Each Task Will Take To Complete

You should know how long each to-do item on your master list will take you to finish. This information allows you to choose tasks for your daily list based on how much time you’ll have available to work on them. If you know each task’s estimated completion time, you can create realistic to-do lists. You can avoid saddling yourself with tasks that need to be carried over to the next day.

Most people neglect to take this step. Sadly, it’s one of the most damaging omissions they can make. It can mean the difference between getting through their to-do lists and feeling frustrated and overwhelmed by them at the end of the day.

In order to calculate a task’s estimated completion time, you must know what is required to do the task. This includes tools, information, and input from others.

For example, suppose one of the tasks on your to-do list is to “finish the accounts receivable report for boss.” In order to complete the report, you may need input from your company’s sales department. You might also need to refer to last week’s accounts receivable and cash flow reports. How long will it take you to obtain the necessary information and resources? These requirements should be taken into account when estimating the task’s completion time.

Review your master list and assign a time estimate to each item. Whether the item will take 15 minutes or 3 hours, write down the estimate next to it.

Resist the temptation to guess. We tend to be overly optimistic regarding our ability to get things done. We underestimate the time we need. Be aware of this tendency.

Come up with a realistic estimate based on the resources you’ll need (including input from others) and the challenges you’re likely to encounter along the way.

If you’re familiar with the task, you’ll know what resources you need and how much time it will take to complete it. You’ll be able to assign a reasonably accurate estimate. If you’re unfamiliar with the task, talk to someone who has worked on it in the past. Ask that person how much time it usually takes him or her.

As you assign estimated completion times to the to-do items on your master list, you’ll face an interesting conundrum. I noted above that we tend to underestimate the amount of time we’ll need to complete tasks. We’re inclined to be overly optimistic. However, we also tend to give ourselves too much time to get things done.

For example, take mowing the lawn. Suppose a realistic completion time is 45 minutes. In our optimism, we convince ourselves that we can finish the job in under 30 minutes. Yet, because there’s no urgency behind the task, we give ourselves an hour and a half.

This leniency is dangerous because it impairs our productivity. Recall Parkinson’s Law: “Work expands so as to fill the time available for its completion.” Although you can realistically mow your lawn in 45 minutes, you’ll take an hour and a half to do it if you allow yourself that much time.

Keep Parkinson’s Law in mind as you assign estimated completion times to your to-do items. It will help you to drastically reduce the amount of time you need to complete tasks. As a result, you’ll get more done and enjoy more free time to pursue other interests. Step 9: Lead Each Task With An Active Verb

Sometimes, all you need is the right word to spur you to action. Verbs have that power. Put them in front of your to-do items and you’ll be more inclined to get the items done.

When you phrase a task with a verb, the task comes alive. It goes from being a mere line item on your to-do list to being an actionable assignment. The verb triggers something in the brain, prompting it to focus on completing the item.

Let’s take a look at a few examples. Following are “tasks” (technically, they’re little more than notes) that lack verbs:

Laundry Sandra’s birthday cake Accounts receivable report Car tires Breakfast with parents

Notice how the tasks lack emotional and motivational power. We can fix that by adding verbs to them:

Start a load of laundry Buy a cake for Sandra’s birthday Finish the accounts receivable report Check the pressure in my car’s tires Call parents to plan breakfast date

Notice how the verbs (start, buy, finish, check, and call) tell us exactly what to do. There’s no ambiguity. You don’t have to guess at the type of activity the task involves. The verb defines it.

Also, notice how the verbs make it easier to estimate task completion times. It’s difficult to know how long the task “laundry” will take. But you can “start a load of laundry” in five minutes.

Not just any verb will do. There’s an art to choosing the right ones. The key is to be specific.

For example, consider the to-do item “contact Bob about the TPS report.” The verb “contact” is helpful, but imprecise. It can mean any of the following:

Call Bob on the phone Email Bob Send Bob a text message Stop by Bob’s office Leave Bob a message in his inbox

There’s value in choosing the precise verb that defines the task. Again, be specific. Will you call Bob or email him? Will you text him or stop by his office?

The right verbs encourage execution. They encourage you to take action. The wrong ones do the opposite. They encourage procrastination. Verbs like explore, plan, and touch base lack specificity. As a result, they’re less effective than verbs like research, draft, and call. These latter choices have more impact because they imply specific actions. They leave nothing open to interpretation.

Phrasing tasks with the right action verbs will motivate you to take action on them. You’ll be less susceptible to distractions and less likely to procrastinate because you’ll know exactly what you need to do.

The result? You’ll get through your daily to-do lists more quickly, getting more done in less time. Step 10: Note Which Tasks Require Input From Others

Some of the tasks on your daily to-do list will require input from other people. For example, you might be working on a team-based project and need certain team members to complete specific tasks before you can address the ones for which you’re responsible.

Even if you’re working alone, others’ input may be vital to your workflow. For instance, the accounts receivable report you’ve been tasked to complete might require input from someone in your sales department. The conference call you intend to hold may require information you’ve asked a coworker to obtain for you.

It’s important to know, at a glance, which items on your task list require action from other people. David Allen’s GTD advocates the creation of a separate “waiting for” list. This list would include every task for which you’re waiting for someone to act.

Personally, I think the use of a “waiting for” list is overkill. If you’ve followed the previous nine steps in creating your master list, context-based lists, and daily lists, you’ll do fine without it. In fact, a “waiting for” list would just overcomplicate your task management system.

Here’s my recommendation: write a short note next to each to-do item for which you’re waiting for someone’s input. Detail the type of input you need, its format (email, phone call, report, spreadsheet, etc.), and the date you expect it to be delivered.

The expected delivery date will prompt you to follow up with the person if you don’t receive his or her input in a timely fashion. To that end, it will help you to set expectations for others and hold them accountable for needed deliverables. This is critical if your workflow depends on them taking action.

Most people neglect to take this step. They fail to make notes regarding their need for input from other parties. Unfortunately, if their workflow depends on others, this omission will ruin their estimates concerning the time needed to complete tasks. They’ll end up spending valuable time in limbo, waiting for other people to act. This, of course, will hobble their ability to get things done, severely impacting their productivity.