Looking for the successful To-Do List? Does a successful To-Do List even exist?
Yes, it does. However, there are key factors to make it successful. Many years ago, I prepared this list of seven factors as part of a “Where are they all” series. Here is how to check off all seven.
1. Are all your To-Do Lists in one place?
Let’s start with how many To-Do Lists you have and where you keep them all. Are they all in one room? Frequently, clients complain they can’t keep track and the lists end up spread out across the house, office or desk.
Put all your lists, if you have more than one, in one place.
2. If they are in one room, are they all in one location in that room?
Ideally, you use only one, or a maximum of two lists. If you are using two, the first is a brain dump of all the things you can imagine you need to do. This list is a way of emptying your brain and to stop the thoughts from swirling. The second is the short list of things to do TODAY. Give your lists a designated home and make sure they get back there.
3. In that location, are they on one piece of paper, one file, one book or in one file folder?
There is not one single, perfect method to contain the successful To-Do List. There are however, more helpful strategies. I recommend keeping the list in a small notebook. If you identify as a woman or keep a purse, ideally the notebook fits in that purse. It ought to be small enough to carry with you and large enough to keep track of the list, plus any additional to do’s that come up during the day. Using a planner serves the same purpose and keeps the information with your daily activities. It doesn’t matter if this is digital or paper version. Keep it together.
4. Are similar or related items actions listed together?
One of the benefits of writing down the action items, is that related items can be identified. When our thoughts swirl in our head, these feel like unrelated, multiplying action items. Written down, those same items may only be one action with some qualifiers. For example the action item might be “pick up the birthday cake”. The qualifier might be “before 4 pm” or “and dropped off at party venue” or “pick up candles”.
5. Does each item start with a verb?
I call this “verbing up your To-Do List”. Our brains receive clear direction when the action item begins with a verb. If your action relates to getting organized, you might use words like sort, clear, purge, empty, or reduce. Your brain understands the clear action word and knows what to do. Using a verb to start each item removes confusion. On my To-Do List today is “complete weekly blog post on the successful to-do list”.
6. Are your To-Do List items sorted by date identified, date due, level of importance, level of urgency, relevance to your objectives?
Not all to do’s are created equal. Does your list help your brain understand which item to tackle first? Using the 2 list method, the “capture everything” list is just a brain dump of all your thoughts. It can be useful to sort this list by area of your life e.g. work, health and fitness. 
The today list represents items that are scheduled for today, are urgent or time sensitive. If you plan your time using time blocking, your to do’s for today are scheduled into the time blocks.
7. Do you know when the items have been accomplished?
An effective goal is one that is clearly measurable. A measurable goal means you know exactly when it has been accomplished. The same is true for the successful To-Do List items. With the birthday cake example above, you know exactly when that item is complete; it’s 4 pm and either you have dropped the cake at the venue or you haven’t. Once again, items written with a verb, and built-in completion details, provide your brain with clarity. These items are easier to accomplish. Accomplishing tasks is faster when your entire To-Do List is built with clear action items.
The successful To-Do List is easy to keep track of, easy to follow and contains clear, actionable items. “Verbed up”, your brain receives clear information about what it needs to direct you to do and when that task is done.
Creating both process and outcome goals for your business can take energy and time. You will be glad you did and here is why.
Time management is likely the number two complaint of my clients, right behind clutter. The reality is, we don’t manage time we manage tasks and ourselves.
When Life throws us rough waters, we may need to step away or take a break from our business for a short time. An annual plan can support you to get back on course faster and easier.
Step one is a compelling vision that keeps you focussed and reminds you of why you are pursuing goals in the first place. Next the plan needs a break down of the year to show where the revenue opportunities sit and where the expense obligations lie. Step three is a set of detailed process and outcome goals by quarter and month to identify what work needs to be done and when. Final step is a set of tools to which you can resort when the procrastination, perfectionist, and fear of failure – or success – gremlins show up.
