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.
Successful to-do lists are the ones you use. What they look like varies tremendously.
I like to think of mine as my second brain. I can’t keep track of everything in my head, so having a reliable place to capture action items is essential.
My approach to my lists is slightly different. I use an electronic list, the 2Do app. To-dos are entered to be handled on a specific date and color-coded by category (e.g., Work, Personal, Errands, etc.). If I have a project with many individual tasks, I have a cue on my main list to ‘check’ the project-specific list.
I keep the project lists separately because there are too many items to list in this other system. However, the main 2Do list cues me what to do on a given day and where to refer to when more detailed instructions are needed.
Whatever isn’t completed that day gets moved to the next available day. By the end of the day, all items are ‘complete,’ and my to-do list is clear.
So interesting that you are using an app. Many of my clients have tried them but in the end the technology becomes one more distraction that keeps them away from the task at hand. I’m still looking for one that doesn’t have that impact and I love to learn about more of them. Haven’t heard about 2Do so will check it out. Thank you!