Forums: Discussions for entrepreneurs and small business.

We all know about To-Do lists. In many cases, they evolve into a daily planner, entire databases of lists, and we end up so overwhelmed we do nothing.

One of the best exercises I`ve seen is to have a 2-column list. In the lefthand column, write only what you KNOW you can accomplish in the next 24 hours. In the right column, write out what it is you want. Forget about the "how," or the "why." Simply write in a positive, "voting for" way, what it is you want. Leave that up to the universe, God, or "somehow."

Fine....so now you have a To-Do list that`s going to be accomplished in the next day. I think we can reduce that down to even a better focus. And isn`t that the point of To-Do lists; to narrow the focus?

We know that the mind can hold in conscious attention only about 5-7 things at a time. More than that, and we start shifting thoughts out into the mid-term memory, like a lazy-susan.

Build a list for Today. Choose no more than 5 things. If there are more, then put them on Tomorrow, but don`t number them. If there are more than 5 for tomorrow, then put those on the "Somehow" column.

Begin working the list, and forget about priorities! If they`re on the Today list, they`re already priorities! And they should be things you really want to get done. If one of them will take many hours, then don`t put 5 things on Today`s list...only that one.

Whenever anyone asks you to do something, ask yourself:

1. Is this on my list? If not, I`ll add it to the bottom, and see about tomorrow.
2. Is it an emergency? If it is--a real emergency, not some make-believe crisis--then I`ll remove 1 item from "today," move that to tomorrow, and replace it at this moment with the emergency.
3. If it isn`t on my list, and it isn`t an emergency, then it`ll go to the Tomorrow list.
   

The advantage of this is that when you`ve accomplished the 5 (no more than that) things on your Today list, the rest of the day is Your time! It`s "free" time. :-)

You`ll be astonished at how much of tomorrow`s stuff you`ll do when you know you "don`t have to do it."

Wow!

Excellent idea. I just wrote down my list of 3 things today (I added the other 2 for tomorrow`s list -- due to the time involved for the 3 things today). I can see how this actually creates more time in a day if one follows and complete (or make an honest attempt to complete the list).

Even though I have a daily schedule already, I don`t prioritize certain things that must be done that day and I know that hurts me later in the week.

But a list of 5 things...now that makes it easier and more realistic to actually complete the tasks.

I`m excited....I`ll post my results later next week (I`ll add this to my list so I won`t forget)

Thanks Craig!

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Pretty interesting. I use a Palm Pilot, and redid it to reflect your ideas. I am going to give it a try. Thanks.

I`m really interested to hear people`s responses to this. I`ve had a sort of Eureka moment the last few days, working with this. It`s showing me a "niche market" LOL! between what most people write about To-Do lists and so forth.

Here`s another modifier: The To-Do list is NOT a "work" list. All of Work comes under its own heading, and also is something "to do." But work is 1 topic...only that!

So here`s how it works. Do you want to work 80 hours a week? Or would you rather have a life and also work? If you make your work a "block" of each day, then that work doesn`t use a "to-do" list. It uses a Schedule!

A To-Do list is NOT a schedule! It`s a way to prioritize "Me Time" and make sure that you don`t allow the rest of the world to come before your own life!

I used to feel a bit guilty or badly working on "work" stuff, because I really wanted a haircut and to clean the living room, but didn`t. I got "involved" with the work, and suddenly the day was done. Yes, I`d worked, but I felt angry, annoyed, irritated, upset, depressed, and in a bad mood. Why? Because I wanted MY stuff done too!

The To-Do list should be no longer than 5 things, but it can be less. It MUST have at least 1 thing, and it MUST have a new list every day. If you don`t accomplish a "Today" thing, put it on the next day`s "today" list, and keep the "tomorrow list the same." (I found some lined post-its at Wal-Mart that work great! Limited space keeps it the right size list.)

What I`m seeing is that I`m "feeling" like when I get done with that list, then I have "free time." What`s really weird is that the "free time" is when I start doing my work! LOL! :-D How strange is that! But that work time suddenly becomes a real pleasure because I know I did my own stuff, and things in my "real life" are getting accomplished. :-)

Hello CraigL,

 

     I have learned from the Franklin Covey system.  through book and hours of audio and my own planner, I notice that you have the same way of thinking as they teach.  Although, they have 4 categories instead of 3. 

1. Important/Urgent

2. Important/Not Urgent

3. Not Important/Urgent

4. Not important/Not urgent

Both your list and theirs offers the uses a focus and efficiency need to reach your goals.  Your way is much simpler and since I have a hard time sticking to their system I may just pick up yours for a change. 

Great thought from CraigL!

The problem with the Franklin planners is that they`ve already taken up 4 out of 5 items simply by having to decide what category to place anything into.

The issue is the difference between a To-Do list, versus a Schedule. It speaks to "blocks" of time in a day.

"Work" is a block of time, and isn`t ever put on the To-Do list. That`s reserved for your personal life.

If you`re at work and have to mail a package, you either schedule it during work hours, or it falls out of work into your To-Do list. Then you can decide how much of your personal life is being taken over and possessed by work. :-)

I will give that a try, Craig. Thanks! Maybe it`ll help me feel less guilty when I don`t get 15 things done in a day.

I have a tendancy to go a little overboard with my lists. I make lists, then organize them, then I make sublists to the list on what I need to accomplish to attain that goal. I also do not erase anything off of my list, I write a line through it. This gives me a sense of accomplishment.

I used to go overboard on lists also. I figured the things were "so simple," why not just get them done with tomorrow, and that`d be the end of it. So I`d add a few more things. Then a few more, until I did nothing.

What I think this idea accomplishes for me isn`t so much a To-Do list, although it`s certainly that; it`s actually a "Top-5 Priority" list, with the specific focus on MY life, MY happiness, and what I want to do.

I`m seeing that it also helps me really stay disciplined about when I log into SuN, and how I`m going to spend my "free" time. When I look at "only" five things I "have to do" today, it`s "easy." So I figure, why not? I`ll just do `em real quick, then I`m "done" for the day! :-D

In only three days, I`m astonished at how much I`ve suddenly accomplished! Not only that, but when I do decide to run the boards, or develop a Web page, or learn a new program, I feel great! I don`t feel guilty that I still "need to do" laundry, mop the floors, get the car fixed, or go to the grocery store.

Actually, the more I think about it, the more this looks like it`ll work for the self-employed, not so much people with a running, successful business. I`m not sure yet....I`ll get back to everyone when I`m making my millions. :-) No really, it seems that it`s working so well because I don`t have a Workplace I have to be, where I`m stuck there for 8 hours doing what has to be done or I`ll get fired! This is a way to really split the work (at home) from the "work" of living my life---the tasks and errands and things "to do" that make up daily life.

I`ll be curious about thoughts from people who have a day job, and make To-Do lists.

CraigL wrote:

I`ll be curious about thoughts from people who have a day job, and make To-Do lists.

Reply:

It seem like employed To-Do list are more urgency and crisis oriented verses a self=employed list of priority.  I use a ABC system when I am not using the Covey system.  The "A" get done first then the "B" then the "C."  If I don`t get to the "C`s" then it gets moved to tomorrow list.  It is similar to what you do CraigL. 

To keep stimulated, scheduling long tasks after short ones helps.  Also accountability is one of the most important elements to consistency when attempting accomplish longer goals.  A mentor is also vital for long term focus.  I know that this is all common sense though.  As I type this I was thinking that you seem pretty self sufficient CraigL.  Do you feel that you have mastered yourself in this area for the most part?