To-Do List Tips

There are many to-do list approaches. There are websites, mobile apps, notebooks, backs of junk mail. All can be used to help keep track of everything that needs to be done. I am very supportive of any system that works for the person using it. 

I personally use Toodledo as my to-do list manager. It does everything I want from a to-do list; it sorts by due date and allows for task categories and notes. It also has a mobile app that syncs with the web-based list so when you bolt awake at 2AM remembering something you need to do, it is simple to add the task and then go back to non-stressed sleep. Based on how I organize my to-do list, the free version of Toodledo does everything I need. 

Regardless of what tool I am using, I have tricks for making my to-do list easily digestible at a glance and for keeping track of next steps.

Below are 5 key tricks that I use for my to-do list management.

• Items that MUST be done today are written in ALL CAPS. Ideally everything listed as "due today" will get done but, well, um, you know how it goes.
  • Toodledo note: I do not use the "Priority" feature in Toodledo because it's too visually disconnected from the task for me. I also use the free version so I only get one sorting option and sorting by due date is most critical for me.
• Tasks that require follow-up are renamed and rescheduled instead of being marked as complete. I will rename the task to "Follow up re: [task name]" and make the due date 2 business days later (or whatever the appropriate length of time to follow up may be). 
  • Example: On Monday I have a  task called "Send client X SOW for project Y". Once I send the SOW, I will rename the task to "Follow up with client X re: SOW" and move the due date to Wednesday.
• Create recurring tasks (if your tool allows). There are many tasks that need to be completed repeatedly (e.g., sending retainer invoices or replacing your Brita water filters). Creating recurring tasks makes sure that you continue to remember the task.
• At the end of the day, assign new due dates to any uncompleted tasks. I do this for a few reasons. First, it is a great way to regroup on outstanding items at the end of the day. Second, throughout each day, I am so focused on tasks that are due today that tasks marked as "overdue" usually disappear from my attention. Third, it is demotivating to see a long list of overdue tasks. It makes your to-dos feel more overwhelming than needed.
• Use notes sparingly and only for information necessary to complete the task. Once a task is marked complete, I will likely not reference it again. Therefore, any notes stored within a task should equally be discardable.
  • Example: Notes can be used for reference information like URLs (e.g, the website URL for a form I need to complete), addresses (e.g, the address of where I need to drop off my goodwill items), and list of recipients  (e.g, reminder of the request to copy someone on an email).

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My Toodledo to-do list for January 13, 2015 

I use my to-do list for a basic tracking of tasks. I use other tools for storing and organizing information and notes. The main tool I use is Evernote and I will talking about how I use in Evernote in future posts.  

I love learning what processes people use for maintaining their to-do lists. Let me know how you organize your to-dos in the comment section below!