Making a to-do list may seem obvious to you. However, I have to remind myself from time to time that nothing is obvious until you see it. Everybody has to start somewhere, so, I want to talk, for a moment or two, to those who aren’t comfortable writing a to-do list.

I have a friend who was a paralegal for many years. That job came to an abrupt end and she found herself managing a book and gift store. I noticed, whenever I talked to her that she frequently interrupted herself. She would be right in the middle of a sentence and interrupt herself with another thought and then interrupt that thought with another. She seemed agitated about all her new responsibilities. I suggested she make a list of what needed to be done. Her response, “Oh no, I know exactly what I need to do.”

The weeks passed, during my next visit, the same scenario replayed itself. I broached the subject again. I explained to her that the human brain can remember a lot but it can only keep about 6 or 7 things at the forefront at a time. Since the brain doesn’t really keep time very well it reviews the list in an endless loop so a list of 4 items can seem like a list of a hundred items. As the list is reviewed time and again a feeling of anxiety grows. Here’s what I told her, “Write what needs to be done on a list. The next time it comes up in your mind, check the list. If it’s not on the list add it. If it’s on the list say, ‘be calm it’s on the list.’” She tried it for a day, but kept losing her list.

I love to program in postscript so I wrote a program to draw 6 to-do lists on a page. You simply fold the paper in half and then in thirds. This gives you 6 panels on which to write as many tasks as you can fit. I put a check box next to each one. I gave her 2 sheets. The first one I used to demonstrate how to fold it. The second one is used as a master to make more copies. When you take a regular sized piece of paper and fold as described it will easily fit in pants pocket, shirt pocket or purse.

Within two days she was much calmer. Anytime something popped up she would check her list and either add or reassure herself that everything was under control.

The primary reason for making a to-do list is to prevent energy sapping anxiety. The second reason is to make sure no important task is left undone. I’m sure many would switch the order of priorities but I’ll stick to my guns because I’ve seen too many people operating at reduced efficiency and effectiveness simply because anxiety was slowing them down and draining their creative juices.

What else should you know about making a to-do list? Well, I believe, and several authors seem to support this idea, that you should have more than one to-do list. Different authors have different suggestions on what kinds of lists you should have. Here’s my suggestion, start with two and grow from there. The first list should contain items that meet one or more of these criteria: a) it must be done today, b) it can easily be done in one step today, c) you will have time to do it today. The second list should contain items that don’t go on the first list such as project-like tasks, tasks that can be postponed or delegated, or tasks that require research.

Once you’ve mastered the creation and use of the two-list practice you’ll be able to branch out to gain finer control over your tasks. You may decide to add a projects list or a great idea list or a “I really want to do this someday” list.

What medium should be used for a to-do list? Some people like computer programs. I have never had good success with those because the majority of my work is away from my desk. Sometimes, I’ll type a list, print it, then carry the list with me throughout the day. I’ve had the most success using either a spiral bound notebook or a regular piece of paper folded to create 6 panels. Experiment with different media and see what works best for you.

So now you know. Make one list with your top priorities. Make a second list to hold whatever can, or should be postponed. Use a medium (paper, computer, 3×5 cards, etc.) that fits your style. Let me leave you with two final thoughts. Don’t spend more time organizing your tasks than you spend doing them. Finally, remember the principle of “continuous forward progress.” Even slow progress is better than no progress. Happy “to-do” listing.

This entry was posted on Monday, May 5th, 2008 at 8:00 am and is filed under Life Tips. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.