To Do Lists & How to Use Them

 July 30, 2022

Do you ever find time getting away from you?

You look at the clock and wonder where the day went because somehow nothing got done!

There are a million different methods and ideas on how to become more efficient, accomplish more, get more done in a day, but for this post, I’m focusing on probably the most common method: a to-do list.

What is a To-Do List?

It is exactly what it sounds like. A to-do list is a list of things that you need to get done.

Usually, they’re made for a specific period of time.

For example, you can make up a morning to-do list, or an afternoon to-do list, a daily one, or even weekly if that works better for you.

How to Make a To-Do List

I think more people don’t use to-do lists because they think that making one takes time.

They don’t know what to write down. They find using a to-do list is too confining and “cramps” their style.

Yes and no.

Like most things, when it comes to to-do lists, you have to find what works for you. If you try to create and use a to-do list that doesn’t fit with your organizational or work style, it will become a hindrance instead of a help.

With that being said, to-do lists are super useful and with the following tips, you’ll be sure to find one that works for you!

Digital or Print?

So before you even get started writing your to-do list, figure out where you want it.

I personally find that an old-fashioned paper and pen list works best for me. Some other options are to write it on your computer’s desktop sticky note or in your phone’s note section. There are also apps dedicated solely for to-do lists.

I have used some to-do list apps in the past and they were nice because you could change the background, the look, the style to make it more visually appealing. However, because it was on my phone in an app, I would forget about it and end up not using it at all.

If you’re new to to-do lists or haven’t had much success with them in the past, play around with different digital and print formats till you find one you like the best.

P.S. You are allowed to use more than one type of to-do list. Don’t limit yourself here. Different formats work for different things, even if you don’t know why. For example, you might like having your work to-do list on your desktop, but your personal to-do list on your phone.

What Goes on a To-Do List?

Once you’ve decided what format you’re going to use for your to-do list, now it’s time to start adding the actual tasks.

This can be anything and can include as many or as few items as you want.

If you’re having trouble trying to think of what to put down ask yourself a few of these questions:

• What needs to be done today? Grocery shopping, hair cut, making dinner.
• What would I like to do today? Exercise, go for a walk, read a book.
• What is going on at work today? Submit a proposal, lunch with a client.
• What is going on with my family today? Music lessons, soccer practice.

At this stage it’s okay to feel like you’re brainstorming. Just write everything down, you’ll organize it in the next step.

It’s sometimes easier to formulate a list if you think within a specific period of time. Instead of jumping all over the place focus on what needs to happen in your morning/afternoon/day.

When filling up your to-do list, be careful not to over include fluff tasks. Fluff tasks are things that you do, that need to get done, but are either so small or mundane that they don’t add any value to your to-do list instead they end up bogging you down. These are usually things that you have to do anyway and can complete without reminders like “getting dressed for work, making myself a cup of tea, brushing my teeth, etc.”

Go through your list and remove any fluff tasks.

Re-Evaluate Your To-Do List 

Now that you have your tasks brainstormed. Look through them again and remove any irrelevant items.

For example, if you have grocery shopping written down, but know that someone else is doing it today, you can remove that from your list. It’s happening, it needs to get done, but that task is not in your lane.

Or another example, if your work is having a company event but you’ve decided not to go, remove it from your list. The event is happening, you could go, but you’ve decided to remove it from your day.

Also evaluate your tasks for how relevant they are. You might have written down hair cut, but your appointment isn’t until tomorrow. For these tasks, simply set them aside or write them down on tomorrow’s list. By the end of your reevaluation, you should have a list of items that is relevant to you and your time frame.

Prioritize!

Now it’s time to prioritize. So take that list of tasks and order them from most to least important. The most common ways to do this are by listing the items where the ones at the top are the most important and the ones at the bottom are the least important. You can also number them if that helps.

Sometimes, when I don’t want to rewrite my list, I go through and just number the tasks. Not the most visually appealing way to prioritize, but I do sometimes end up doing that.

This is a very important step!

By prioritizing, you are putting the most important tasks up front and making sure that they are completed. The less important tasks are still there, but farther down on the list so that even if they don’t get done it’s okay.

Be Realistic

Now that you have your to-do list, great! Get to it. By doing this, you give yourself guidelines and focus for the day and checkpoints for efficiency.

However, a word of caution. Your to-do list is not the end all be all for your day. Life happens. People can cancel on you, a deadline gets moved, the weather doesn’t cooperate. And that’s fine. Let your to-do list morph with your day. Have your list work for you, not you for your list.

Secondly, realize that your to-do list is an ideal. On an ideal day, you’re able to complete everything on your list, but let’s be honest, that rarely happens. Do not be discouraged! Instead of giving yourself the unreasonable standard of needing to get everything done, simply plan on getting some crossed off.

I know certain people make up their to-do list and as long as they complete X amount of tasks (you pick the number), the rest is all gravy.

Other people give themselves an okay – good – excellent scale. If they even complete 2 tasks on their list that’s okay. If they complete 4 tasks, that’s good. If they go above and beyond, and complete 6 tasks that’s excellent!

Still other people take a look at their list and preemptively decide which tasks they’re okay with leaving until tomorrow.

I hope you take away something helpful from this post.

Remember, the best to-do list is whichever one you will actually use.

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