7 Ways to Optimize To-Do Lists

Let’s give a warm domestik welcome to the lovely-and-talented Corey Freeman: Not only a freelance graphic/web designer, mind you, but a trumpet player with dreams of getting into New York’s Julliard School — and of some day soloing on the musical score for a film! In the meantime, she’s stopped by to help us get more organized.
Enjoy!   ~Jen

7 Ways to Make Your To-Do List Work for You

1) Use Check Boxes

A lot of people use the “strikethrough” method when dealing with to-do lists. While this is easier (marginally) to sit down and write, it also looks horrifically unmanageable. Consider now: the checkbox. No, I’m not talking about going to the computer and getting a to-do list program with features that defeat the entire purpose. I’m talking about drawing a box (in my case, a quadrilateral of unknown origin) and then writing your list item.

A check box adds simulated order to something as simple as your list and can actually motivate a tiny part of you to do the tasks, just because when you do get to check it, it looks cool. Having a way to easily, neatly monitor whether or not you’re getting anything done will let you keep track of tasks you need to focus on next and let you see your progress more clearly.

2) Be Colorful

Plenty of people go out and get a white notepad, some loose leaf paper, or even an index card and scribble down their to-do lists on it in gray pencil. Have you ever stopped to think about how incredibly boring that is to look at? Or even better, how much more easily the paper is lost. A great way to overcome the drab of most to-do lists is simple: get colored paper. Colored papers are more easily noticed in the sea of white, and your to-do list will stand out.

Another thing you might want to consider - put it on a color you hate. For example, my to-do list is on pink loose leaf paper. I absolutely hate the color pink, and to that effect, the list is the only pink item I have lying around. It’s extremely easy to notice, and I never lose it.

3) Think Long-Term

Tons and tons of people make lengthy to-do lists and then say, “this is what I’m going to do today.” Unless you’re a marine, no, no it’s not. Instead of making a list for each day, make one for the week. Giving yourself more time to do tasks not only allows you to breathe easy about getting them done, but also to better prioritize what should be done first. Thinking ‘long-term’ will relieve some of the stress of a long to-do list.

Be sure not to add items because of the longer time period. Stick with your original list, and just space out the time for each item more. Giving yourself more time isn’t so you can add more tasks, it’s so you can do the tasks you have correctly, and without burning yourself out.

4) Add “Chill Time”

On my to-do lists, amongst “clean room” and “do laundry” you’ll see “nap” and “Play Xbox.” Adding ‘chill’ or relaxation time and meals to your list not only makes you feel kind of like you’re getting things done, but also forces you to take a break. If you have a schedule, then add lunch to it sometime around noon and before 3pm. (when it starts to shift to thinking of dinner) If you’re like me, then add an hour to whip out the DS or the Xbox and annihilate some mythical creatures. (it’s stress relieving!)

5) Set Time Limits

A great way to make sure you get your list items done is to set yourself time limits or time frames to complete certain tasks in. I allow myself about an hour and 30 minutes to eat lunch, use the bathroom, and watch television before getting back to work. Conversely, I may work on a logo design for an hour and then move onto emailing for another hour before taking a 15 minute break. Structure your day, and you’ll find things getting done.

Don’t let this compete with the ‘long-term’ thinking. These two aspects can work in direct conflict if you give yourself long-term assignments to complete within small amounts of time.

6) Categorize

A great way to optimize your items is to categorize. I sometimes group items in sevens (I like the number seven) and pick a random grouping to complete for the day/ hours I have free. Then once I’ve done everything in that group, I move on. This is great for people like me who get easily distracted. I can do an organized group of tasks (not necessarily related, but generally in the same work area) and once I’ve finished those, I can divert my attention. This will help some people focus more. How you categorize your lists is entirely up to you. I usually put mine in with three housework chores, three work chores, and one ‘chill time’ item.

7) If All Else Fails, Be a Kid Again

I have a tendency to fold papers handed to me. I have no idea why. As a result, I often lose things in a sea of dog ears and frayed squares. If you are unorganized, or if you just don’t want to carry out a piece of paper, get a good ball-point pen (an artist’s inking pen works great, but ball point is just as good) and write the list on the inside of your forearm, like a high schooler.

For most people, it’s highly unlikely you’re going to lose your arm, and you’ll probably end up glancing at it randomly through out the day. By writing a small list of tasks on your arm (probably the most important ones!) you’ll have a reminder you can’t lose unless you shower.

Please note: don’t use Sharpie. Not only does it bleed through your skin, the scrubbing involved in getting it off is probably going to take more time than the actual task you were writing down! True story.

So there you have it: 7 ways to make your to-do list work for you. Obviously, finding a system that’s personal is a big part of productivity and time management, but these are some tips to get you started.

Corey Freeman (a.k.a. Sneakyheathen) is a freelance web and graphic designer currently blogging at Diligent Design, and the owner of Deadly Clever Designs, which is currently undergoing a clever re-design of its own! Corey is at work on her first eBook, Web Design for the Absolute Newbie (working title).

Tagged as: organizing