Secrets of a To-Do List Virtuoso (Pt. 3 of 3)

Are you a to-do list maker?

If yes, congratulations. Read on to become a To-Do List Virtuoso.

If not, you likely will be after reading how to implement our No-Stress No-Tech Super Time Management Tool, a special professional way of creating to-do lists. Our previous post detailed the foundational steps.

We learned that the No-Stress No-Tech Super Time Management Tool is like a partner that keeps you on target and accountable, realistic and thorough. You accomplish your tasks and you meet your goals. With this special approach to your to-do list, you always know where you are, where you are going, and when you will get there.

How’s that for stress relief?

If you have not had the opportunity to read the previous post, do check it out here.

In this post, the last in our series on professional Time Management, we are going to zero in on the secrets that executive level list-makers use to master time management. I have gathered them from surveys and personal experience.

These 6 Executive Tips will streamline your No-Stress No-Tech Super Time Management Tool. Follow them and you will get maximum life hacking benefits from your to-do lists.

Executive Tips for the To-Do Virtuoso

Exec Tip #1: Keep Lists Simple & Short

The executive-driven to-do list is actually three lists: Main To-Do List, Day List and Future List. Please see how to do this in Part 2 of this series. Strive to keep your lists short and concise.

I understand your probable plight: So much to do, so little time. So, initially, your to-do lists may be lengthy and complex.

However, long, detailed to-do lists can discourage and demotivate you from tackling the individual items.

The To-Do List Virtuoso generally finds 20 items to be manageable and doable.

As you draw up your lists, you’ll refine your skills of prioritizing tasks and streamlining your lists. You might even delegate some tasks to others.  Soon you’ll discover your to-do lists and your life itself can be much simpler. Bonus: Less stress.

So, to be a To-Do List Virtuoso, remember the KISS tip: Keep It Simple and Short.

Exec Tip 2: Be Specific on the Action

Generalities keep your tasks at a distance. Chunk them down to specifics.  Then use verbs to direct yourself to get the tasks done.

Example: Instead of saying, Oral Presentation, say Write notecards for oral presentation.

David Allen explains in his book, Getting Things Done, that projects are not tasks; projects are collections of tasks.

In our example, Oral Presentation is an abstract project; writing notes cards for the oral presentation describes an action-based task. So, chunk down your projects into action steps that you can accomplish without resistance.

A seemingly insurmountable project is simply the sum of its very doable parts.

The to-do list master takes action on specific tasks.

Exec Tip 3: Skip Commonplace Activities

A to-do list is actually a way to manage your time when additional activities begin to accumulate.

With this in mind, don’t bother writing routines like “eat breakfast” or “drive to work”. These activities do take time but they’re already built into your schedule. So, it’s counterproductive and time-consuming to crowd your list with them.

Instead, focus on upcoming tasks that require additional time. Example: Delete unnecessary desktop files or Write an outline for the next project or Go to a dentist appointment.

Exec Tip 4: Hammer the Hard Tasks First 

Some time managers believe in starting their day with easy work to get themselves moving.

Any time I have tried this, it yielded negative results: Not a great sense of accomplishment and little time or energy left for the more difficult tasks.

In addition, getting back on track was challenging because the remaining items on the to-do list required a lot of time and problem-solving.

You can avoid this scenario completely by balancing tough tasks and easy tasks.

Most to-do list virtuosos tackle the tough tasks first. The difficult or time-consuming tasks will be easier when you energy is high.

Keep working on the difficult task until you’ve completed all of it or at least 50% of it.  This will gratify you with achieving your goal for this one difficult task.

Rule of thumb: Do the difficult first and save the easy for your reward.

Side tip on time:

Don’t let yourself start on a task only to leave it a few minutes later because it’s difficult.

The more difficult the task, the more time you need to accomplish it.

So, be fair to yourself: Schedule your tasks within reasonable, workable time frames.

Exec Tip 5: Be Flexible and Adaptable

Flexibility is the most important trait that you can develop when managing your time.

If you are too hard on yourself and inflexible with your schedule, you may feel overwhelmed with the demands you put on yourself.

As a to-do list master, you can avoid this unnecessary frustration. You know yourself better than anyone else on the planet. Be mindful of how you feel and what you’re thinking when you’re planning the days ahead. It’s okay to make adjustments as necessary.

Take pride in steady progress and your completion of any task.

Exec Tip 6: Work with Your Organic Schedule

The to-do list virtuosos know that every individual has a unique organic or natural working schedule.

Morning people feel pumped up to work right after breakfast. Others are most efficient in accomplishing their tasks right after lunch. Night people like me work best in the hours before and after midnight.

Your prime working time, unique to your inner clock, is the time to schedule your challenging work.

Schedule your most difficult tasks to coincide

with your wave of productivity.

Reserve your easier tasks for the times of the day

when your energy tends to be lower. 

 

Understandable: Some people might not have the option to move their work around.

How to remedy no-option time constraints:

Schedule “rest gaps” between the difficult tasks. These recovery periods will help you function better.

 The Takeaway:

Your list is a most important component of Time Management best practices. You have a terrific tool to manage your time so you take action with definite direction to your goal and eliminate dead time. Aim to be a To-Do List Virtuoso.

Remember: Listing things won’t make you a good time manager.

Keep taking action on your to-do’s. Update your lists as necessary.

Ban any procrastination! Procrastination leads to abandonment, which lands you back to square one!

View your list as a virtual companion. 

Make it short and without the clutter of routines.

Schedule the difficult first but be kind to yourself: Set your schedule for the tasks you feel you can accomplish and the times you are at your best to accomplish them.

Series Takeaway: The Wisdom of Time Management Secrets

This 3-part series, Time Management Secrets, focused on time as your most important resource. The techniques are customized for you and by you.

If you follow the practical steps in these 3 posts, you will are bound to enjoy greater organization in your life, confidence in your capabilities to get things done, and considerable relief from stress.

You have learned techniques and tools to personalize your time management.

If you have already implemented the Time Management Personalized for Stress Relief techniques, then you have inventoried and adjusted your present use of time (Part 1).

You have or soon will have created the No-Stress No-Tech Super Time Management Tool – a special 3-part to-do list for surefire effectiveness (Part 2).

Finally, you will have fine-tuned your to-do list with five high-level Executive Tips (Part 3).

Tell us about Your Time Management

The Comment box below awaits your favorite techniques and your greatest challenges!

What works? What doesn’t?

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