How To Use A To-Do List Effectively

In previous posts, we talked about the multi-tasking challenge , and suggested some ways to substitute multi-goaling instead . Two weeks ago, we began looking at why to-do lists don't work , and then added the disclaimer "unless, of course, they do."

Here are a few thoughts about how to-do lists can work effectively.

A critical distinction to keep in mind is tracking the outcomes you want to produce vs. the actions that will be required to get there. Over the years, I have seen literally thousands of to-do lists that were mishmashes of goals, outcomes, projects and simply action steps.

"Buy bread" could just as easily be sitting next to "draft 2010 budget." At least both of these started with verbs. More often than not, I have seen even more succinct items: "bread," "budget," "sales goal."

Have you ever written something down, come to it later, and then wondered what the heck it means? Come on, tell the truth now. "Call Fred" could have meant something when you wrote it down and now just languishes as a nice concept, but you can't remember 'Fred who?' or about what? Clearly, "Call Fred about XYZ project" will be more helpful.

How about a phone number sitting on the list with no other notation? Oh dear - whose number is this? Do you call the number or just throw it away, hoping they'll call you if it's important.

And, as noted in earlier posts, we've all had those days when you get a ton of "things" done and still fell like you made little to no progress.

Here's some simple advice about how to create a little more order in the mishmash, and how to make certain you are making some kind of meaningful progress.

To start with, do you have a set of clearly articulated personal and professional goals? What are you trying to accomplish in what period of time and why? If not, most of this advice will be pretty meaningless. As I'm fond of saying, "if you don't know where you are going, any road will do."

1) Determine which areas of your personal and professional life are important to you. A couple of months ago, we gave you some tips about how to determine what areas of life are important to you and how to set goals in those areas. Clarify what areas of life are most important to you (Health, Wealth, Personal Growth, Spiritual Growth, Relationships, Family, Career, Service, etc) and set a goal or two for each area.

2) Be clear what it is you are trying to accomplish and why. In earlier posts, we have distinguished between what you want and why you want it . ...

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