PERSONAL SPECIAL ...Here’s how not to prepare a work list

Here’s how not to prepare a work list

The following mistakes should be avoided while making an important to-do list

You may have read countless blog posts, magazine articles, and books about to-do lists. They certainly exist, but many of the articles you read often present them as the magic tools necessary for enjoying consistent productivity. They could be that magic tool but, the thing is, merely making a to-do list is not enough.

Many people unknowingly make mistakes that limit the overall effectiveness of their to-do lists. The blunders may even hinder their potential.

Below, we’ll look at some of the most common mistakes associated with to-do lists. You’ll also get solutions to these mistakes, so you can remedy your ways if some of these errors sound familiar.

1 Listing tasks without estimated time

Many of the to-do lists you’ve likely made only included things to do without timeframes. Writing down tasks alone may seem like the fastest approach. However, you also need to estimate the probable time for completion. If you don’t, the task list could seem overwhelming. It might genuinely include more than you can tackle, too. Also, time estimates hold you accountable and help you pinpoint responsibilities that take much longer than they should.

2 Organising tasks starting with the quickest

Like many people, you may be an achievement-oriented individual. The more you complete tasks, the more you feel motivated to continue working hard. Maybe that’s why you began using to-do lists. In that case, it seems smart to arrange the entries on your to-do list by the shortest to longest estimated times.

By using that technique, you can get your confidence up by working on less time-intensive stuff first, then gradually transition into things that take more of your time. However, this practice is another one to avoid. It could cause you to prioritise duties that don’t significantly impact what you aim to achieve.

Instead, figure out which tasks are the most beneficial to yourself, your company, your job, and so on. Then, group those things on your to-do list. By taking that approach, you’re likely using your time wisely. At the day’s end, you can look back on accomplishments and feel you spent your hours well.

3 Making your list the day you need it

Maybe you’re in the habit of writing your to-do list at the start of a day. However, by doing that, you waste time you could devote to other tasks.

Collective evidence highlights the merits of writing a to-do list the night before.

Some experts suggest thinking of the three most important to-do list items. It’ll help you set expectations for the day ahead, and you can get straight to work instead of making a to-do list when you wake up.

4 Avoiding making changes

Life includes many unexpected elements, and some of them may temporarily impact your productivity. Did you wake up with a migraine headache this morning? Is your infant fussing while you work from home because her usual caregiver is out of town? Perhaps you recently started working for a new company or accepted a new role. All of these things could break your stride, so they require a flexible mindset.

If you didn’t incorporate flexibility into your to-do list, too, that’s a problem that leads to frustration. Rather than creating a rigid set of responsibilities, build a rolling task list.

It allows for re-prioritizing things as your day fluctuates. Plus, as the name suggests, incomplete items roll over to the next day.

5 Treating tasks and projects the same way

While crafting their to-do lists, people often forget that tasks and projects are very different. You can include both, but you must realise that projects take up more time than tasks. You can finish a task in a single session. Projects, on the other hand, include multiple tasks. They need special consideration as you plan the time and effort necessary for them.

If you view tasks and projects identically, it’ll seem like you continuously miss the mark. Consider using colors or text-based identifiers to make tasks and projects more distinctive. And, don’t assume you’ll get an entire project completed in a day. It’s better to recognize the progressive nature of projects. Assign yourself tasks that move them closer to completion day by day instead.

6 Lacking specificity in to-do items

A poorly-written to-do list may hurt your productivity more than not having one at all. If your list items are too vague, you won’t make the best use of available time. Maybe you’re a professional or amateur blogger ready to expand your reach. Initially, you might want to write an entry that says, “Publish new posts.” But that’s not specific enough. A task reading “Publish at least five posts” maintains focus.

| Kayla Matthews
This article first appeared on www.makeuseof.com

MM 13JAN18