Organization and Workflow
To Do: Write a List
Call me crazy, but I love to-do lists. They make me feel super organized and I enjoy such a sense of accomplishment when I check an item off the list. A list also gives me that much needed nudge to do a hated task. After watching one linger on my to-do list for a day or two, I inevitably surrender and do it.
Now if you don't presently employ a to-do list, I would like to give you a few concrete reasons why you should start using one.
First, a to-do list doesn't have to be a fancy pre-printed list, like those found in an organizer. It can be on any old sheet of paper. If you are very computer based in your job, try using the task list in Microsoft Outlook. It interfaces nicely with all of your contact and calendar information in Outlook.
Once you start using a to-do list, you need to be consistent and use it every day: refer to it, cross things off and reprioritize the items on it. This helps keep the items fresh in your mind (and yes, it nags you about the ones you don't want to do). I know it seems like a huge undertaking to start using the list every day. But trust me: once you do, you will wonder how you lived without it.
Now, onto the reasons why you need a to-do list: you're busy, things get forgotten and overlooked. It is as simple as that. Once you write it down, that simple act of committing the words to paper will make it stick out. Plus, your to-do list can contain all the information you need such as:
- Call John Smith about Inv 321 @ 555-5555
Then, you can also jot follow-up information on your list:
- John Smith will call back about invoice @ 3 pm
Then, the next day you look at the list and realize - hey, this guy didn't call back! I need to bug him again.
Why, you can even go that extra mile and save your to-do lists (like my boss) and have another place to reference people's names, phone numbers etc. All that little stuff that sometimes gets lost is now handy on the to-do list.
With a to-do list, never again will you get interrupted by very long, hard to solve problem only to come back to your desk and wonder, "What exactly was I working on?" There it is displayed prominently on your to-do list. Finding your place after interruption is now easy. I know I get interrupted several times a day and can always refer back to my to-do list to get me back on task.
My boss and I use to-do lists to keep each other on track. He separates his items into things he can do and things I can do, then presents me with a list of my own. When the day is done, he and I go over our respective to-do lists. He always knows what I have completed and what is still pending (and why). He removes it from his to-do list and this eliminates questions when later he asks, "Hey did you take care of X?" I must admit that, before strictly adhering to the to-do list policy, I might have answered him, "X what?"
Using a to-do list has made me more efficient and given me more control over my daily tasks. So, if you haven't tried it yet, go on!
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