How effective is your To-Do list? 

In my work as a time management coach, close to 90% of my clients are unhappy with to-do list system.  There are often many flaws in their approach, but the most common mistake I see is treating a to-do list as an endless inventory of everything in one's mind, without a practical plan for how to get things done. 

To combat the "junk box" effect of a Master to-do list, I recommend creating what I call an "intelligent" to-do list, one which goes way beyond just asking "what" you need to do. A practical to-do list also addresses how long each item will take, and when  you are going to do it, so that you can make realistic plans for each day.

With the second edition of TIME MANAGEMENT FROM THE INSIDE OUT, I designed the W.A.D.E. formula. A quick fix way to triage your time when you've got a backlog of to-do's and want to convert overwhelm into action.  The W.A.D.E. formula will bring your to-do system to to the next level -- allowing you to sort through your tasks, make wise decisions, and feel the unbeatable sense of accomplishment that comes with checking things off your list.

Here's my W.A.D.E.  formula to effectively manage your to-do's....

W - WRITE IT DOWN. Record every meeting, appointment, to-do, call, and project in one place -- whether using an iPhone, Google applications, the Circa Balanced Life Planner, Outlook Task List, or just a simple notepad.

Once you get into the habit of consistently writing everything down in a single location, you'll stop worrying that you're forgetting something and will be able to actually concentrate on getting things done.

A - ADD IT UP.  Next to each item, write a time estimate of how long each task will take. Knowing how long things take is the #1 gateway skill to good time management.  It takes the emotion out of our choices, and focuses on the math. To become better at time estimating, choose a few things you tend to procrastinate on, and time yourself doing them three times each. You'll be shocked at how much you were underestimating OR in many cases, overestimating. Years ago, I timed myself doing the dishes (which I used to procrastinate for 3 hours - and discovered it only took 7 minutes to do them!). Upon adding up the tasks on your to-do list, you can determine if there is enough room in your day for all that needs to be done. If you only have four open hours, but have scheduled six hours worth of tasks, you need to make a few adjustments. 

D - DECIDE.  Once you are looking at the real math you'll discover what you've feared all along; that you indeed have way more tasks than time. Have no fear, there's a bailout strategy. It's what I call the 4 D's.  Take out your virtual hatchet and decide what you can Delete (don't do at all), Delay (schedule for a more appropriate time), Diminish (design a shortcut that gets it done quicker), or Delegate (give it to someone else to do) to create a more doable plan.  For those items that you will actually Do, decide when you will do them.  A to-do not connected to a "when" rarely gets done.  Therefore, for each to-do that made the cut, determine the specific day you will actually make the call, do the project or run the errand, and post it directly into your calendar for that day.  

E EXECUTE YOUR PLAN.  Of course, there's no point to making a plan if you aren't going to implement it. This means referring to your planner frequently and completing the tasks you set forth on the days you decided to do them. The secret, underrated technique for increasing your chances of implementing your plan is to review your list the night before, not the morning of.  Too many people wait until the morning to review, or create their to-do list for the day.  That's way too late - the pressure of the day, and all it's little interruptions are already crashing down upon you, and you have no time to be objective.  Instead, conclude every day by planning Tomorrow, plus Two (tomorrow plus 2 days beyond that).  Having a 3 day arc gives you context for each activity on your schedule, frees you from worry about what you might be forgetting, and prevents you from getting caught up in unimportant urgencies.

This formula will help you plan your to-do list intelligently and realistically so you feel excited, rather than overwhelmed. It will help you stay on track all day long, so you get the right things done and feel satisfied when you go to sleep at night.

What about you? Do your tasks seem easier once you have them written down in one place? How are your time estimating skills? What to-do system have you chosen for yourself: paper, electronic, sticky notes, notecards, or the back of your hand?

Share your systems, solutions, and philosophies about to-do management with us.  Your solution may make someone else's life easier! Looking forward to hearing from you.