- The to-do list is a common tool that many people use yet actually gets in the way of effective time management. Now the to-do list is a running list of things that you want to accomplish and you add things to it and you cross them off as they get done, and some of them do get accomplished, but often the list grows endlessly. This contributes to a feeling of being overwhelmed. It also contributes to the myth of multitasking. You're switch-tasking by looking at all those different to-dos at the same time.
Instead, we want to get into the habit of using a time budget. We want to make a commitment as to when we're going to accomplish these things. So how do we make that transition away from a to-do list and what should we use instead? Here are a few steps. First of all, establish a calendar. One calendar. Choose that calendar that you're going to use consistently and you're going to carry with you at all times. If you've already taken this step, then great, but if you haven't, take a moment and decide whether you're going to use a calendar on your phone or your computer or both together in the cloud, or whether you carry a paper planner with you.
It doesn't matter as long as you've chosen one to use. Second, you're going to want to establish a time in that calendar to process those to-dos. Rather than let that list grow indefinitely and maybe get to it at some point, you want to have a specific time in your calendar each week when you go through the list and bring it to zero. How do you bring it to zero? Well I cover this in my course Time Management Fundamentals, but essentially you need to decide what you're going to do with each item, when you're going to do it, and where, if anywhere, the home is for notes related to that.
Once you've decided what, when, where, you can process the item off your to-do list and cross it off even if it's not complete. Third, replace the to-do list with something like a notepad or a note taking app. You can use something as simple as a paper notepad where you write down the to-dos and then cross them off as you process them. Or you can use something like Evernote where you take one note for each action item and delete it or archive it after you process those.
And number four, as you might imagine, we want to consistently process this notepad or note taking app. By doing this, we stay on top of those to-dos, bringing them to zero every single week rather than being buried by them. The fifth tip is kind of a bonus. You might want to create a to-don't list. The to-don't list is a list of items that you've learned in the past you shouldn't spend your time doing. Perhaps create the top 10 list of the things that you won't do in the future and that will help you better protect your time.
Now the to-do list may have worked in the past, decades ago, when we had an abundance of time and could choose at will the things we would work on. In the 21st century though, where are lives are dominated by interruptions, it's important for us to use the calendar effectively to stay on top of all of our many to-dos.
Author
Updated
4/15/2019Released
4/11/2016Productivity expert Dave Crenshaw provides techniques on a wide variety of topics, designed to help people better manage their time and ultimately become more productive. Tune in to learn about everything from managing emails and calendars to setting priorities, collaborating with coworkers, reducing interruptions, crafting a "productivity mindset," and creating a more comfortable and effective work environment.
Have an idea for a future video from Dave? Submit it using our course feedback form. If you want more time management strategies now, we recommend watching Dave's Time Management Fundamentals course.
- Reducing interruptions
- Dealing with feeling overwhelmed
- Responding to quick questions
- Making the most of meetings
- Following up
- Implementing a closed door, open calendar policy
Skill Level Intermediate
Duration
Views
Q: Why can't I earn a Certificate of Completion for this course?
A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.
Related Courses
-
Excel Tips Weekly
with Dennis Taylor33h 56m Intermediate -
Time Management Fundamentals
with Dave Crenshaw2h 53m Intermediate -
Improving Your Focus
with Dave Crenshaw56m 3s Intermediate -
Time Management: Working from Home
with Dave Crenshaw1h 25m Intermediate
-
Introduction
-
Welcome43s
-
-
1. Time Management Tips
-
Power tips for sending email3m 14s
-
Positive procrastination3m 15s
-
Remove the "busy" tag2m 58s
-
Manage digital interruptions4m 19s
-
Make the most of meetings2m 52s
-
Follow up on delegated items2m 58s
-
Become tech savvy4m 33s
-
Focus on the person2m 37s
-
Time management for students2m 59s
-
Ending meetings with action1m 44s
-
Building a not-to-do list2m 46s
-
Avoiding the crowd mindset2m 58s
-
Placing a value on your time3m 30s
-
How to schedule a meeting3m 35s
-
How to develop flexibility4m 19s
-
The trouble with texting3m 48s
-
Create a perhaps list4m 58s
-
Reduce attention switches4m 46s
-
Adapt your favorite app4m 33s
-
Make time to get more time3m 49s
-
Read vs. unread email3m 52s
-
Make time to have fun3m 57s
-
Create a morning ritual3m 23s
-
When to create new homes3m 26s
-
How to reduce spam3m 48s
-
Why repetition saves time2m 48s
-
Productive passwords2m 3s
-
Productive web browser tips1m 51s
-
Writing a productive email1m 55s
-
Commit to your calendar1m 54s
-
What to say instead of ASAP1m 46s
-
Set voicemail expectations1m 43s
-
Set email expectations1m 46s
-
How to use an inbox1m 41s
-
How to use an outbox1m 53s
-
- Mark as unwatched
- Mark all as unwatched
Are you sure you want to mark all the videos in this course as unwatched?
This will not affect your course history, your reports, or your certificates of completion for this course.
CancelTake notes with your new membership!
Type in the entry box, then click Enter to save your note.
1:30Press on any video thumbnail to jump immediately to the timecode shown.
Notes are saved with you account but can also be exported as plain text, MS Word, PDF, Google Doc, or Evernote.
Share this video
Embed this video
Video: Replace to-do lists with a schedule