The to-do list can be an indispensable tool when used to mindfully manage your time. But used indiscriminately, you become its servant. The first step in making your list work for you is to be clear on what job you’re “hiring” it to do. Most of us fail to do this, and so our lists are crammed with urgent priorities we must get done immediately (send revised slides to client), important tasks we’re afraid of forgetting because they have no specific due date (book a vacation), and basic tasks that we add to the list because it makes us feel good to check something off (order more pens — done!). Then day after day, we check off the basic items, get the urgent things done (which we probably would have done even were they not on a list) and procrastinate on the other items.
Taming the Epic To-Do List
The to-do list can be an indispensable tool when used to mindfully manage your time. But used indiscriminately, you become its servant. To get control of your priorities, you actually need three lists and a calendar. List #1 is for important but non-time-sensitive projects. List #2 is for items that need to be completed today. The third list is a not-to-do list, to remind you of things you’ve consciously decided aren’t worth your time. The calendar is for blocking out time to accomplish important matters on schedule. With your long-term goals in mind, decide which tasks really have to get done — and get done by you. Then, put them on your list — and more importantly, on your calendar. The things that don’t need to get done, or done by you, can go on your “not doing” list. Once you get control of your priorities, and recognize that time is a finite resource, you’ll feel liberated to focus on what really matters to you.
HBR Learning