Nine Tips For Writing An Effective Task List

Do you ever have a hard time completing your task list for the day? Are there some tasks that sit on your list and rollover to the next day, and the next, and the next? Do they ever get done? Or do they eventually just fade off into oblivion?

Well, believe me, you’re not alone. This is one of the most common issues I see when working with coaching clients.

Most people recognize the power of creating task lists but far fewer people seem to know how to do it effectively. And here’s the interesting thing: A task list done poorly is worse than no task list!

Why is that?

Because when you create an ineffective task list you inevitably end up with tasks left undone. Any time you think, say or write done something you’re going to do, and don’t do it, you are reinforcing a pattern of failure.

Think about it from a Law of Attraction perspective. Remember, the Law of Attraction says that what you focus on expands. If you keep writing down a huge list of things you’re going to get done every day and only complete half of them and then rolling the other half over to the next day’s list, what are you focusing on?

Right, the unfinished tasks!

So how do you create an effective task list? Well here are 9 things I keep in mind when creating my daily task list. Check them out, give them a try, and see if they help you crank up your productivity and success!

1. Start with the end in mind.

I don’t think Steven Covey will mind if we start off with one of his habits! One of the biggest stumbling blocks I observe in my clients is that they don’t know why they are doing the things they’re doing. They don’t have the end in mind. If you’re just writing down a bunch of stuff to do without knowing why you’re doing it, it’s very likely that some of those things won’t get done. And it’s very likely that the things that do get done will not take you where you want to be. After all, someone once said, “If you don’t know where you’re going, it’s very likely you’ll get there!” Where are you going? What is your “end?” You should have a very clear picture of where you’re going and why you’re doing what you’re doing. Each time you create a new active task list, take a moment or two and get very clear about where this list is taking you.

2. Know your priorities and make sure the tasks that address those are on your list.

The only way to really know your priorities is to follow step number 7 above. Know where you’re going and you’ll know what your priorities are for that day.

3. Only put things on your active list that you are absolutely intending to complete today.

We all have a long list of important things that need to get done. And writing them all down is a great idea. But just because they’re written down doesn’t mean we’re going to do them right now. Have one list where you write down all of your tasks and ideas so you won’t forget them. Then, when you create your next active task list, refer to your master list to see what is ready to move to the active list for that day.

4. Think “Micro-Tasks.”

Another big problem I’ve observed in the goal setting and productivity habits of my clients is the tendency to create tasks that are far too big. You want big goals but small tasks! Writing down a task to, “Build website” (to give an over-the-top example) is going to lead to problems. That’s the goal. Tasks for your active list will include: Research web designers, hire a web designer, write first draft of homepage content, write second draft of homepage content, etc. As I was writing my task list today I caught myself writing a task to “Read Charlotte’s new client questionnaire.” That seems like a simple task, but after I wrote it I realized I hadn’t printed it out yet. So I added a task, “Print Charlotte’s client questionnaire.” This may seem like a silly example, but having that extra, specific task, serves a couple of important purposes. First it encourages me to think clearly and plan effectively. And, second, it gives me another task to check off my list. And never underestimate the power that little checkmark has to validate and reinforce your patterns of success!

5. Be specific.

“Make prospect calls” is not a specific task. “Make 5 prospect calls” is better. But the best would be to list the 5 specific calls you’re going to make. “Call John Smith. Call Becky Jones.” Etc.

6. Do not add to your list while you’re working on it.

Don’t fall into the “bottomless cup of coffee” method of task creation. We all have ideas come up while we’re working. We all remember things we’re supposed to do after our task list is written. Resist the temptation to add those items to your active task list. As new ideas come up, and as you remember things you’re supposed to do, add them to the master list and when you create your next active list pull them over, if they make the cut.

7. Shorter is better.

Don’t you just love the feeling of crossing that last task off your list? I sure do! And there is a very important reason why you want to do that every day. Finishing all the tasks on your list reinforces a pattern of completion and success! And that is extremely important. Most of us have patterns of “mostly done,” or “almost done,” or “90% there” hard wired into our brains. 90% done is not done. If you’re leading the race 99% of the way to the finish line and then stop at the last step, you lose! Every time you leave a task list incomplete for the day, you reinforce a pattern of incompleteness.

8. Have a separate “busy work” list.

All of our lives are full. We all have lots of “stuff” that needs to get done. Resist the temptation to add that non-productive stuff to your active list. Instead, have a separate list for your “busywork.” This list includes, email, administrative work, organizing, bill paying, invoicing, etc. If you work at home, anything non-work related goes on this list. Tackle the items on this list during your “non-prime-time” periods of the day and, ideally, only after you have completed one active task list.

9. Celebrate!

Remember, you want to shift your focus off of what’s not done and onto your successes. So each time you complete your task list for the day, reward yourself. Do a happy dance. Have a little chocolate. Whatever is going to reinforce and help you celebrate your success.

Here’s the bottom line.

Keep your list short, specific and on target so that you can complete it every day and reinforce the critical success habit of completion!

If you want to check out some task list resources these are a few good ones:

The system I use for my task management is Simpleology: The Simple Science of Getting What You Want. I’ve been using Simpleology for over 2-years and have seen the system evolve from a paper-based system to a completely web-based version. This one has definitely worked for me. It’s really a perfect solution if you spend most of your time at the computer.

If your work takes you out and about and you’re away from the computer for much of the day, check out, David Allen’s Getting Things Done system.

If you liked this article, you might also enjoy:

1. Three Tips for Better Time Management
2. Procrastination: How to Break the Spell and Get Things Done
3. Travel and Writing, Write and Traveling