Time Management for Mere Mortals (Part 2)

The Master Task List!

by Brandon Jubar

"I've got too much to remember!" It's the lament of many people in today's hectic society. And even with the wide-spread use of PDA's, it's difficult to keep track of everything that needs to get done. Perhaps the Master Task List, using good old-fashioned paper and pen, offers the utility and psychological boost you need to manage those day-to-day tasks.

Write It Down

For years you've been writing everything down. Unfortunately, you've been using notepads, sticky notes, scrap paper, the backs of envelopes, napkins or whatever else is handy at the moment inspiration strikes. So what's the difference between that and a Master Task List? Plenty!

A Master Task List is a single location where you note all of the things that you have to do. No more sticky notes on the computer monitor, filing cabinet, dashboard or refrigerator. No more losing pieces of paper or misplacing them until after the deadline has passed. Everything will be consolidated onto one single list of things you have to do.

List Basics

First of all, let's be realistic. You have a lot of things to do. So don't put your Master Task List on some dinky little piece of paper. Use a full-size sheet of lined paper that has at least 25 lines.

Second, don't skip lines. We want to put as much on a single page as possible, so write on every single line. If you can manage to keep it to one line per item, you'll have at least twenty-five (25) "to do" items per page. Don't worry if it doesn't look neat -- that's not that point. Concentrate on consolidation, and forget about whether or not it's pleasing to the eye.

Finally, don't be afraid to write down all pertinent details. Contact names, phone numbers, specific notes on the item, the location of the applicable file -- include as much detail as reasonably possible. Even if you must use more than one line, the extra information could reduce preparation time.

Using Your List

Once you've consolidated all of your "to do" items on your Master Task List, it's time to start using it. The first thing to remember is that it is simply the repository of action items. Your Master Task List is not used to prioritize what needs to be done, but merely track what's left to do.

As you complete an item on your List, cross it off. That's right -- cross it off. Don't just put a little check mark next to it. Take a thick, black pen and draw a few lines through the item. Trust me -- there is something psychologically pleasing when you do more than simply "check" something on your List.

As new items come up, add them to the bottom of your list. If you run out of room, add another page. And when a page has more than half of the items crossed-off, transfer the remaining things to a newest page of your list, one at a time. Then, you can then either throw away the old page, or keep it in a folder labeled "Old Lists".

Whatever you do, don't rewrite your List every day. The idea is to spend your time doing what needs to be done, not rewriting your list!

Throughout your day, scan your list to make sure you are working on the most important things. And if you have fifteen minutes between meetings, look for a task that can be done in that amount of time -- writing an email or returning a phone call, for instance.

Keep in mind that you are not going to get everything done. The idea is to have an ongoing list that you review and update. And at the end of the day, you should take a minute to review your Master Task List to see what your priority items will be for the next day. The most important things should be worked on in the morning, when you're fresh and well-rested. It's helpful to identify those priority items the night before.

Limitations of the List

As a general rule, no tool is perfect -- and the Master Task List is no exception. You will have things come up that need to be scheduled for a later date, and the List is not a good way of handling those. Delayed start dates for a project, follow-up calls with a customer -- these are things that are best handled by a daily planner or PDA.

And what about contact information such as names, addresses and phone numbers?

Once again, these are better handled by a daily planner or PDA. A common concept remains, however -- consolidate the information into a central list or location. Don't write contact info on sticky notes or small pieces of paper. (If you must jot down the info quickly, at least do it on a full-sized piece of paper.)

A Final Word on PDA's: You can obviously use them to maintain your "to do" list, but I suggest you maintain your Master Task List on paper. Items that you intend to do on a given day can be transferred to your PDA, but I don't suggest you keep your entire List there. Not only is it easier to review the entire List when it is on paper, there is also something more satisfying about physically crossing-off items -- and throwing away the completed pages!

Whichever way you decide to go, the basic ideas remain unchanged:

1. consolidate your tasks onto a single Master Task List
2. prioritize from your Master Task List
3. update your Master Task List constantly
4. review your Master Task List frequently

You may still be crying, "I've got too much to do!" But at least you'll know what you have to do every day.

Life Applications:

How do you keep track of things you need to do?
Do you ever put things on your list after you've already done them, just so you have something to cross off?
How do you prioritize your life?

Copyright 2001- 2008 by Brandon Jubar
All rights reserved.