I'm going to make a controversial statement - to-do lists just don't work. That is, when to-do lists are used on their own. In order to be efficient and productive with your time, you need to follow my effective to-do list techniques.
Let me explain why I think to-do lists don't work for some people... if you simply write a long, overwhelming list of things that need to get done, it can feel like you're fighting a losing battle. By writing a to-do list but not using it effectively, you can actually feel more stressed than you did before.
The majority of people are not using effective to-do list techniques, so the daunting amount of tasks in front of you can be disillusioning.
Just like in my previous blog post, 'How do you implement business systems and processes to be more profitable?', simply having a good concept is not enough. If you think of a filing system, if you just file documents away with no structure or system, your filing system just doesn't work. You need order to make it effective.
So, what's the answer to creating effective to-do lists?
Using your calendar to manage your time
The most important factor in creating effective to-do list techniques is your time management. Success boils down to your diary management and effective uses of your time.
When it comes to diary management, there are many resources out there to help you to make better use of your time. It's worth mentioning that I'm not reinventing the wheel with this advice - it's a tried and tested method! Time management is a key part of any business coaching process and I've worked with many business coaches for my own development.
These effective to-do list techniques to be more productive are from a combination of business coaches and my own experience over time.
Separate your to-do lists into categories
So, even though at the beginning of this article I told you to-do lists don't work... we need to start with a to-do list. At the beginning, I was talking about when you ONLY write a to-do list, with no further actions. Let me talk you through the process I use in my own business to keep myself organised and use my time efficiently.
The first step is to make a to-do list. I have several to-do lists, including one that outlines weekly/monthly tasks for my clients and another one that's for my own business development.
I title them 'working in my business' and 'working on my business'.
Working in my business to-do lists - for client work
Working in my business refers to any client work that needs to be done. When working with multiple clients, it can be a good idea to separate these out to either individual client to-do lists or to create a system to easily identify between them. One suggestion for you would be to assign your clients to a colour-coded system, so at a quick glance you can determine which tasks are for which clients.
Personally, I separate out the lists into weekly and monthly tasks. I find this is one of the most effective to-do list techniques for when working on my client work.
Working on my business to-do lists - for business development
This to-do list refers to anything that is classed as business development. This can include my own marketing, networking events, sharing social media posts, recording my podcast, looking for new client opportunities and any self-learning time.
These tasks are as important to your business as your client work. Having a separate list will stop you falling into the trap of being so busy with client work that you forget to work on your own business.
Using your calendar to time block your to-do list into manageable chunks
Now you have separated out your lists into different areas, here comes the good part!
What turns your nondescript, chaotic to-do lists into a highly effective to-do list is time blocking. Time blocking is one of the best and effective to-do list techniques of all time. And it's so simple to do!
With your calendar, whether that's online or on paper, start assigning the tasks on your to-do list into one or two hour blocks. There is lots of research to say that your brain will lose focus after two hours of working. Use this as a marker to have a short break in between tasks to keep you focused and productive. Some tasks may only take half an hour, but having one hour slots can mean you always get time in your day for anything unexpected and for those all-important breaks.
Of course, life is often chaotic and sometimes you may not stick to your schedule, but having the intention and discipline to complete your tasks makes a huge difference. By doing what you set out to do, you'll end the day feeling accomplished and organised, rather than stressed and overwhelmed.
So my initial statement that to-do lists just don't work has been explained - if you don't manage your time effectively, that to-do list will never feel complete and is no use to anyone.
Get yourself organised with Virtual Business Management support
It can be hard to implement new changes in your business - that's why I'm here to help! For my clients, I offer virtual assistant services for all of your admin support needs, but I also offer a more in-depth virtual business management service. This is perfect for clients who have either specific projects and tasks they need additional advice on, and also for people who need monthly support to keep on top of things.
If you have a vision for business growth but managing the day-to-day is taking over, that's where I love to help business owners like you to free up their time and create a more profitable business model.
I hope that you've found these tips helpful and you can now go ahead to use the effective to-do list techniques so you never feel deflated and stressed again. If you need additional support in your business, get in touch for virtual business management support.