A killer TO DO list for conquering the world a day at a time

Waking up early won’t move a needle towards your goals if you don’t have a clear plan for your work day. So you need a 3 to 5 item attack list that will guide you through your work all day.

The 5 step recipe:

1. Think about today’s tasks

A good plan is more than half the work done. Spend at least 5 minutes thinking about your tasks.

Group tasks that you:

1. Must do as daily tasks
2. Must do as one-off tasks
3. Should do
4. Would like to do

Consider:

1. When is the best time to complete a and b
2. Which of the c and d tasks will help you long term, prevent b or optimise a
3. Which tasks are the most important for making a long term difference
4. Which tasks can be broken down

Thinking through your tasks like this will not only prepare you for a productive day, it will also help you to accomplish longer term goals.

2. Pick 3 to 5 right tasks

Choose tasks (in this order) that:

1. Make the biggest impact in a long run
2. Must be completed
3. Will help you to complete other daily tasks more efficiently

Make sure you include at least one task that must be done as a daily task, must be done as a one-off, should be done and you’d like to do.

3. Split tasks into specific small bits

Truth is, if you put tasks that take 2–3 days to complete on your list for today, you will have uncompleted tasks in the evening. That is neither productive, nor useful.

So have the 3–5 items as main tasks and break them down into the smallest bites you can. Consider if you need to move any of the smaller bites at a later, more realistic stage. Good rule is to move out tasks that require input from your colleagues if you’re not expecting their response today.

TIP: make the smallest tasks as specific as possible! This is proven to increase the completion of tasks by whooping 60%!!

For example: Main task: Need to prepare the report, can have sub-tasks of defining the metrics; collecting data from John, Many and Tom; drafting key findings; putting it all in a presentation. Seems more specific and manageable? It does!

4. The most important task (MIT) goes first

The first few work hours (after your morning routine) are for creation, brainstorming and problem solving. A golden time management rule: the scariest, most uncomfortable task that creates the most impact on your work goes first.

If you put MIT towards the end of your list, subconsciously you will drag finishing tasks that go before because you know you’ll have to do the scary thing afterwards. Getting your MIT done before 10–11am will give you the momentum and sense of accomplishment. You’ll have the confidence that comes with successfully overcoming the most difficult work and so everything else will be easy afterwards.

Moreover, morning is the most efficient time to tackle the hardest thing while you still have a significant reserve of mental and physical energy (from good sleep and breakfast) and the day’s hell with all the calls and emails isn’t at full swing.

5. Stick to your tasks no matter what

Planned versus incoming. Proactive versus reactive. These are the mantras that will help you to complete the tasks you set out to complete.

After such in-depth planning you most likely have selected things that are really important today. So unless something has broken down and customers can no longer access your services OR your CEO asked for an urgent report that must be delivered to investors tomorrow, YOU SHOULD STICK TO YOUR PLANNED TASKS!!

The reality is that most of the incoming emails and calls if answered in an hour will no longer be relevant or can be planned into your daily tasks for tomorrow.

Plan in time for incoming emails and calls between the tasks on your to-do list. You can even block time in your calendar for people to see that you’re unavailable at certain times. Do everything it takes including switching off all notifications, chats, emails and sound on your phone.

Most common reasons why to-do lists fail:

1. Too many tasks
2. Unrealistic deadlines
3. Tasks aren’t specific enough
4. Tasks that are beyond your control
5. Reactivity vs proactivity — letting incoming over-rule you
6. Unclear results (how do I know if the task is completed)

BONUS tip

Start your plan by reflecting on yesterday. Consider what personal and professional goals you have achieved yesterday by completing tasks on your list. Reflection is a very powerful tool for motivation and productivity. This way you will monitor your progress and it will be an extra source of inspiration to tackle the day head on.