My To-Do List Strategy: The A List
{Notepad by modernemotive}
Like a lot of you I have a bunch of to-dos I want to accomplish over the next few months. I actually planned out the whole of 2012 in October because I needed to see where I could fit in all the numerous projects I’m working on. With all these plans I thought it might be helpful to share how I get started on getting tasks completed.
This strategy helps me focus on the task at hand and less on the overwhelming amount of to-dos.
The A list
The A list comprises of my most important to-dos. So my client work, writing for The Academy, my guest blog posts etc. This list is non-negotiable. They usually have deadlines to adhere to and if something goes wrong say I get ill or my kids get sick these are the tasks that I still need to get done. Sometimes there will be room for manoeuvre if things crop up but these items must get done before anything else.
I work from this list each day by taking a couple of the tasks that need to be done first in order of importance and working from there. I keep going back to this list when I finish completing everything, when done I move on to the B list.
The B list
This list is full of my “nice to haves” and non-urgent items. My life and business might be a whole lot better if these things got done sooner rather than later but as non-essentials they come after The A list. These are things like re-do the blog banner, or update my website. Things that can wait until the A list has been completed. I split the tasks up into small to-dos so that I ensure I get them done. So instead of re-design the blog, I’ll put ‘add new banner’ or ‘add archive page’. It’s why you’ll see little updated bits here and there instead of one huge redesign. While this doesn’t work for everyone, if I waited until I had a large enough chunk of time to dedicate to the whole project, it wouldn’t ever get done.
I like to think of my lists like those celebrity party guests. The A list is Madonna, the B list is the latest reality TV star. Nice to have attend but no-one will miss them if they don’t show up.
The Z list
This is my crazy idea list. I put items here that do not fit with any projects I’m doing at the moment. It’s my wild card. Every so often I’ll look through the list and maybe an idea here will lead to another idea. If I can use it, it gets bumped up to the B list.
I hope sharing my method for to-dos helps some of you. It’s essentially my way of prioritising tasks into the most important without getting overwhelmed by your whole list.
Do you have another way that works? I’d love to hear it!
This is a great post Isa! I think we all struggle with the infamous to-do list. Everyone is so busy these days & we’re pulled in all different directions that it’s hard to keep all the things we need to do straight.
I love how you’ve separated your to-dos based on their priority & how you’re using separate lists so everything doesn’t get mixed up. This is not how I’ve been keeping up with my to-dos, but it’s something I’m definitely going to give a try. Sometimes the things on that Z List are important to remember. Thanks again!
You’re welcome Meagan, thanks for your comment!
Love this approach! Sometimes I find myself spending all my energy on Z list stuff…only to find it a miss-matched waste of creative energy in the end!
For my to-do lists, I’ve really begin writing the tasks specifically. Breaking them down into manageable parts. Instead of saying, “new wedding collection” I break down all the little things I need to do to get it done. Makes me feel more accomplished when I cross things off & makes the path clearer.
Lovely reminder Isa!
Thanks for your comment Allisa. Breaking the tasks down is essential, great point! I used to get sidetracked by z-list ideas but not anymore. Now I write them down and forget about them until I have the time and space to look into them further. It has helped so much.
I couldn’t live without my iPhone and small planner. Since I work a full-time day job and do my design business on the side I need both to keep me on track. Here is how I stay on task:
iPhone
- I keep a running list of all jobs and their status in my notebook
- I enter every appointment or event (as miniscule as “make deposit”) and set a reminder, this way when I get off work I know exactly what I need to do before I head home.
- I also am in constant contact with my email, Etsy site (get the app if you don’t have it), and Facebook accounts to make myself available 24/7 to my clients
Planner (I like the daily one that has the whole week at a glance)
- I enter my nightly design jobs here, so that way once my son is asleep I don’t waist time trying to figure out what job needs to be worked on.
- I also enter all deadlines here too.
- For my “Z list” tasks I put them on post-its so they can easily be moved to my empty days to be worked on.
I am working on getting a side by side bi-monthly calendar made up to hang above my desk so I can see deadlines a month in advance and start prepping earlier (making sure I have materials and such).
Through the day I make notes too for my items to complete before I leave work, helps keep me on task there too. With so much to keep track of, lists, notes, and reminders keep ME on track!
I like your way of prioritizing your lists! Very clever, I will have to work that into my system.
And I agree with Allisa too, breaking a large task down definitely helps to work large tasks in to a busy schedule.
Thank you for your input Mariah! I love how you use your phone and a planner together. I use both too :)
I’m a list freak, thanks for writing this :) Here’s what I do. I have 3 lists too:
1. Big Business To Do List- consists of all the things that need to get done in the next couple of months. These aren’t broken down into small tasks, but more like goals, things that have to be done, and important ideas I’d like to implement. I add to this off and on and cross things off every few days.
2. To Do This Week List- every Sunday I look at the big list and add smaller tasks to this list. I never put things that have to be done every day, just bigger tasks that need done (like bookkeeping).
3. Today Sticky Note List- every morning I write a handful of tasks that need to be done that day, including daily stuff with deadlines, things from the weekly list, and errands. Then I cross them off when they’re done. This really helps me not forget things!
I also have a monthly planner that’s filled with work and home stuff, and each type of event is a certain color. This way I can easily look at it in the morning and see what’s due for work, if I have any appointments etc. I could go on about my many lists, because of course there are more, but these are the main ones I use for my business and they really help me get tasks accomplished while also moving toward larger goals. Hope they help somebody!
Wow that is some amazing advice! I didn’t even mention my planner but yes I have one too (a traditional paper one) and my life is in there, deadlines and appointments. I like how yours is colour coded. I have to borrow that tip!
Okay I just love that note pad! LOL!
I like to organize according to the different priorities in my life. My family and home/kitchen have its own list, as well as my blogging/graphic design biz, and the rest falls into a third category. If I have them seperate on lists it helps me to keep them all in order:)
That’s a great idea Anna, I’ve not thought of doing it for my family and home life. Must try that!
Love the z list :) i call it my wall of stickers with ideas… thanks for sharing :) love your work
Thanks for commenting Ross, I bet your wall of stickers is full of amazing ideas!
Fantastic post Isa, I think I need an A and B list! And you know I always have ideas so a Z list would be perfect for storing them :)
I am still struggling with the whole ‘to-do’ list thing. My Little Man (aged 3 1/2), on the other hand, has it sussed!
On his list today – do colouring; play with lego; run around; make cookies with mummy.
Love your A-list, B-list and Z-list idea. I guess making cookies will be on today’s A-list…
To be honest I have one BIG list . I keep adding new things to it. I do go through what needs to be done per week basis. But Its definitely not so well worked out. in my mind everything ends up in the A list.. but I need to split up the tasks like this. Thanks, Isa.
I use a planner pad – http://www.plannerpads.com (cost quite a bit to get it shipped to the UK and then I had to prettify it)
It works as a funnel system – the top section has 7 columns that I can categorise (sp?) as I wish each week – eg. Household, Kids, Blog, etc and there I write my to-dos for each category and any other notes. The middle section is the days of the week and there I allocate tasks from the top section. And then the bottom section is an appointments by hour section where I can write in deadlines, block out appointments and times to complete certain takes.
It works quite well for me (although this week chaos seems to reign!)
Oh yes, and I use a different coloured pen for each category. :-)
Yes, this is a great idea. My to do list is full of all of those things. It would be great to be able to separate out my Z list! Thanks for the post.