5 Strategies for Creating Effective To-Do Lists

I wrote about workload paralysis a couple of weeks ago. Workload paralysis is when the weight of having so much to do leaves us feeling powerless to act. When we feel this way, we tend to freeze and avoid getting started on tasks. As I noted in that post, one of the reasons we sometimes feel workload paralysis is because we have far too much on our to-do lists. When our to-do lists contain more tasks than we can possibly accomplish, then there’s really no way to avoid feeling overwhelmed and as though we aren’t accomplishing enough.

A relatively easy way to avoid this is to create to-do lists that are reasonable and are set up to foster productivity. A to-do list seems like a simple concept, but not all to-do lists are created equal. Some are seemingly endless lists of tasks we need to complete, while others are roadmaps that will guide us to accomplish priority tasks. Read on for details on how to create the latter type of to-do lists.

Strategies for creating effective to-do lists

To have effective to-do lists, we must distinguish between urgent and non-urgent tasks. Likewise, we must prioritize tasks that we have a reasonable chance of completing. Here are 5 approaches that can help us do these things.

3 + 2 Rule

The 3 + 2 Rule is a simple approach designed to help you accomplish at least 5 tasks each day. To use this approach, you identify 3 large tasks (each taking 1-2 hours to complete) and 2 small tasks (each taking 20-30 minutes to complete) and focus on these (idea source). The thought behind this approach is that you are likely to complete these 5 tasks because you are focusing on a limited number of tasks instead of a long list of them.

1-3-5 Rule

The 1-3-5 Rule is similar to the 3 + 2 Rule in that it helps you focus on a limited number of tasks. However, it differs from the 3 + 2 Rule in regard to how many tasks you address on a given day. With the 1-3-5 Rule, you choose 1 big task, 3 medium tasks, and 5 small tasks on which to focus (idea source). This should help you accomplish at least 9 tasks each day.

Note Card To-Do List

A Note Card To-Do List is a straightforward, flexible approach. You take a stack of 3 x 5-inch index cards and document one “to-do” on each card. You then look at all the tasks you need to complete and stack the cards based on priority. Tackle the tasks one at a time, in order of priority. If your priorities change as the day progresses, you simply restack the cards to reflect your priorities (idea source).
The notion behind this approach is that you will get things accomplished because you are focusing on one task at a time and because you are tackling the most important things first.

6-Box Rule

The 6-Box Rule is an uncomplicated approach to time management. To use this approach, you sit down and identify 5 things you want to focus on throughout the coming year. These 5 things create the structure of your to-do list. On a piece of paper, create 6 boxes and label 5 of them with your areas of focus. Label the 6^th as “other.” Take each item on your to-do list and place it in the appropriate box. Once each task is in a box, you get to work! You should focus 95% of your time on the tasks that fall under your 5 areas of focus and just 5% of your time on the tasks that fall under “other” (idea source). The idea behind this approach is that productivity is all about focus. If you spend 95% of your time on the important tasks, then you should be accomplishing a great deal.

Urgent/Important Prioritization Matrix

An Urgent/Important Prioritization Matrix is an effective way to determine which tasks deserve focus. To use this approach, you create a matrix with importance on one axis and urgency on the other (see example below). You then place all your tasks wherever they belong in the matrix: Quadrant 1 (important and urgent), Quadrant 2 (important but not urgent), Quadrant 3 (not important but urgent), or Quadrant 4 (not important and not urgent).

I’m not sure who came up with this idea initially, but I’ve heard it was an approach used by President Eisenhower back in the 1950s. I first learned of it many years ago when reading Covey’s 7 Habits of Highly Effective People. I believe he refers to it as a “time management grid.” Regardless of its origins, your productivity should increase if you spend your time focusing on the tasks in Quadrants 1 and 2, minimize how much time you spend on those in Quadrant 3, and avoid those in Quadrant 4.

Final thoughts

Most of these approaches were designed for use in business settings. I don’t work in a setting like this—I’m a stay-at-home mom—but I feel they can all be easily adapted for use in the home or for use in a variety of other workplaces. I haven’t found a clear winner here in terms of what works for me. I’m still experimenting!

Have you ever tried one of these approaches when creating a to-do list? If so, was it helpful? Do you have an alternative approach for creating effective to-do lists? I’d love to hear about your experience and what works for you!

Shared at the following:

Encouraging Hearts and Home.