web counter

July 30, 2007

Interruption 1: How to Master an Overwhelming To Do List

ME Liz Strauss wrote this at 1:44 pm

Worse than herding Cats

insideout logo

I admit it. To my thinking, one thing is worse than herding cats. It’s wrestling with the things I have to do. In my world, a To Do List can quickly get overwhelming. It can be filled with things I don’t know how to do, little things that are labor intensive, and too many things that are unrelated yet need getting done in the same time period. It always seems that part of the list is extremely URGENT and can’t wait for my learning curve. I can’t get to done that way.

How to Master an Overwhelming To Do List

To Do items are in the flow of things when there are only a few. When there are many, I have to get out of the details to where I can see to move them into a organizational groups. These are key steps to mastering a To Do List.

Every item I write begins with a verb. When appropriate, they begin with “Learn to” to remind me that they need more time and more steps.

  1. Brain dump. Write all of the items down a list in any order. Do it first thing in the morning, or last thing — to be able to hit the ground running when a new day begins. Get them out of your head and on paper or on computer. A spreadsheet works nice. It allows one item per box, and they’re easily movable.
  2. URGENT Sort. Group those things that are URGENT. Define URGENT as something of high consequence will be impaired, if this action does not happen in the next 24 hours. Calculate the amount of time these actions will take. If the time to do them is less than the time you have, get help now. Set the rest aside until the URGENT list is under control. Looking for URGENT items should be routine. Finding them should be rare.
  3. Action Sort. Sort all projects three ways to get things done. Group actions that are better done together. Two criteria rule this step: time sensitivity and power to make things happen.
    • HOT List. Sort everything about the most time-sensitive (HOT) project. List all related actions that need to be executed in the next 2-3 days. First apply these two questions to the HOT project. Then apply the questions to the whole list you have made.
    • What can I do in a few minutes that will get someone else working when I move on to the next item? List these so that you can do them first. Two people working move two parts forward.
    • What similar things can I do in series to save time? List like activities together, if doing them that way will save time. Blocking time to make all phone calls or writing all email related to the HOT project can save bundles of time. When is the best time in your day to do each type of task?
    • Quick Hits List. Sort short 5-10 minute tasks that are not HOT!! but need to be done in a timely fashion. This list is one to keep close. When a few minutes open up, or a piece of writing gets stuck, you’ll be able to grab the list to move something forward. Then switch back to regularly scheduled programming.
    • To Do List. Sort the remaining items. List them by their importance and time sensitivity. Then schedule them into the next 2-3 days.
  4. When new actions anitems arise add them to the list where they fit.
  5. Have a partner on call for emergencies. Some folks, like me, are drawn up to the macro level, we work well organizing strategy. We work best at the 30,000-foot view. Other folks are down to drill down to the beauty of details to build structure at the micro view. When time is short and a pile of action details demand attention, nothing compares to a working partnership — one person sorts the relationships, the other makes the lists.

Attend to the HOT List immediately. Attend to the Quick Hits as time opens — carry it with you to take advantage of opportunities wherever they arise. Attend to the To Do List when you have scheduled each item. Turn off interruptions when you’re working. Revisit your plan every morning to sort, list, and schedule the day.

You might think that three lists are more work than one, but in fact, three shorter lists allow focus and save time when scanning for the next thing to do. The key, of course, is to list everything that needs doing and doing everything on the lists.

Did I just confuse you?

–ME “Liz” Straus
To follow the entire series: Liz Strauss’ Inside-Out Thinking to Building a Solid Business, see the Successful Series Page.

Share This


Filed under Inside-Out Thinking, Perfect Virtual Manager, Successful Blog, The Big Idea |



C'mon. Let's talk!

15 Comments to “Interruption 1: How to Master an Overwhelming To Do List”

  1. July 30th, 2007 at 2:58 pm
    Solo Business Marketing said

    Liz,your list is masterfully crafted. For me, as of month’s end, I’m finished being overwhelmed.

    I’ve evaluated my list and my earnings and see that the list is growing faster, so it’s time to begin outsourcing ASAP. In effect, I’m firing myself from doing it all.

    I’ll start the outsourcing process by finding a person with expertise in locating, booking, and organizing my speaking engagements. If you know of anyone who works in this field, outside of being associated with a speakers’ bureau, I’d appreciate the lead.

    Meanwhile, I wish anyone who’s up to their eyeballs in work the very best. Seventeen years of “all by myself” is enough for me.

    Shirley

  2. July 30th, 2007 at 4:43 pm
    ME Strauss said

    Hi Shirley!
    Outsourcing and delegating are important tools for small business owners and solos to understand. Sometimes hiring a skill is better than having one — particularly when time is in short supply and it’s not a natural talent that we have. But you know that. :)

    Good on you for understanding that you can get highly talented help that will free you to do what you’re really good at. :)

  3. July 30th, 2007 at 4:52 pm
    Kirk M said

    A list built upon experience and it shows. And by the way…I’m always confused but your list makes much sense. I like where you touched upon having partner to call upon. A good working relationship is worth it’s weight in gold that’s for sure and sometimes very hard to find.

    Kind of related here, I remember long ago when I was first training for the submarine force they told us that one of the most important qualities of leadership is knowing when to delegate authority. Especially when the list gets too long. :D

  4. July 30th, 2007 at 8:38 pm
    ME Strauss said

    Hi Kirk!
    I think I might have written that list because I was feeling overwhelmed a bit myself. :shrug:

    You’re really right about learning to delegate. Now I just need to find someone to delegate to. . . . :)

  5. July 31st, 2007 at 7:07 am
    Karin H. said

    Hi Liz

    My (weekly) to-do-list reflects my love for projects. If possible, I turn everything into a project. Then I prioritise the projects ;-)

    (Have to have a weekly list, not a daily, because everything will be dropped immediately, no matter what I’m working on, when a prospect or client ‘demands’ attention, be it in the showroom, by phone or by email. They always have ‘first right of way’ - which does make exact time-planning almost impossible.)

    Karin H. (Keep It Simple Sweetheart, specially in business)

  6. July 31st, 2007 at 8:06 am
    ME Strauss said

    Hi Karin,
    It’s no wonder that your clients love you. . . . you love them first. What a great idea!

    A weekly ToDo list makes so much sense. I need to make a form to make my life easier to do what comes naturally to me. Then I need to get someone else to fill it out. :)

  7. July 31st, 2007 at 9:03 am
    Karin H. said

    Hi Liz

    Someone else filling it out is ok, as long as you fill it IN yourself ;-)

    Karin H.

  8. July 31st, 2007 at 9:17 am
    ME Strauss said

    Hi, Karin!
    Filling myself IN and UP has been a life’s work. Who knows when it will be anywhere near where it should be? Meanwhile my friends fill OUT the details I can’t get a good view on — the ones I need to check.

    Is that what you do?

  9. July 31st, 2007 at 9:27 am
    Karin H. said

    Hi Liz

    Come to think of it, I have indeed a very, very good and dear friend who fills OUT the details, to keep me on track and focussed. Together the OUT and IN creates a successful, profitable and enjoyable outcome.
    Thank you for reminding me of another precious gift I’m constantly given.

    Karin H.

  10. July 31st, 2007 at 10:00 am
    ME Strauss said

    Hi!
    I have a couple of friends who also CALL me OUT when I’m not paying attention to where I’m going. :)

  11. July 31st, 2007 at 10:04 am
    Karin H. said

    Nice one Liz ;-) (Chalk dust?)

    Karin H.

  12. July 31st, 2007 at 10:05 am
    ME Strauss said

    ;)

  13. August 6th, 2007 at 11:10 pm
    Time To Do… | ozlady.com said

    […] do lists don’t work for me, but I’m going to try again. I have this post on How to Master an Overwhelming To Do List to help me… wish me […]

  14. February 9th, 2008 at 10:37 am
    Time To Do… : OzLady’s Ramblings said

    […] do lists don’t work for me, but I’m going to try again. I have this post on How to Master an Overwhelming To Do List to help me… wish me […]

  15. April 30th, 2008 at 10:00 am
    Hilfe! - oder “to much to do to do anything” | Computer, Gott und die Welt said

    […] da fühle ich mich von meiner Aufgabenliste erschlagen. Angelehnt an verschiedene Artikel (z.B. Interruption 1: How to Master an Overwhelming To Do List) gehe ich dann folgendermassen […]

Name (required)

Email (required)

Website

C'mon Let's Talk!