Four steps to an effective to-do list

“It’s simply looking at what needs to be done,” Simpson says, “and allocating resources to it to make sure tasks are done and have a deadline.”

The following are four steps to creating a to-do list — in a way that helps ensure the necessary jobs will get done on time:

1. Prioritize
Place every item on your list in order of importance. This step will make it easier to focus on the important projects that must be completed.

One way to prioritize tasks is to start with an “A, B, C” approach. Your most important tasks are labelled as “A” tasks, and therefore should be the focus before you move on to “B” or “C” tasks.

Those labels are not set in stone. You can reorganize your list as priorities change, Simpson says, and to make room for newer assignments.

2. Set deadlines
Assigning a time of completion for each task helps ensure you will set aside time to complete the task. If you don’t assign deadlines, it is inevitable that some tasks will remain on your list.

If something is not important enough to allocate time to, according to Simpson, it is not important enough to do. If that is the case, do yourself a favour and take it off the list.

An advantage of eliminating unimportant tasks from your list is that the number of items on your list will remain more manageable. Simpson recommends that daily items be limited to three or four.

3. Delegate
Do not think that you are the only one that can get the job done. Believe it or not, you actually have a number of options.

“You can either do it yourself,” Simpson says. “You can delegate it; you can outsource it; or you can use technology.”

Doing a task yourself is the most expensive, according to Simpson. Delegating it to someone on your team is the second-most expensive. Outsourcing is probably third and using technology the cheapest.

When you do everything yourself, you are taking time away from the tasks that require only your attention, such as talking to your top clients. Let others assist you so you can focus on what will really help you and your business.

4. List tasks, not long-term goals
One problem with many to-do lists is that they contain large and unspecific goals. Simpson recommends taking those “macro” items and making them “micro” by identifying what needs to be done to reach those goals.

For example, don’t just say you want to increase your clientele by 25%. You have to determine what specific things you need to do to accomplish that goal, such as calling five new prospects or attending a networking event.

Completing those tasks means prioritizing, setting deadlines and delegating, just like everything else.