I live my life by lists. I always have. I am notorious for having a number of lists going, all on different pads and notebooks, napkins, pretty much anywhere. I’ve experiemented with lots of different tools for keeping my lists, and I have yet to find one that I can live with long term. What I have found is a system for making and managing my lists. As you may know, I am a school administrator in my “outside” life. Last year, I read a book called The Together Leader by Maia Heyck-Merlin and it changed the way I approach getting things done. This three level system has kept me on top of my life for over a year now, so let me share it with you!
- The major list (The Later List) – It all starts with one major list. At the beginning of the month, I start out by dividing it into three categories, based on my areas of focus: scrapbooking, school, and home. From that point, I start listing EVERYTHING I need to get done. Some people call this the “brain dump.” I sit and think about anything that I may have on my plate for each of those areas. I look through my email, check my calendar, and usually go through my other notes and such. I also include any actions that I have identified as ones that will help me meet my goals for that month. Usually this is a long list, and that’s how it should be. Even if there is something small to do, I add it to the list. I keep this list throughout the month, adding things to it as I need to.
- The Weekly Check In – Every Sunday, I sit down and start making my to do list for the week. I reference my major list, and then double check all the other places tasks seem to hide: my email, in the forums, on my calendar. While I do this, I create a list of tasks that need to be completed in the coming week. If they have a specific date deadline, I note that. As tasks get added to the weekly list, they get crossed off the major list. When I am done, I have a comprehensive list of tasks that need to be completed in the week.
- The Daily Check In – Now that I have everything on my weekly task list, I check in on it each night. So right before I go to bed, I look at my calendar and task list and see what is due the next day. I identify the “Big 3” tasks I need to complete the next day. If I don’t have any due the following day (yeah, right!), I look ahead. This short list of tasks will be the list that guides what I do on the following day. I’ve found that by keeping this daily list short, I don’t get as overwhelmed as I used to.
That has been my approach to staying productive and on top of things for the last year or so. Next week, we’ll talk about how imposing deadlines on myself can help keep things moving!
flowersgal says
Very helpful ideas, Aaron. I will be looking forward to part 2. I could use a whole series!