If you've had little success using to-do lists in the past, it's probably not because you're bad at time management, but rather because of how you handle your to-do list.
Using an effective to-do list will allow you to improve your productivity and create more free time. Here are some tips for building an effective one.
1. Create an Unordered List of Tasks
CloseAn unordered list of tasks is an effective type of list to help you be more productive. This type of list is used to write down items that should be remembered but don’t have a set time frame. A good method to make this list is when your mind is clear first thing in the morning.
You can create an unordered list of tasks in Any.do. First, head over to the homepage and navigate to the My Lists section. Hit the plus (+) button to add a list. Now you can add multiple items to your unordered list.
This list is a quick and convenient way to jot down important reminders without worrying about where you’ll fit them into your schedule. And, there’s nothing to stop you from adding items to tomorrow’s unordered list to get one step ahead.
Download: Any.do for Android | iOS (Free, subscription available)
2. Use Recurring Reminders to Build a Routine
CloseRoutines are a fundamental part of human productivity and psychology. There are many routines that people do naturally, such as brushing their teeth or making their beds. The good news is, you can use the psychology of routines to your advantage. Adding regular tasks to a routine helps you remember things you’d otherwise forget, and it removes the conscious effort required to complete them.
You can easily build routines in Microsoft To Do. First, tap the New list button to create a list to store all your routines in. Next, hit the plus (+) icon to add a new item. Give the item an appropriate name, like “Evening routine”, then tap on the item to begin crafting your routine.
To add a new part to your routine, hit Add Step. Repeat this for every part of your routine. Using the above example, items may include “Pack rucksack”, “Turn the heater off”, and “Sort clothes”.
To maximize efficiency and ensure your whole routine gets done, you can set a daily recurring reminder. To enable this in Microsoft To Do, hit Repeat, then select Daily. You can also set a time for the routine by hitting the Remind me option.
Download: Microsoft To Do for Android | iOS (Free)
3. Organize Tasks Into Separate Lists
Many people rely on a single to-do list to organize all their tasks. Having tasks spread across multiple categories can not only be overwhelming—it can also distort your priorities.
Creating a list for separate categories such as “Admin”, “Work”, and “Social Life” can help you manage your life more efficiently and avoid a cluttered to-do list. TickTick is an app designed to help introverts by creating a calm and comfortable space to organize and manage their tasks.
To add a new list in TickTick, swipe right from the Tasks section to access the sidebar. At the bottom of the display, tap the Add List button, then assign it a name and color. If you want to dig one organizational level deeper, you can add a folder to store multiple lists. This can help you break down your tasks and group together similar items.
Download: TickTick for Android | iOS (Free, subscription available)
4. Set Priorities for Tasks
CloseReaching the end of your day, having missed important tasks in favor of less urgent ones, is not uncommon. Setting priorities for tasks ensures you complete deadlines on time. It also gives you an immediate presentation of what tasks to work on first, so you can maximize your efficiency during the day to rest in the evening.
Todoist features an effective prioritization system to keep your tasks in order. P1–P4 are the four labels you can use to prioritize tasks in order from highest to lowest. To assign a priority to a task, simply hit the Priority label beneath the description box.
For an alternative faster method, you can type the shortcut !! followed by the number associated with the priority. Setting priorities for tasks will help you spend more time on what’s most important. They can also help you if you’ve fallen behind on work.
Download: Todoist for Android | iOS (Free, subscription available)
5. Schedule a Time to Sort Your To-Do List
CloseIf you live a busy lifestyle, creating a to-do list and then forgetting about it can be easy. You might miss small deadlines, or forget to check tasks off after completing them. The result is an outdated to-do list, which may lead you to give up using one.
Scheduling a time to organize your to-do list is an effective strategy to ensure you don’t abandon this powerful productivity technique. You may schedule this when building a productive morning routine. You may also download a simple mobile app to help you remember things.
The Moment feature in Any.do is a pre-designed environment to process your to-do list daily. To access this feature, head to the My Day tab and hit the three dots in the upper-right corner. Then select Moment from the list of options.
The Moment page displays your tasks one by one and provides you with options on how to process them. You can pick from four options to reschedule incomplete tasks: Today, Later, Done, and Delete. This helps you stay persistently organized when keeping a to-do list, so you can act in the now.
6. Add Tasks and Take Notes Simultaneously
This final tip helps add depth and clarity to your to-do list. Even after using sub-tasks and reminders, you may find there are extra details you want to jot down for items.
TickTick allows you to take notes and add tasks simultaneously. After adding a list, select the option called List Type beneath the list name. Then, convert the list into a note by selecting the Note setting. Now, a text box for taking notes will be provided for every task you create.
The editing box features several useful tools, including a highlighter, numbered and bullet lists, and three heading sizes. Using these will give you a more refined to-do list, so you know how to execute your to-do list confidently.
Create a Smart To-Do List With These Tips
These tips will help you craft a meaningful to-do list, so you can plan your time more effectively and enjoy more free time. Setting your priorities will help you avoid procrastination and succeed in what matters to you the most. Creating a doesn’t have to be daunting—try these tips to plan the best possible day.
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