To Do Lists and Project Management Basics

I had to laugh this morning. I thought of two unanticipated tasks that I need to add to my to do list this week. My days were already full, and I have limited time to allot to these new add-ons. My initial instinct was to head to the coffee pot for a third cup! Nevertheless—with or without coffee--I just need to bite the bullet and create time to fit them in.

For some reason I was reminded of a time several years ago when I was doing a total remodel to our house and yard. Both were sizable. Meanwhile, I was also working on my Masters degree in Public Policy and potty training our new and somewhat uncooperative dog Kramer. One day I realized that I was feeling anxious about completing it all within any reasonable timeframe. I decided that it would lower my stress level to take every single remodel task I could think of out of my brain and transfer them to paper. I rapidly recorded over 200. No wonder I was feeling overwhelmed!

Today I’m not doing a house remodel. Nevertheless, the same principles I applied to completing that are the same that I am applying to my to do list this week—and they should be helpful for yours, as well. Whether your list includes primarily schoolwork and chores, or you have the added responsibilities of an after school job and/or volunteer position, you will find that organizing your time and prioritizing your efforts on paper (or in a Word doc, of course) is incredibly helpful. It is one of those life skills we talk about in the Open Doors text. Developing it will help you maximize your time, reduce stress about unanticipated demands, and help you set and reach goals as you “plan your work and work your plan” throughout your week.

Let me illustrate how I do it. Since I am starting with a list that is already made for the week, here are the basic questions I will ask myself:

1. How long do I estimate the two new tasks will take?

2. What are my non-negotiables? For example, I have an eye appointment scheduled—everything else that day must work around that time slot.

3. What other tasks must I absolutely accomplish each day?

4. Are there any that are truly unimportant to do this week? If so, could they be moved to a later date?

5. How do I reallocate time for the remaining tasks, while adding in the two additions?

Once I review the bigger picture, I look at the two new tasks. One is fairly simple. I will shorten today’s lunch and take 20 minutes so I can mark it off my list.

But the second has multiple parts: gathering information from my file cabinet, going through two online sites for updated info, checking related commentary from colleagues in my email and writing two separate email responses. I estimate that the entire task will take up to 1½ hours.

Note, however, that the separate components don’t need to be done within the same timeframe. That is a plus! Instead, I can take 5 minutes this afternoon and retrieve the info out of my file cabinet. Then, I can check the websites in approximately 25 minutes. Tomorrow, I will spend another 15 to check my colleagues’ notes in their emails before I start my day. That leaves me approximately 45 minutes of my estimated time. Writing my two emails should take 30 minutes. But I have built an extra 15 minutes into my plan just in case something runs over.

I find such a To Do list to be a significant tool. I think you will, too. Defining and breaking down tasks are, in fact, the basic elements of project management, a valued business skill. Using such a guide will allow you to track your progress and focus your efforts. You will move steadily closer to meeting your goals, and that is always a plus!