To Do List
I have a technique to stop wasting time. This is so that I can have time for the work that I need to do or want to do. Some of this work keeps my life good and some other work will make my life better.
I would like to chat with you about how I organize my work using To Do Lists. In this context, I would like to just have a chat. I am not using your services as a search engine. So, please do not provide me links to any material. Those links distract me and make me lose my focus. Are you ready?
Two Types of Lists
I keep two types of lists. The first one is a computer file called Static To Do List. The second one is called Dynamic To Do List.
The purpose of the Static To Do List is to record all tasks that I repeatedly perform. Some people like to call these kinds of tasks chores.
The purpose of the Dynamic To Do List is to record all tasks that come up in accomplishing my goals. Each one of these is unique; something specific needs to be done.
I have a pair of such lists: one for Personal tasks, and the other for Professional tasks. I will primarily discuss my personal pair of lists; the professional pair of lists follows the same pattern.
Static To Do List
The Static To Do List has 6 sections. They are: Daily, Weekly, Monthly, Quarterly, Annual, and Future. In each of these sections I list out the things that need to be done at that frequency.
On my daily to do list I have items like tidy up, do the dishes, have a shower, etc. There are many items on this list; I can't share all of them with you.
I split all the things that I need to do in small chunks of less than 10 minutes each. Each of these chunks has a name and it is an item on the list. I may have the same item multiple times on the list if I intend to do it multiple times a day; for example: tidy up and do the dishes. The order in which these items appear on the list is the same order I intend to do them during the day.
Since the list is ordered, there are time-slots on it for exercise, fun, and entertainment. Some tasks that I do every other day or every third day are also on the daily to do list; for example: wash clothes. Since weekend activities are not fixed, they end up on the dynamic list.
On my weekly to do list, I have items like get groceries, check mail, etc.
On my monthly to do list, I have items like pay bills, review my progress, etc.
On my quarterly to do list, I have items like reevaluate my goals, unsubscribe from unnecessary things, etc.
On my annual to do list, I have items like health checkup, file my taxes, etc.
On my future to do list, I have items that need to be some time in the future years. There are not many such items. My monthly to do list has a task to review future tasks.
A few of the items on my daily to do list are explicitly about doing the weekly or monthly or quarterly or annual tasks; it is called "Do Periodic Tasks". If it is a Monday or a Friday, its is the weekly tasks. Tuesday, Wednesday, and Thursday are for the monthly, quarterly and annual tasks. This ensures that I am reminded about doing these less frequent activities while I am working on my daily to do list every day.
A few of the items on my daily list are explicitly about doing items on the Dynamic To Do List.
A few of the items on my personal daily to do list are explicitly about doing items on my professional list. These items occupy fixed time-slots on my personal daily to do list. This is how I switch from my personal to do lists to my professional to do lists.
This way, all kinds of tasks are accounted for in my personal daily to do list. Nothing is missed out.
Dynamic To Do List
The items on the Dynamic To Do List are once-off to do items. Some of the items on my personal list are about learning something new, or practicing it. The items on my professional list are the various once-off tasks of my professional life.
Each item on this list is classified into one of the following categories: Urgent, Important, NiceToHave.
Each item on this list has an estimate of how long it is likely to take. The time estimate could be minutes, hours, days, weeks, or even months. Longer timeframes indicate an on-going task.
Method of Using the To Do List
I start the day by doing the basic morning personal tasks, and then look at my Personal Daily To Do List for further guidance. This list already accounts for doing everything else (by at least pointing towards those kinds of tasks). So picking tasks from this list in order and completing the tasks helps me get all tasks done.
I do not mark any of the static lists with "done" kind of tags. I keep a mental note of it. Since I work which this list every day, keeping a mental note of done thing till "now" in the day is not a problem. If I need to update the list (add, edit, or delete) I do it as and when such a need arises. It is just editing a text file.
As I complete the items on dynamic list I mark them with prefix of "Done" and move them to the bottom of the list. I also add a date after the "Done" tag. For example "Done 2025/12/20:" followed by the task name.
I add items to any of these lists whenever the idea or task arises.
That is all there is to it. Your thoughts?
Some may think this is too simplistic. Some may think this is too idealized. I am sure this method can be improved upon; but, this method does not require to use a specialized software application. More importantly, it is better to have a system than none at all.