Part 2: To-do-Lists...The Only TWO Lists You Need!

In Part One of this article I talked about the mentality of business people when it comes to making to do lists. They either have no list, a started but never finished list, or too many lists all together.

**If you have not read the post yet, please read about the pitfalls of each personality here: Part One

THE ONLY TWO LISTS YOU'LL EVER NEED

1. WEEKLY TO-DO-LIST - This list includes all the things you know you need to do THIS WEEK. However do not list 100 tasks. Be realistic, there are just so many things you can do in seven days. I prefer 12 tasks listed in ANY order.

Note:

This is not the time to get detailed or you will get overwhelmed. Just list overall descriptions of each, because honestly you already know what each task requires. This list is just to keep you focused and jog your memory if you forgot. Remember, organization is about being efficient. And writing detailed instructions on everything you to do BEFORE the week even starts is just counterproductive, if not self-sabotaging.

Sample Weekly To-Do-List (Highlighted tasks are complete)

2. TODAY'S PRIORITY LIST - Once your Weekly to-do-list is established sit down before you begin work for the day and choose THREE tasks. Trust me unless you are only do very small things, three tasks is more than enough to keep you going in a day.

Tip 1

If you do have some small tasks without time constraints, spread and complete them throughout the week. I personally like to do this, because there are times when you finish a big task only to have another hour or two of productivity left that day. Why start another large-scale project just to stop soon after getting warmed up? Taking care of one or two "small" tasks will fill up that time. This will allow you to keep your momentum and make you feel good too.

Tip 2

This is the point where you can now get detailed. Each of your THREE tasks can be broken up in smaller tasks if wish to do so.

An example of such would be:

If after making a more detailed list you see that your task will take longer than you imagined, feel free to delete one of the three major tasks. Remember, these lists are to help you get work done. Use them to make good use of your time and make realistic goals. If you don't have time to do 3 major tasks, realize you cant buy any more hours in the day. So why be frustrated trying to do more than you know is physically possible? You will waste more time worrying than actually completing work.

Now if you start to see that you HAVE to get multiple tasks done each day or tragedy will strike. This may be a sign that you need assistance. Look into getting an intern, assistant, or partnering with another service provider. This could be a good thing!

Woooh...Two whole postings about To-Do-Lists! Hopefully, this was useful information. Remember organization is not suppose to "hurt". It should be a tool to help you succeed in business and feel CONFIDENT about your business choices.

As always, I want to hear from you. I want to know how you use to-do-lists in your personal life. And of course, if you have more useful tips for my readers and I, please share them in the comment section.

Back to: Part One: To-Do-Lists...Oh the Horror!!!

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Part 1: To Do Lists...Oh the Horror!!!

If you are like most people I meet, you fit into one of three categories:

1. I keep lists...IN MY HEAD.

2. I START lists...but never actually follow them.

3. I love lists...I have lists for EVERYTHING!

Now be honest. Which one are you?

To-Do-Lists are one of those things that either scare people or are embraced with utter abandon. Some people are totally against lists and believe that it keeps them from being productive. Others feel if you don't list everything under the sun you will forget something and YES the world would end. And of course, there are those who start to do lists but don't actually plan to follow them.

If you find that you fit any of these labels, this posting is for you.

First lets talk about why neither label is the best strategy:

1. Mental Only Lists: As smart as I know you are, even the most industrious people forget things. And when you are running your own business, you have to have your eye and pulse on everything. You may not have an assistant working behind to scenes to take up the slack. And although one forgotten task may not bring doom, a culmination of multiple unfinished tasks can lead to major problems, even failure.

2. Starting and Stopping: It's great that you make these lists, but its just counterproductive to NOT follow through on them. I know that there are times when other priorities surface and you have to re-shuffle your day and tasks. But there has to be some BASIC priorities set down so you don't feel as if with every step you take forward you are taking one step back.

3. Lists for everything: I'm happy that you understand the importance of to-do-lists, HOWEVER, there is a point when too much is too much. If you are creating lists for everything yet the same tasks keep popping up over and over again, you may just be going through the motions without doing the work. The lists may even be a security blanket that makes you feel industrious, when in fact you are procrastinating.

Did I just burst your organizational ego? Sorry, but it had to be done. However, I'm not going to keep you hanging. Instead, I'm going to get down to business and help you expand or condense your to-do-list so that they are not chores but effective uses of your time and get RESULTS.

Read my next post "Part 2: To Do Lists: The Only 2 Lists You Need" for more.

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Get to Know Me in Technicolor!

Here it is my second day as Organized 2 Death's blogger and I have been hit by the webcam bug. Have I mentioned that not only am I an organizational junkie but I'm also a techie too?

So to see me in full TECHNICOLOR, learn more about what I do, and the purpose of this blog please check out my video. Hey, just wanting to see me smile on this rainy evening, is reason enough to hit PLAY. I just recorded it today and I'm hoping that further installations which will include hints and tips for organization will be a great hit with my readers. It's always easier to believe a goal is possible when you are looking straight at the person telling you. And for those who think perfection is boring, I'll also be sharing my own personal mistakes and bloopers along with my victories.

Please tell me what you think in the comment section or by email. If you have any questions or topics you'd like to be discussed in my videos, just ask! Suggestions are appreciated.

So now go watch my video before that Law & Order rerun comes on!


Organization Starts Here!

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Organized 2 Death or Maybe Not?

WELCOME to my first blog posting here at Organized2Death! My name is Yvonne and yes I'm one of those people you meet who thrives off disorder and chaos only to organize it into a nice little package. Some call me a perfectionist, I call it being joyfully efficient.

However, don't worry I'm not typing here on my laptop with a club in hand waiting to bang into your head the importance of a filing system. Instead, I'm here to alleviate a little bit of the stress you may be feeling when you think about what needs to be done today, tomorrow, or next month.

You know you are in the right place if:

• You have ever bragged to your friends that you knew where every misplaced document or book lay in your chaotic office.
• The thought of filing makes you squeamish, in fact, your main method of filing is hiding unopened documents and bills in your kitchen drawers.
• You have plenty of clients and customers but feel that you are missing key opportunities to follow up with them due to disorganized administrative practices.
• Every document, form, presentation, letterhead, and business card has a DIFFERENT company logo.
• You want to be organized but do not have a clue where to start.

If you fit any of those profiles or know someone who does, make sure to bookmark this page and visit regularly for great new and EASY tips to organize your business, office, and life. Business does not have to be a chore. With practical suggestions to fit even the most stubborn mindsets, you will find yourself becoming more efficient and productive during your day.

Now, for an added bonus (or is that just my ego talking) this blog will also be capturing the early and progressive moments of my development as a business organizational coach. You see I truly believe in the power of transperancy. Although I am a business woman, I am also a person with goals, strengths, weaknesses, and fears. So as I share tips that I've gained over the years, I will also be showing through my daily actions how I'm implementing them in my own life. So be on the lookout for my regular webcasts. Yes, they will be videocasts of myself live and in technicolor.

If you have comments for me or would like a question answered on this blog, please feel free to comment here or email me. Also, check me out on LinkedIn and Facebook and add me as your friend!

Now I'm off to bed. I've done ORGANIZED MYSELF TO SLEEP!

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