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Using a To Do List to Keep Organized – Step 3 of 3

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How is your To Do list looking? I have added a few items and crossed off others. I’m making progress, and I hope you are doing the same. Having completed STEP ONE and STEP TWO, here are my thoughts on getting those items crossed off one project at a time.

STEP THREE: Executing my To Do list.

Sometimes I need to revise my list. When I first write down an item, I list the broad category (i.e. clean upstairs). As I work through my list, I may get 20 minutes to start cleaning. When I have completed what I could in that time (i.e. the sink and toilet in my kids’ bathroom), I will update my To Do list by adding KIDS’ BATHROOM – CLEAN TUB AND FLOORS. I still keep CLEAN UPSTAIRS, but now I know what I still need to clean.

Most of my projects are done in sections. When my kids need me, I take time to spend with them. As they find something to play alone or with each other, then I can get a few minutes to tackle 1 or 2 items on my To Do list. By updating my list, I am better able to keep track of what I have done and what I still need to complete.

SIDE BENEFIT: With additional items on the list, you get to cross-off more items. Do you enjoy having items to cross-off your list? My husband loves to add items to his To Do list after completing tasks, just so he can cross off the item. He can quickly fill a legal-size sheet of paper. Silly guy! I’m just thankful he stays motivated as he crosses off the substantial items on his To Do list.

My To Do list saves me time since I do not stop to think about what needs to be done. Remember, I am task-oriented, and I need my To Do list to remind and guide me in using my time wisely. For those of you who are goal-oriented, how do you organize? Do you use a To Do list, calendar, or just handle things as they come? I’m interested to hear how you keep it together. Please leave a comment with your tips for staying-on-top  of your responsibilities. In reading the comments, someone else may benefit from your suggestion.

Using a To Do List to Keep Organized – Step 2 of 3

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Like using a hammer to insert a nail makes the process easier, so using a To Do list makes using my time more productive. Last week, I shared how I create my To Do list. The list might look overwhelming when you think of everything that needs to be done. With the list created, we can now plan a course of action.

STEP TWO:    Prioritizing my To Do list.

During the afternoon and/or evening when I am working at my desk, I will review my To Do list. As I scan the list, I look for items that have an up-coming deadline since these items need to be completed before tasks that “just make my life easier.” By keeping myself reminded of my projects, I am better able to meet deadlines and stay-on-top of my responsibilities. When I finish one task, I have a plan for the next item to complete. My To Do list helps me to see all my projects at once, so I can prioritize which item needs to be completed next.

I usually prioritize by due date. For me, PAYING THE BILLS will be completed before PURGING 2010 ACCOUNT FILES. The account files have no deadline. They can sit for a long time without any penalty. But if I miss the due date of my utility bill, then I will probably get a late fee, possibly lose service, and end up paying more than necessary.

For another example, MAKING HISTORY FAIR PROJECT would be completed, started, or delegated before WRITING ADDITIONAL BLOG PAGES. Having the pages on the website would be nice, but my son needs his project by the end of April. (I don’t usually put the date beside the items on my To Do list because I can remember time frames. But if you need that extra reminder, then a month/day beside each item might help as you prioritize.) Just knowing the deadlines and the time frames needed for each item, I can prioritize and schedule my time wisely to complete the needed tasks.

Having my To Do list created and prioritize helps me to save time as I prepare to execute. Next week, we will conclude this 3-part series with executing our To Do list.

Using a To Do List to Keep Organized – Step 1 of 3

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Do you ever feel overwhelmed with all the projects you need to complete? I get overwhelmed when I try to remember everything. If I am depending on my memory, I am bound to forget something. To alleviate the strain of recalling the projects I have committed to accomplish or deem necessary to complete, I keep a running To Do list on the right-hand side of my desk. In this 3-part series, I will share how I create, prioritize, and execute my To Do list.

STEP ONE:     Creating my To Do list.

My list is written on a pad of paper (3.5” x 6.5”). When I think of items I need to do, I jot them down on my list. The order of the items is based on when I remembered or decided to add that item to the list. As I complete an item, I cross it off the list. I continue to use the same list until I need more space for other items. At that time, I will transfer the remaining unfinished list items to the next sheet on the pad of paper to create a new list.

I re-created my list last night. Here is what it currently holds:

  • Research baseball ideas for son’s birthday
  • Switch out kid’s winter clothes for summer outfits
  • Write blog pages
  • Write blog posts for April
  • Pay bills
  • Clean upstairs
  • Respond to insurance appeal
  • Contact representatives for school’s Fall Festival
  • Make house for son’s history fair project

Try writing out your To Do list and keeping it in a visible location to review often. As you find items you need to address, phone calls to make, errands to run, and any other responsibility you need to complete, write it down. Now you don’t have to remember all your projects. You can just refer to your To Do list.

Next week, I will explain how I prioritize my To Do list and decide which item to complete next. How about you? Do you use a To Do list? Do you keep it on your phone, your computer, or on paper?

A Clutter-Free Inbox – Step 4 of 4

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If you have been following this series and applying STEP ONE, STEP TWO, and STEP THREE, then your inbox should house only those e-mails you need. In my personal e-mail account, I usually have a minimum of five e-mails each morning. I handle them the following way:

STEP FOUR:

Touching each remaining e-mail.

1.       Click once on the e-mail. Since I have the preview option (located in the settings options) turned on, I can preview the e-mail on the screen.

2.       I then read the e-mail.

  • If the message requires a quick response, I reply immediately.
  • If the message requires a lengthy response, then I click on the next e-mail message.

3.       After I’m finished reading the e-mail, I will do one of the following:

  • Delete messages I do not need.
  • Move messages I need to keep to folders.
  • Leave the read e-mail in my inbox if further action is needed (i.e. need to add to calendar, respond, print, etc.)

By the time I touch each e-mail, I should have no more unread messages in my inbox. All messages have been read, deleted, filed, or spammed. My inbox is clean, organized, and manageable.

Starting out you might have a hundred or thousands of e-mails from which to sort. The 4-step process might seem cumbersome, but as the spam and unsubscribed messages disappear, the process becomes easier. If you spend 10-15 minutes each day following these 4 steps, then your inbox can quickly become clutter-free.

A Clutter-Free Inbox – Step 3 of 4

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Are you making progress on your e-mail account? If you have way too many e-mails to weed through, you may just need to pick a date (i.e. February 1) from which to start. Then delete all e-mail prior to that date. You can then start fresh and work to stay on top of current messages.

In working through my e-mails each week, I am sharing how I work to keep my inbox clutter-free by following 4 steps. In case you missed the first two, you may read them by clicking the following links: STEP 1 and STEP 2. Today, I will cover Step 3: Identifying and Deleting Spam.

STEP 3:

Identifying and Deleting Spam.

1.       As I scan through the remaining e-mails in my inbox, I look for names of senders that I don’t know.

2.       I then look at the subject line. I notice the information listed (i.e. lottery winner, politics, employment, prescriptions, “free items with participation,” etc.).

3.       If the e-mail subject line contains information that I will not even consider reading or researching, then I mark it. I click on the little box to the left of the message.

4.       I continue to scroll through my e-mails marking all items from which I never want to receive e-mail messages again.

5.       I then locate the SPAM button on the Title bar of my e-mail program. In Yahoo!, the button is identified as SPAM between the FORWARD and MOVE buttons. In Gmail (Google), the button reads REPORT SPAM between the ARCHIVE and DELETE buttons.

6.       When I press the SPAM button, all those unwanted e-mails get sent to my SPAM folder. When I get more messages from those senders, my account will automatically send those messages to the SPAM folder. This action will help keep your inbox spam-free.

7.       I will then delete my SPAM folder in Yahoo!. In Gmail, the spam is automatically deleted.

By the time I have deleted unneeded items (step 1), unsubscribed to sales and newsletters (step 2), and identified and deleted spam (step 3), I should have the messages I would like to read remaining in my inbox. Next week, I will conclude this series on keeping your inbox clutter-free.