organize my list
June 8, 2018 8:24 AM Subscribe
My current job is more fast-paced, and it's overwhelming my to-do list system!
Previously:
I create lists of my current tasks on one page in a notebook. I separate the page into areas, where I put a heading and, under it, a checklist of tasks related to that heading. I use different headings as needed. For everyone I manage, I have a heading for them with a list of big projects and next steps. Once I have crossed a lot of things off my list, I copy the remaining to a new sheet of paper and add anything new, or add new tasks into the empty space. This usually happens 1-2x/week.
I keep notes from meetings and other discussions in the notebook as well. Any time there is something I need to do, I star that note and move it to the main list at the earliest possible opportunity.
For my schedule, I write the next few days to a week on the bottom, and sketch out my key tasks/appointments for those days.
The problem:
My current role has me on a lot of different projects and supervising a lot of people. Often I need to do a quick task ("talk to Supply about water") and may accomplish it without writing it down. But I also might get waylaid by 5 urgent things on my way to Supply and then I come back and I have forgotten my original goal - and it's not written down, so it's possible I will forget altogether.
Some of these quick tasks fit neatly in one of my list categories; others just get jotted on the side and sometimes overlooked. Some of these quick pop-up tasks are very urgent; some are only sort-of urgent. I have no way to sort the tasks by urgency, since they're sorted by topic.
My schedule is regularly upended, and I lose track of key tasks - for example, I'll note that I plan to meet with Dr. X Monday morning, and I'll have written a list of topics. But Dr. X wasn't available Monday, and now I need to add "reschedule with Dr. X" to my Admin list, but I also need to keep the topic list... I also add appointments, so I miss things - my Saturday list started with one appt at 16h, but then I added one at 14h, one at 7h, and one at 13h -- and they appear in that order.
Basically: my list is a mess and it is all running together, and I am missing things because it all looks the same.
Limitations:
I can't use anything digital. I don't have reliable access to the internet, and never while on the move. While power is okay, I am often in the field and cannot make notes on my computer. I suppose I could download an app that works offline, but I hate typing on my phone. No one can email me tasks or asks - it will always have to be verbal.
I can't get office supplies like post-its. I do have a lot of nice, different color fine markers, but I am often on the move and need something I can carry easily. I don't have a whiteboard. I don't even have a desk all the time. I have a notebook, and pens.
Please don't make me read Getting Things Done. I have lived thirty years on this wretched earth and I don't want to. I start hyperventilating thinking about all the business-speak.
I like the topic-areas approach since I can see the related items that I need to consider for a project, and keep the projects I'm working on separated. My current list has 6 headings plus 2 that summarize my direct reports, and one part titled "long-term", which are things I want to do in the upcoming months (rather than days/week).
I really like the one-page approach - that way, I can see everything on my plate at once.
Please: give me your tired, your poor, huddled to-do list ideas. I've forgotten 8 things I'm supposed to be doing in writing this post...
Previously:
I create lists of my current tasks on one page in a notebook. I separate the page into areas, where I put a heading and, under it, a checklist of tasks related to that heading. I use different headings as needed. For everyone I manage, I have a heading for them with a list of big projects and next steps. Once I have crossed a lot of things off my list, I copy the remaining to a new sheet of paper and add anything new, or add new tasks into the empty space. This usually happens 1-2x/week.
I keep notes from meetings and other discussions in the notebook as well. Any time there is something I need to do, I star that note and move it to the main list at the earliest possible opportunity.
For my schedule, I write the next few days to a week on the bottom, and sketch out my key tasks/appointments for those days.
The problem:
My current role has me on a lot of different projects and supervising a lot of people. Often I need to do a quick task ("talk to Supply about water") and may accomplish it without writing it down. But I also might get waylaid by 5 urgent things on my way to Supply and then I come back and I have forgotten my original goal - and it's not written down, so it's possible I will forget altogether.
Some of these quick tasks fit neatly in one of my list categories; others just get jotted on the side and sometimes overlooked. Some of these quick pop-up tasks are very urgent; some are only sort-of urgent. I have no way to sort the tasks by urgency, since they're sorted by topic.
My schedule is regularly upended, and I lose track of key tasks - for example, I'll note that I plan to meet with Dr. X Monday morning, and I'll have written a list of topics. But Dr. X wasn't available Monday, and now I need to add "reschedule with Dr. X" to my Admin list, but I also need to keep the topic list... I also add appointments, so I miss things - my Saturday list started with one appt at 16h, but then I added one at 14h, one at 7h, and one at 13h -- and they appear in that order.
Basically: my list is a mess and it is all running together, and I am missing things because it all looks the same.
Limitations:
I can't use anything digital. I don't have reliable access to the internet, and never while on the move. While power is okay, I am often in the field and cannot make notes on my computer. I suppose I could download an app that works offline, but I hate typing on my phone. No one can email me tasks or asks - it will always have to be verbal.
I can't get office supplies like post-its. I do have a lot of nice, different color fine markers, but I am often on the move and need something I can carry easily. I don't have a whiteboard. I don't even have a desk all the time. I have a notebook, and pens.
Please don't make me read Getting Things Done. I have lived thirty years on this wretched earth and I don't want to. I start hyperventilating thinking about all the business-speak.
I like the topic-areas approach since I can see the related items that I need to consider for a project, and keep the projects I'm working on separated. My current list has 6 headings plus 2 that summarize my direct reports, and one part titled "long-term", which are things I want to do in the upcoming months (rather than days/week).
I really like the one-page approach - that way, I can see everything on my plate at once.
Please: give me your tired, your poor, huddled to-do list ideas. I've forgotten 8 things I'm supposed to be doing in writing this post...
When I'm managing multiple projects I make a weekly calendar on a sideways sheet of 8.5 x 11 inch paper. Make 5 columns for the days, divide into about 6 rows for early & mid morning, lunch, early & mid afternoon, and evening.
Jot all tasks into a block of time.
Across the bottom, leave a 1-2 inch row empty for random notes or things that need to go into next week's one-page planner. (I usually have a rough calendar page being charted out for week two as well, which I'd finalize and maybe re-copy around the end of week one.).
You can use highlighters & colours to sort by project or by task type (desk work / phone call / visit) or to indicate urgency, whatever works for you.
I like to draw a checkbox to the left of each task, and check things off rather than scratching them out (keeps them legible).
If a project needs extra notes I start a fresh page for just that project and staple it to the calendar.
posted by pseudostrabismus at 8:32 AM on June 8, 2018
Jot all tasks into a block of time.
Across the bottom, leave a 1-2 inch row empty for random notes or things that need to go into next week's one-page planner. (I usually have a rough calendar page being charted out for week two as well, which I'd finalize and maybe re-copy around the end of week one.).
You can use highlighters & colours to sort by project or by task type (desk work / phone call / visit) or to indicate urgency, whatever works for you.
I like to draw a checkbox to the left of each task, and check things off rather than scratching them out (keeps them legible).
If a project needs extra notes I start a fresh page for just that project and staple it to the calendar.
posted by pseudostrabismus at 8:32 AM on June 8, 2018
As you say you have power why not use a tablet and something like onenote or Evernote apps, I much prefer to type on my tablet, you don’t need the internet and you can maintain your diary on the device as well with things like reminders and the ability to move blocks of time around
posted by koahiatamadl at 8:40 AM on June 8, 2018
posted by koahiatamadl at 8:40 AM on June 8, 2018
I have a system that's super simple and effective: index cards, held together by a binder clip. Having 1 topic/issue/task/reminder per card feels very clean and it is really satisfying to throw out cards as they get done.
At the start of the day, I take the binder clip off and re-sort the cards by priority, and I may do this a couple times throughout the day to re-prioritize.
I also keep 5-minute tasks on top so whenever I have a bit of "downtime" I can grab an easy card and get it done.
As a bonus, jotting down all the to-do's swirling around in your head is wonderful for reducing anxiety.
Since you said you are constantly on the move, I want to recommend these cards. They are thicker and less soft than your average cheapo index cards so you can write on them without sitting at a desk.
posted by rada at 8:42 AM on June 8, 2018 [7 favorites]
At the start of the day, I take the binder clip off and re-sort the cards by priority, and I may do this a couple times throughout the day to re-prioritize.
I also keep 5-minute tasks on top so whenever I have a bit of "downtime" I can grab an easy card and get it done.
As a bonus, jotting down all the to-do's swirling around in your head is wonderful for reducing anxiety.
Since you said you are constantly on the move, I want to recommend these cards. They are thicker and less soft than your average cheapo index cards so you can write on them without sitting at a desk.
posted by rada at 8:42 AM on June 8, 2018 [7 favorites]
I do the something similar by creating a template with several sections blocked off including a timeline to put appointments in so I don't overbook myself. I use different color pages for different tasks. I print off about a bunch, enough for about a month at a time. Also, my four color Bic pen is a lifesaver that I use to color code in order of importance. I also love my mechanical pencil for any temporary notations.
posted by IndigoOnTheGo at 8:43 AM on June 8, 2018
posted by IndigoOnTheGo at 8:43 AM on June 8, 2018
Best answer: I think what you are doing is fine. You just need to make yourself write down all the tasks all day and then go through that list and categorize into your notebook.
Here's what I do: I create a project page for each project and then any notes I take at a meeting for a project, research, etc, goes behind that page with a paper clip. The main/front page has info like meeting times and dates, next steps, etc. Once a week I go through all my notes and stuff that accumulated during the week and update those sheets and make new sheets for new projects that have come up.
I may end up with a handful of those "talk to Supply about water" tasks and, if so, I just put those on a separate page in no particular order and work through them until they are done.
posted by dawkins_7 at 8:52 AM on June 8, 2018
Here's what I do: I create a project page for each project and then any notes I take at a meeting for a project, research, etc, goes behind that page with a paper clip. The main/front page has info like meeting times and dates, next steps, etc. Once a week I go through all my notes and stuff that accumulated during the week and update those sheets and make new sheets for new projects that have come up.
I may end up with a handful of those "talk to Supply about water" tasks and, if so, I just put those on a separate page in no particular order and work through them until they are done.
posted by dawkins_7 at 8:52 AM on June 8, 2018
If you're open to an electronic solution, Google Keep is what I use for my lists. It works offline (it syncs its data when you're online) and will transcribe your speech, so you can speak your to-do items instead of typing them.
posted by davcoo at 8:55 AM on June 8, 2018
posted by davcoo at 8:55 AM on June 8, 2018
Best answer: Are you familiar with Bullet Journaling? Look at the original website. Ignore all the artsy crap on Pinterest. It's pretty similar to what you are doing, but there might be more tips or tricks on the blog to help. The most important thing is just to make the time to go over your list multiple times a day. When it got busy at my last job I'd have to "hide" sometimes so I could have a few minutes to do that uninterrupted. I They bathroom, in my car, in an empty conference room, in one of the other buildings on the campus. It's shitty to have to hide from your coworkers because they're preventing you from being productive, but there ya go.
posted by Green Eyed Monster at 9:01 AM on June 8, 2018 [5 favorites]
posted by Green Eyed Monster at 9:01 AM on June 8, 2018 [5 favorites]
Three things that might help that I do:
1) Keep the first 15-20 pages of your notebook free for a running to-do list - this way you can keep the same system you are using now but when you transfer from a mostly completed list to a fresh one, they're all together. I find this helps me avoid missing things because a particular list is in the middle of the book.
2) Number your pages (and your notebooks)- this will help for referencing meeting notes, etc. you have written down. For example - you have the Dr. X meeting and it gets cancelled. You add "Reschedule with Dr. X - meeting notes pg. 22" to your to-do list. If it spills across books (i.e, you're near the end of your current book), include the book #.
3) Consider carrying a light-weight day planner with you in addition to a notebook/to-do list - not for to-dos, but for meetings and appts that go on certain days that you can sequence. I tend to also add 2-3 key things I'd like to accomplish that day on top of any mandatory scheduled stuff. I typically review that journal once a day within the last hour of my work day. I have a 4 x 6 Moleskine day planner that works great for this and weighs next to nothing.
posted by notorious medium at 9:02 AM on June 8, 2018 [3 favorites]
1) Keep the first 15-20 pages of your notebook free for a running to-do list - this way you can keep the same system you are using now but when you transfer from a mostly completed list to a fresh one, they're all together. I find this helps me avoid missing things because a particular list is in the middle of the book.
2) Number your pages (and your notebooks)- this will help for referencing meeting notes, etc. you have written down. For example - you have the Dr. X meeting and it gets cancelled. You add "Reschedule with Dr. X - meeting notes pg. 22" to your to-do list. If it spills across books (i.e, you're near the end of your current book), include the book #.
3) Consider carrying a light-weight day planner with you in addition to a notebook/to-do list - not for to-dos, but for meetings and appts that go on certain days that you can sequence. I tend to also add 2-3 key things I'd like to accomplish that day on top of any mandatory scheduled stuff. I typically review that journal once a day within the last hour of my work day. I have a 4 x 6 Moleskine day planner that works great for this and weighs next to nothing.
posted by notorious medium at 9:02 AM on June 8, 2018 [3 favorites]
I think you should get a filofax with blank pages and day-timer planner that you can time-block with pages for notes
- 5 minutes at start/end of day to tidy up your to-do list
- Have a checklist for how you spend the 5 minutes tidying up time e.g. 'move starred items from meeting notes to master to-do list' or 'schedule in 3 key tasks for the day'
- Can you carry around a pencil attached to an eraser since it sounds like there are often revisions to your schedule
- Can you schedule in routine admin things at the same time each day e.g. with items you delegate, spend 30 minutes from 3:30-4:00 pm checking where people are at, what they struggle with, what they think they can get done tomorrow etc. I think employees like this consistency and feedback system too. Or weekly recurring appointments etc.
- I like the idea of having 1 big 'master to-do' list spread. But I prefer to group tasks together by project by 'user story' (inspired by Scrum) - look it up! With this system, you start by saying the outcome e.g. 'funny, entertaining 200-page novel about dragons', and then you break it up into deliverables e.g. 'do research note on dragons (est. 2 hours)', 'draft one chapter (est. 2 hours)', 'edit 1 chapter (est. 1 hour)' and go down your list one deliverable at a time. It also encourages you to be creative about how you can get from A to B most efficiently. If you change your mind, erase and try again.
- Tabs for pages you want to pick up on later?
It helps to build habits too. And I think the system is so personal because it has to match the way you think and how your mind it mapped out so maybe budget a few weeks of trial and error where you reflect on what's not quite right about your system?
Hope that helps!
posted by Crookshanks_Meow at 9:25 AM on June 8, 2018 [1 favorite]
- 5 minutes at start/end of day to tidy up your to-do list
- Have a checklist for how you spend the 5 minutes tidying up time e.g. 'move starred items from meeting notes to master to-do list' or 'schedule in 3 key tasks for the day'
- Can you carry around a pencil attached to an eraser since it sounds like there are often revisions to your schedule
- Can you schedule in routine admin things at the same time each day e.g. with items you delegate, spend 30 minutes from 3:30-4:00 pm checking where people are at, what they struggle with, what they think they can get done tomorrow etc. I think employees like this consistency and feedback system too. Or weekly recurring appointments etc.
- I like the idea of having 1 big 'master to-do' list spread. But I prefer to group tasks together by project by 'user story' (inspired by Scrum) - look it up! With this system, you start by saying the outcome e.g. 'funny, entertaining 200-page novel about dragons', and then you break it up into deliverables e.g. 'do research note on dragons (est. 2 hours)', 'draft one chapter (est. 2 hours)', 'edit 1 chapter (est. 1 hour)' and go down your list one deliverable at a time. It also encourages you to be creative about how you can get from A to B most efficiently. If you change your mind, erase and try again.
- Tabs for pages you want to pick up on later?
It helps to build habits too. And I think the system is so personal because it has to match the way you think and how your mind it mapped out so maybe budget a few weeks of trial and error where you reflect on what's not quite right about your system?
Hope that helps!
posted by Crookshanks_Meow at 9:25 AM on June 8, 2018 [1 favorite]
Best answer: notorious medium's suggestions are great.
I would also practice reacting to interruptions. You really have two options when you are in the middle of a task that is not written down and someone else is trying to get your attention. You can say, "Give me two minutes to finish this task and then I will give you my undivided attention" (and respectfully take that time), or you can say "I'm glad to do that. I just need 15 seconds to write down what I was about to do so I won't forget." Unless there is a literal emergency, no one can reasonably object to those requests if you say that's what you need, confidently.
posted by philosophygeek at 9:26 AM on June 8, 2018 [3 favorites]
I would also practice reacting to interruptions. You really have two options when you are in the middle of a task that is not written down and someone else is trying to get your attention. You can say, "Give me two minutes to finish this task and then I will give you my undivided attention" (and respectfully take that time), or you can say "I'm glad to do that. I just need 15 seconds to write down what I was about to do so I won't forget." Unless there is a literal emergency, no one can reasonably object to those requests if you say that's what you need, confidently.
posted by philosophygeek at 9:26 AM on June 8, 2018 [3 favorites]
Best answer: Change your to-do list page more often than you think you need to. Not having obvious blank space makes it hard to add things and is just kind of a mental drag.
Stuff like topics you need to discuss with Dr. X goes in the notes part of your notebook, not the to-dos. You may want to leave blank space under it to just add meeting notes there. I do to-dos from the front and meeting/general notes from the back of the book.
Is getting a binder and looseleaf paper doable? Being able to add/remove pages (like your list of topics to discuss) seems like it would help. Have a section for each project and running to-do / calendar in the front. You can color code or have symbols on the to-do list by project if it's important to you - I do okay just reviewing each project regularly to make sure I have the right tasks on the list.
posted by momus_window at 10:25 AM on June 8, 2018 [1 favorite]
Stuff like topics you need to discuss with Dr. X goes in the notes part of your notebook, not the to-dos. You may want to leave blank space under it to just add meeting notes there. I do to-dos from the front and meeting/general notes from the back of the book.
Is getting a binder and looseleaf paper doable? Being able to add/remove pages (like your list of topics to discuss) seems like it would help. Have a section for each project and running to-do / calendar in the front. You can color code or have symbols on the to-do list by project if it's important to you - I do okay just reviewing each project regularly to make sure I have the right tasks on the list.
posted by momus_window at 10:25 AM on June 8, 2018 [1 favorite]
Best answer: 2nd the Bullet Journal, with a lot of emphasis on the Weekly and Daily Logs.
posted by Miko at 11:40 AM on June 8, 2018
posted by Miko at 11:40 AM on June 8, 2018
Best answer: All paper systems require a lot of review and recopying, which sucks, but on the positive side makes it harder to lose track of things or avoid problem areas. You are not alone in finding this challenging!
+1 on having a note cards in a binder clip in a pocket if that's an office supply you can get. Easier than a notebook for writing down new tasks and thoughts on the go and is a trick I learned from some doctors doing rounds in the hospital. At the end of every day you've got to copy those back into your system or they get lost.
One trick I did learn from GTD (which I agree is too rigid and overkill for many people): keep separate longer-lived "agenda" lists for various people where you can jot down notes or questions or things you're waiting on when you talk to them next.
You can also have a separate longer-lived master "project" page separate from your current "to do" page, with just the individual next steps copied over as needed to your current working to do list. This keeps the big picture and longer-lived project priorities away from this week's craziness.
posted by troyer at 3:10 PM on June 8, 2018 [2 favorites]
+1 on having a note cards in a binder clip in a pocket if that's an office supply you can get. Easier than a notebook for writing down new tasks and thoughts on the go and is a trick I learned from some doctors doing rounds in the hospital. At the end of every day you've got to copy those back into your system or they get lost.
One trick I did learn from GTD (which I agree is too rigid and overkill for many people): keep separate longer-lived "agenda" lists for various people where you can jot down notes or questions or things you're waiting on when you talk to them next.
You can also have a separate longer-lived master "project" page separate from your current "to do" page, with just the individual next steps copied over as needed to your current working to do list. This keeps the big picture and longer-lived project priorities away from this week's craziness.
posted by troyer at 3:10 PM on June 8, 2018 [2 favorites]
Response by poster: Thanks, everyone. I am in a very strange setting where I cannot even get things like notecards. (I am hoarding the three paperclips I found.) But I appreciate all the thoughts and marked as best answer the ideas I'm going to try!
posted by quadrilaterals at 11:23 PM on June 8, 2018
posted by quadrilaterals at 11:23 PM on June 8, 2018
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posted by quadrilaterals at 8:29 AM on June 8, 2018