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Getting Things Done in Your To Do List

Getting things done is a multi-stage process. It starts with preparing a to do list. A to do list is just a project tracking tool, however. It doesn’t mean anything until it’s acted upon. Taking action is the next step to getting things done, but this is not the end of it, either.

You should also constantly monitor and evaluate your progress to see how your plans are taking effect. Finally, you need to adjust your plan of action to reflect your task management findings.

Preparing Your To Do List

A to do list is a project tracking tool for getting things done in a timely manner. It helps you visualize or make tangible the things you need to accomplish. A to do list helps you remember what you need to do so you can focus on getting things done.

Your to do list must be organized systematically, logically and chronologically to be most effective. The following are the steps to making a to do list. An example is included for each step.

1. Identify your project or your ultimate goal.

Project: An online shopping store

2. Write down the individual components that make up your project.

Components: products, merchant processing system, marketing strategy, working website

3. Create task lists for each component. Each task list enumerates the specific tasks you need to accomplish to complete a specific project component.

The Working Website component task lists:

• Domain name tasks
• Web hosting tasks
• Web applications tasks
• Web design tasks
• Written content tasks

The list of Web Design tasks may contain the following entries:

• find a designer
• brainstorm with designer
• evaluate design drafts
• select final design
• finalize design
• implement the web design

4. Schedule the specific tasks identified in Step 3 (e.g. the specific web design tasks). Use your task planner, project tracking software, or its electronic equivalent (Blackberry, anyone?).

At this point, you have several task lists associated with each project component. How do you schedule your tasks properly? Arrange your specific tasks logically, systematically and chronologically.

There must be a clear progression of tasks. In our example, you cannot plan your working website if you don’t know the products you’ll sell. Therefore, the tasks associated with the products component must come before the tasks associated with the website component.

Define tasks on the critical path. These are tasks that must be completed before another task (or set of tasks) that follows can be started. Don't allow tasks on the critical path to get behind schedule or the entire project becomes delayed.

Execution: Getting Things Done

The most well-organized to do list is worth nothing if you don’t have the discipline to get things done. Taking action is the next step to getting things done. Now, you need to accomplish your specific tasks.

This is not as easy as it seems. Some things are simply beyond your control. If you have contracted some tasks and your contractor is delayed, your own ability to stick to schedule is affected. You can seek restitution, but you’ll still be behind your deadline.

Sometimes, though, we only have ourselves to blame for our inability to complete our tasks. If we lack the discipline to stick to our to do list, we will fail to complete our tasks and fail to complete our project.

When it comes to execution, the discipline of getting things done is crucial to achieving desired outcomes. If your to do list says you have to do something today, do it today. Remember, your tasks are chronologically ordered and interrelated.

Project Tracking and Project Management Tools

How well is your project progressing? Constantly ask this question to ensure that your actions remain oriented to your goals. To help you monitor and evaluate your progress, use an advanced project management tool like a project tracking software.

A project tracking software like the MS Office Project has built-in project evaluation methods that let project managers stay on top of their projects.

A project tracking software provides you with a visual project timeline that emphasizes the interrelatedness of tasks. It reminds you how some tasks depend on the completion of other tasks. This lets you stay motivated to stick to your daily to do lists.

In fact, a project tracking software can help you prepare a more systematic to do list. Scheduling tasks is so much easier with the help of a project tracking software.

Project tracking software also helps you keep an eye on potential sources of delays, and it helps you respond to delays if there are any. It also lets you create and test alternative plans of action so you can find the most efficient one. It also makes it easy for you to adjust your to do lists and plans when necessary.

After evaluating your progress, make the necessary adjustments to your to do list. If a task were delayed, reschedule it and adjust the succeeding tasks as well. If you think of better methods, adjust your plans to include them. Getting things done is a dynamic process, and you and your plans must constantly evolve in response.

The previous article is on Goal Setting Techniques.

Other wiki resources: personal development; goal setting; getting things done; cause and effect; creative visualization