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This year we’re focusing on giving you quick processes to apply to various aspects of getting organised and productive. I call them ‘Quick and Dirty’ because these are basic survival strategies for people who feel buried and aren’t quite ready for all the  ‘best practices.’

So far we’ve looked at email and paper. This month our topic is To-Do lists.

To review – here’s the formula we’re applying to our high-stress, low-on-time organising projects this year:

The Quick and Dirty Organising Process:

1. Get real
2. Get some breathing space
3. Get past the guilt
4. Get new systems
5. Get a new mindset
6. Get support

Quick and Dirty To-D0 Lists

This is a great process that you can walk yourself through anytime you feel overwhelmed, and you will love it. I encourage you to do it as soon as you can!

Step 1: Get Real

You’ve heard this before, and here it is again: There is not enough time in your life for everything you want to do.

You must learn to be selective and let some things go – or let them wait until later.

Step 2: Get some breathing space

Take out several sheets of paper or open a blank Word document, and set a timer for 15 minutes. Get away from other people and the phone, put on some music you like, and relax into this exercise.

Now write down everything in your head and elsewhere (lists? sticky notes? white board?) that you want to do. Big or little, long or short term, personal or professional…get it all written down. Just keep writing until the timer rings. Give yourself room to pause and see what your mind presents to you.

Get past the guilt

You will now be looking at a huge list of obligations, unfulfilled intentions and exciting possibilities.

It doesn’t matter that some are overdue or that you never seem to make progress on others. What matters is that right now you are doing something to address the challenge.

Get new systems

1. Prioritise. Take out 3 highlighters (or highlight /sort electronically) and colour code your list according to these categories:

• Must be done before I go to sleep today
• Should be done this week
• Can wait until next week

For the (many) items that don’t fit the timeframes above, leave them un-highlighted. They are most likely planned projects or just ideas at this point.

2. Systemise. Set up 3 lists in whatever format you want to use: sheets of paper, ring notebook, electronic notes, etc.:

• To Do Today
• To Do This Week
• To Do Next Week
• Other

Write the appropriate tasks on these lists.  Put a red star beside the 3 items on the To Do Today list that matter most. This is where to focus your best energy.

3. Use your lists all day long. Develop the habit of capturing things on these lists and reviewing/reorganising them frequently.

4. Reset your lists weekly. On Friday, Saturday or Sunday, repeat as much of this exercise as you need to in order to feel ready for the week. Remember to look through the ‘Other’ list at this time and see if you want to activate anything on there.

Get a new mindset

Understand that it may be possible to do all these things, but probably not all at once – and not all perfectly. Life is about phases, and success always includes imperfections.

Get support

When you’re ready to take this to the next level, come learn how to finesse this system even further, streamline that ‘Other’ list and make more progress on your goals and projects in our course: Maximise Your Time.

Sound good? Here’s what to do:

• Check out when we’re running the course in Hong Kong next.
• Email us to book a private course for 4-5 friends or colleagues.
• Contact a program coordinator to discuss an in-house training program.
• Not in Hong Kong? Ask about virtual training options all around the world!

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