To-Do Lists: You Gotta Keep 'em Separated

Written by Lisa Montanaro | March 15, 2012

To-do lists. Just the name of them sounds exhausting. They have become the thorn in many of my client’s side. Whether they are written in long form on paper, or maintained electronically on a computer or handheld device, they cause much stress.

And here’s one reason why. Most people unknowingly combine their master to-do list and daily to-do list together. This one act causes the list to become lengthy and overwhelming, which in turn almost guarantees failure. The person with this massive all-in-one to-do list will either abort the list altogether, or try desperately to get tasks done, all the while feeling inadequate and like a failure due to his or her inability to accomplish the items on the list.

What to do (yes, pun intended!)? Keep ’em separated!

Create a master to-do list and a separate daily to-do list. The master list includes tasks you plan to and want to get to, but cannot accomplish in one day, similar to a project list. Your daily list is only made up of the tasks you intend to, and can realistically accomplish, in one day, which is usually only about 3-5 items. The daily list puts your master list into action on a daily basis. That way, you get the satisfaction of actually crossing off your daily to-do’s, but have a more comprehensive list so you don’t forget tasks you need to tend to at some point later on.

Here’s an example. You need to do a home renovation project like paint your basement. Your master to-do list reads: paint basement. But the daily to-do list will break down that master item into several separate entries over a longer period of time.

Monday: choose paint color
Tuesday: call 3 painters for estimates (this is called delegating, but let’s save that for a future blog post!)
Wednesday: clear furniture from area to be painted
Thursday: buy paint.

Get the picture? The master to-do list names the project and the daily to-do list breaks out the action steps in a manageable, reasonable and realistic manner in order to accomplish that project. That way, the items actually get done. And isn’t that what a to-do list is supposed to be for anyway?

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Copyright 2009. Lisa Montanaro is a Productivity Consultant, Success Coach, Business Strategist, Speaker and Author who helps people live successful and passionate lives, and operate productive and profitable businesses. Lisa publishes the monthly “DECIDE® to be Organized” e-zine for success-minded individuals, and “Next Level Business Success” e-zine for entrepreneurs. Subscribe today at www.LMOrganizingSolutions.com. Lisa is the author of The Ultimate Life Organizer: An Interactive Guide to a Simpler, Less Stressful & More Organized Life, published by Peter Pauper Press. Lisa also publishes the DECIDE® to be Organized blog at www.DecideToBeOrganized.com. Through her work, Lisa helps people deal with the issues that block personal and professional change and growth. To explore how Lisa can help take your business to the next level, contact Lisa at (845) 988-0183 or by e-mail at Lisa@LMOrganizingSolutions.com.

Meet the Author

Helping others be the best versions of themselves gets me jazzed!

I’ve worn many hats in my lifetime—often at the same time—while enjoying fulfilling careers. I’ve been a performer, teacher, sign language instructor, lawyer, career counselor, law professor, coach, consultant, mediator, entrepreneur, speaker, trainer, writer, and author.

I’m an eternal optimist and life-long learner, constantly researching ways to improve personal and professional effectiveness. And it brings me great joy to then pass on the results of that persistent curiosity to my clients and audiences.

Of all the career hats I’ve been privileged to wear, my favorite is owner of this business since 2002. Why? Because it provides me the opportunity to work with wonderful organizational and individual clients. On any given day, I get to connect deeply with audiences, work with dedicated teams, improve workplaces, watch clients have a-ha moments, and know I’ve made a difference in their lives and careers. And that is very satisfying.