Write It Down! Tips for Better Task Management

Focus Newsletter, Winter 2006

Although we may not be able to avoid handling a piece of paper more than once, why should we have the same thought twice without writing it down? This pitfall continually takes up brain energy that we could be using more effectively. You'll save yourself the trouble of remembering it a third time if you write it down.

Keep paper and a pen in places where you do your best thinking. Tear off the page (leave the pad) and consolidate these thoughts and actions into a master 'To Do' list. This consolidation of thoughts and tasks into one trusted place is paramount. Continual review of your list will not only tell you what you need to do, but it will also allow you to decide what not to do, either because you are not able to or because you consciously choose to do it later. With a full inventory of all tasks, you are better able to prioritize every day.

Using a daily planner or calendar that includes a place to write daily tasks is helpful, but using the "Tasks" module of any software you currently have (Microsoft Outlook, Entourage, ACT, etc.) or even a simple word document is better than using paper because you won't have to re-write your tasks from day to day. However, anything will do as long as your brain doesn't have to keep trying to remember what you may have forgotten from day to day.

Many people leave a file or document itself on their desk as a reminder to do a task, but not all files or papers have to be left out for the task to be remembered or completed. The task associated with these files or papers should be noted in your computerized task list if it will take more than two minutes to accomplish and/or you are not going to get to it right away. File away all reference material and put active files and papers in a folder in a vertical sorter on your desk or on a nearby file cabinet, credenza, etc. This will keep your workspace free from clutter and you will still have an inventory of all your tasks.

Gather all the little slips of paper, post-it notes and other miscellaneous reminders and review each one to determine if the action is still necessary and if so, when you need to take the action. Post-review survivors should be added to your computerized task list using a task name, a due date and a category if necessary. Then throw away all those little slips of paper!

Lists, whether personal or professional, are important tools for staying organized and productive. However, a list is only useful to you if you get into the habit of using it and maintaining it: updating it, adding to and deleting from it daily.

There is a certain mental freedom gained from writing things down that you are trying not to forget. Take the time each day to capture all the actions, follow-ups and projects that you need or want to do, as well as new ideas and thoughts. When it's on paper (or in the computer!) it's off your mind and frees up lots of energy. energy you could be using to get these things done, not just trying to remember them.