Manage your master list (ML)

As mentioned earlier in use of a master list, do not try to plan as you take notes or at the end of the day. Any planning you do later in the day should be flexible, to allow for changes. Rather prioritize and organize first thing in the morning, when you arrive and check your memos, voice mail, and email.

Review your ML throughout the day. Then, at the end of the day, look for items that need to be scheduled. Put them on your Daily List (DL) and cross them off the ML.

Only write your ML once a week, each Friday. Why Friday you may ask? It is the lowest productivity time of the week. This way, you focus on a week at a time, not just today and tomorrow. You also save time, since you are not moving items from a “today” list to “tomorrow” list at the end of every day. Also, that daily move is emotionally difficult; you feel discouraged because you have not accomplished enough and you feel greater pressure to do more.

Accept the reality that you would not be crossing off every item on your list by the end of the day. Reduce the pressure. Remember!! Do not work late: there is no correlation in productivity between the length of the day and the amount of work accomplished.

On Friday, when you rewrite your ML, you can evaluate your performance. Then, transfer the items not yet completed to a new ML. Compare items that you completed and items you are transferring: can you learn anything about your tendencies? Finally, staple the old ML and file it for future use and review time.

Keep your list handy at all times, This will help reduce “drive-by shootings” – those situations when you are walking somewhere and somebody asks, “Do you have a minute?” with your ML in hand, you are less likely to try to handle the request immediately. Look at your list and schedule the request appropriately. That is how you develop discipline in your time management. Do not allow requests that pop up to take priority over items on your schedule. Do not reward interruptions and give them control over you.

Here are some suggestions for managing tasks with your ML:

Use noon as deadline: That will motivate you to accomplish more in the morning and allow you to feel less pressure later in the day. 90% of all productivity gains occur in the morning.

Apply the “veggie principle”: A “veggie” is a task that is good for you and your career or personal life that you put off, probably for late in the day – like vegetables that children avoid eating. Try instead to start each day with a “veggie” and may be do another before noon.

Balance your ML with personal items: You definitely need to manage your personal life as well as your work life and it is easier with a single system - and better for you as a whole person.

Don't bother the posts below, but if you are free, why not?

1. Use a master list
2. Use a daily list
3. Working longer hours: find more time for you
4. Plan for Power
5. The top 5 work/life balance myths