Getting It All Done - Managing Your To Do List

Keeping track of the dozens of things we must do every day including commitments to our projects and clients, staff, management means we have a long to do list – ALL THE TIME. How we track and organize that list will determine how effective we are, and how we are perceived by others.

Are you that person that can be relied upon to always get things done properly and on time, or are you the one everyone must chase around, constantly needing to be reminded what is due? Working with the person that needs to be chased isn’t fun for anyone and will earn you a reputation that will taint your career. So how do we manage the endless list?

Here are some tips to help you stay focused and on track. This is a long list, don’t feel like you must do all these things all at once. Pick one or two to try out, work with it a while, adjust as needed, then try on one or two more.

1. Prioritize Tasks:

Identify and prioritize tasks based on urgency and importance. Use a system like Eisenhower's/ Covey matrix, where tasks are categorized into four quadrants: urgent and important, important but not urgent, urgent but not important, neither urgent nor important.

2.  Break Down Tasks:

Break down larger tasks into smaller, more manageable subtasks. This makes it easier to tackle and helps prevent feeling overwhelmed. Eat that elephant one bite at a time!

3.  Set Realistic Goals:

Be realistic about what you can accomplish in each timeframe. Never over promise and under deliver, you are far better to under promising and over delivering. Over committing will increase stress and when you are unable to deliver your best work on time, damage your reputation with your clients and colleagues.

4.  Use a Consistent System:

Finding a system that works for you can be daunting. There are so many options, there is not a one size fits all. Paper or electronic? I made the move from paper to electronic years ago, but it was a TOUGH transition. I did it to rid myself of the paper as well as make my system portable, accessible from anywhere and on multiple devices. When I think of something to be added, I want to add it right now before I forget. Trying to remember everything stresses me out! I rest much easier knowing it’s all there and I can go back to it whenever I need to.

5.  Time Blocking:

Focusing on one thing at a time is practically impossible in construction, but planning uninterrupted focus time to get things done can be very helpful. Consider blocking out an hour or two per day where you are “busy” and can’t be scheduled for meetings, or take a whole day or half day such as a Friday that might be less congested on your calendar.

6.  Review and Update Regularly:

Regularly review and update your to-do list. Priorities may change, and new tasks may arise. Make adjustments as needed to stay on top of your workload.

7.  Use Technology:

Consider using task management apps or tools that sync across devices. This can make it easier to access and update your to-do list, especially if you're on the go. I have tried many of these, let me give you some feedback.

Things I tried and worked well are Monday, Teams Tasks, and Trello. They all have their pluses and minuses but have good features for organizing and prioritizing items as well as assigning between team members.

8.  Learn to Say No, and Not Now:

This is a very hard one for some of us, and one I struggled with for years. We all have had that boss, client or colleague who figures out that you are the yes person and will always come to you because they know you will say yes, and it will get done regardless of the cost to you or others. Learning to say no I can’t take on that new responsibility, task, or workload is hard. One good trick I learned from a colleague when I was struggling with this was say “not now”, especially when it’s presented with a short turnaround. You respond with “I can’t do that by tomorrow, but I can get it to you by Thursday, does that work?” Astonishingly, the answer is usually yes, which means it was never an emergency. You just took back control!

It's ok to say no I can’t take that on. Better to say no than say yes and sacrifice your stress level and ability to deliver on all of your promises.

   9.  Delegate When Possible:

If you have a team or colleagues, consider delegating tasks when appropriate. This can help distribute the workload and ensure that tasks are completed efficiently. There is nothing wrong with asking for help or dividing up tasks between a team to reach a goal.

Remember that managing your to-do list is a personal process, and it may take some trial and error to find the methods that work best for you. Regularly assess what's working and adjust as needed to improve your productivity and overall well-being.