Do you know the term “ToDo list”? This list is used to visualize what needs to be done and clarify its priorities, but it is very useful to use this list when you are busy with work or when there are a wide variety of things that need to be done. is. Even if you feel that it’s okay to keep things as they are because your business is progressing, you may be able to further improve efficiency and productivity.
In this article, we will explain the overview of to-do lists, the benefits of creating them, and the flow and points when creating them. If you are a businessman who wants to improve your work productivity, please read this article and try applying it to your own work.
What is a to-do list?
Many people involved in business have probably heard of the term to-do list, but some may find it difficult to explain even if they know the word. First, I will explain the meaning and overview of a to-do list.
Visual list of things to do
A to-do list is also called a “to-do list” and refers to a list that visualizes things that need to be done and makes their priorities clear. “ToDo” has the meaning of “something that should be done someday,” and refers to something that needs to be done even though there is no set deadline. A to-do list is a list of all of these things that you can manage like a checklist.
When you write down your to-dos, you can visualize what you should prioritize and act on, so you can expect benefits such as understanding priorities, preventing omissions in tasks, and improving work efficiency. Therefore, to-do lists can be useful not only in business situations but also in daily life.
However, even if you make a list, you will not have any actual effect if you are satisfied with the list. If you don’t understand how to create it and how to use it effectively, you won’t be able to get the most out of it.
Recommended for these people
To-do lists can be used by anyone, but they are especially recommended for busy businessmen and office workers who want to work more efficiently.
When you work for a company, you not only have to do work related to the company’s main business, but you also have to do personal tasks and other small tasks. Additionally, after joining the company for several years, you may become even busier as you are given support for subordinates and management of the entire department. You will need to check and manage not only your own work, but also the work of others, and take action to make work easier.
If you use a to-do list correctly in such a case, you can understand what tasks you need to do, their priorities, and manage your progress, allowing you to tackle the tasks with the highest priority without panic. Also, even if you have a large amount of work to do and are unsure if you can complete it by yourself within the deadline, checking the progress and schedule on the to-do list will make it easier to make requests to others. . In this way, using a to-do list to understand what you need to work on in the future will also help you confirm the actions you should take now.
Difference from “task”
You often hear the word “task” being similar to “ToDo”, but the two have different characteristics.
A task is something that must be done by a specific deadline. For example, it refers to work that occurs within a business that, if not handled by a specific deadline, will affect other work.
To give a more specific example, when a customer requests us to create a website, the schedule for meeting with the customer, rough design of the website, design, and publication of the website are determined before production. If there is a delay in any of the steps, it will disrupt the subsequent work schedule, so each step must be completed within the set deadline. In other words, each step in this process is a “task.”
In this way, both “ToDo” and “Task” are the same thing that needs to be done, but the difference is whether or not there is a set deadline.
5 benefits of creating a to-do list
To-do lists can be used not only in business settings, but also in daily life, and when used effectively, there are many benefits. Here are five benefits of creating a to-do list.
No more missing things to do
The to-do list outputs the things that need to be done and makes a list, which helps prevent omissions. In business, we often have to perform a variety of tasks, and we often have a huge amount of work to do. It is difficult to remember such a huge amount of work just in your head, and if something is not written down, unexpected omissions may occur, which could lead to work-related accidents.
By creating a to-do list, you can visualize what you need to do, so you can avoid omissions while doing your work. Also, if you get into the habit of checking it at a certain frequency, you will not only be able to understand what needs to be prioritized, but you will also be able to make more use of the list, such as adding new to-do items.
Priorities are clarified
If you don’t have a to-do list, you tend to complete tasks in the order they come to mind, but if you visualize what you need to do with a to-do list, you can clarify your priorities and act more efficiently. You can.
You can check the status of each item, such as tasks that must be tackled urgently, tasks that have a clear deadline, tasks that can be postponed, and tasks that should be handled all at once after a meeting with the other party, so you can prioritize them. You will be able to process it efficiently while checking it.
Without clear priorities, work efficiency tends to drop significantly. Clarifying priorities is extremely important in order to work efficiently.
Less time to hesitate before taking action
When you clarify the priorities of what you need to do on your to-do list, you also become clear about what you should and shouldn’t do now, and you’ll spend less time wondering before taking action. If you are in a situation where you don’t know where to start when doing your work, you will be confused as to where to start and end up wasting your time. However, by clarifying what you need to do in advance, you will be able to spend less time wondering and be able to take action immediately.
Easy to understand progress status
Another major benefit of a to-do list is that it makes it easier to keep track of the progress of tasks. By visualizing the work that needs to be done and the work that is currently being carried out, and making frequent updates and additions, you can always check the progress.
Being able to see your progress at a glance makes it easier to take appropriate action. For example, if there is a task that is progressing slower than expected, you can think about what measures you can take to meet the deadline. If you notice just before the deadline, you have to deal with it in a hurry, but by using a to-do list to notice in advance that progress is poor, you will be able to take early measures. .
Easy to schedule
Another advantage of to-do lists is that they make it easier to plan your schedule. By estimating the time required for what you actually need to do on your to-do list, you will be able to get a rough idea of your schedule, making it easier to plan your own schedule.
Additionally, if you are faced with a problem on the job, knowing the schedule in advance will allow you to deal with it in a timely manner.
Bad behavior when creating a to-do list
To-do lists have many benefits, but if you create them incorrectly, they can be ineffective. From here, I will explain what you should not do when creating a to-do list.
The purpose is to create
When creating a to-do list, be careful not to make it an end in itself. There are many people who feel productive just by creating something, but don’t really take action.
The purpose of a to-do list is not to create it, but to clarify what needs to be done, understand priorities, prevent omissions, and improve efficiency. If you don’t use it after you create it, you’ve wasted your efforts.
Visualized ToDo is abstract
If the contents of the visualized to-do are abstract, you may end up in a situation where you don’t know where to start taking action. On the other hand, if you clarify the contents of your to-do, you can also think about what actions you should take to complete it.
For example, if you set a goal like “conduct a business meeting in a week,” it is not clear where you should start taking action. However, if your goal is to “conduct two business meetings in a week,” you can clearly think about specific actions, such as how many customers you should approach to achieve that goal.
If your to-dos are abstract like this, it will be difficult to think about your next action, so be careful.
Do not review the list you have created
Not reviewing the created list regularly can also reduce the effectiveness of the to-do list. If you leave it as is after creating it, there is a risk that the list will not be as effective as it should be, such as adding more to-dos that you don’t need to deal with or making it difficult to read. If you don’t review the list you’ve created from time to time and update it appropriately, it will be difficult to proceed with your work efficiently.
4 steps to create a to-do list
From here, I will explain the flow of creating a to-do list step by step. If you have created one before, but it didn’t last, try creating it again based on the steps below.
The key points for creating an effective list vary depending on the industry and job type, but the following methods are common to all jobs.
1. Write down what you need to do
2. Categorize
3. Set your priorities
4. Set a deadline
write down what needs to be done
First, write down everything you need to do. The key is to break it down as finely as possible and list each concrete task one by one.
For example, tasks that can be completed in just a few minutes, such as “sending a thank you email to XX Co., Ltd. (business partner)” and “notifying my boss about the schedule for a business meeting,” can be changed to “creating sales plans for next season’s customers.” Try writing down all your mid- to long-term tasks, such as “meeting with subordinates” and “participating in training on sales skills.”
Also, if you keep the following points in mind when creating a list, you will be able to create a list that is easier to understand.
Categorize
Next, let’s categorize the items we have listed. If to-dos are not categorized, multiple types of work will be mixed together, making it difficult to clarify priorities.
By categorizing tasks in advance, it will become clearer which tasks should be prioritized, and you will be able to proceed more efficiently. There are several ways of dividing as follows.
set priorities
Next, decide on the priority of each to-do. When determining priorities, we recommend using the “Time Management Matrix.”
The “Time Management Matrix” was proposed by Stephen R. Covey in his book “The 7 Habits,” and is a method of organizing priorities based on urgency and importance to improve productivity. Refers to methods for improving. Let’s organize it by dividing it into the following four areas.
First, let’s start with the most urgent and important items in Area 1.
The priorities for Area 2 and Area 3 will change on a case-by-case basis, but if you proceed without being aware of it, you will tend to prioritize Area 3, which is more urgent. However, area 2 is actually very important as well. Area 2 includes, for example, planning new businesses, recruiting and training human resources, and self-study for growth. These are things that don’t need to be addressed immediately, but they have a big impact on future results and business development. Therefore, we strongly recommend that you prioritize Area 2 ToDos higher.
Many people think that Area 3 is highly urgent and therefore important, but this area is also called the “Illusion Area”, and even if you work on things in this area, you will end up with low productivity results. There are many things that happen.
Examples include long phone calls with your boss about unimportant topics, meetings with no set purpose, and writing unnecessary reports.
If you spend too much time processing Area 3 and have no time to devote to Areas 1 and 2, you are putting the cart before the horse. Regarding the actions in area 3, it is also very important to decide not to do them. Needless to say, Area 4 is a wasteful area, so objectively check whether you are wasting your time on activities in Area 4 and cut down on unproductive time.
Set a deadline
Finally, set a deadline for each to-do. Some to-dos have fixed delivery dates and deadlines, while others do not. It’s easy to postpone tasks that don’t have deadlines or due dates, but if the number of unfinished tasks increases, it can lead to stress. To prevent stress, set a deadline, even if it’s temporary.
It is also important to have a flexible schedule when setting deadlines. If your schedule is too tight, there is a risk that you will have to deal with more to-dos at once, which will have negative effects in various ways, such as reducing overall work efficiency and putting too much physical and mental strain on you. I’m sorry. Set realistic deadlines within your means and take action with plenty of time to spare.
7 points to make an effective to-do list
Even if you create a to-do list, it’s a common pattern to end up with 3 days of work. Here we will explain 7 points to use your to-do list effectively.
Visualize specifically
It is important to be as specific as possible and visualize the contents on your to-do list. Even though it’s a to-do list for you, if it contains abstract content that you don’t understand even when you look at it, you’ll have to double-check it, wasting your time. If you make the content specific, you will be able to see at a glance what you need to do, and you will be able to take action quickly.
Divide large to-dos into smaller pieces
Breaking down large to-dos into smaller parts will make your actions more clear. If your to-dos are too large, they will remain on your list forever, making it difficult to feel like you are making progress or seeing your progress at a glance, which can have a negative impact on your ability to take action.
By breaking down your to-dos so that you can delete them frequently and making it possible to feel your progress, you will get a sense of accomplishment, and it will also be easier to understand your progress and visualize how it will be completed.
For example, in the case of the ToDo “Create presentation materials for business negotiations”,
- market research
- Collection of business information
- Competitive research
- Deciding on the structure of presentation materials
- Sentence structure idea
- Deciding on the design
- Creating presentation materials
- Share within the company and get opinions
You can subdivide the information such as.
When you think of something, write it down as soon as you think of it.
By outputting the actions you are thinking in your head, you can reduce the burden on your brain, while also being able to understand priorities and prevent omissions in tasks. The brain is extremely sensitive, and if the amount of information it accumulates is too large, it may not be able to process it completely, leading to consequences such as making more mistakes or being unable to concentrate.
To prevent this from happening, it’s a good idea to write down the details on your to-do list as soon as something that needs to be done occurs. This way, you won’t have to use your brain to remember what you need to work on, and you’ll have less time to hesitate before taking action, so you’ll be able to move smoothly into action without having to overwork your brain.
Be aware of urgency and importance
As mentioned in the previous section, it is also important to properly prioritize your to-dos. It is important to use a time management matrix to be aware of urgency and importance.
If you act without being consciously aware of it, you may end up starting tasks that are easy or can be completed in a short time, or get caught up in tasks that are “highly urgent/lowly important,” etc. There is a risk that you will not be able to take the necessary action.
A to-do list is created to clarify priorities by categorizing them based on urgency and importance, and to visualize what needs to be done. If you start with easy tasks or tasks that can be completed in a short time, you may end up putting off tasks that are “highly urgent or important.” Prioritize productive actions rather than immediate actions.
Review regularly
Your to-do list will be more effective if you review it regularly. To-dos may be put on hold or their importance or urgency may change, so be sure to review them on a weekly or monthly basis. .
By reviewing, you can clarify your work schedule and actions. Additionally, if you find that there is work that is not progressing well, you will be able to take measures to address it at an early stage.
Understand the reason for to-dos that could not be completed
If you have to-dos that were due last week but haven’t been completed or are making poor progress, consider the cause. It is important to understand and consider what caused the failure to respond, whether the priorities are appropriate, and whether it is necessary to ask someone else.
If you don’t consider and understand the cause of the delay, you risk repeating it again. Understand the cause and make improvements so that you can act more efficiently.
Reduce unnecessary work
It’s important to write down things that need to be addressed frequently on your to-do list and review them regularly, but at the same time, it’s also important to cut down on unnecessary tasks when necessary.
If your priorities are clear, you should be able to understand what is most important and what is least important. When necessary, it is important to take the plunge and reduce or lower the priority of things that you consider unnecessary.
Recommended to-do list management method
In order to create an effective to-do list, it is important to make it easy to use and check. From here, we will explain how to manage your recommended to-do list.
Excel
Excel is an application included in Microsoft Office and is a standard spreadsheet software. You can perform calculations, create tables, and graphs based on the entered numerical data, but it can also be effectively used as a to-do list, so it is used by many companies and businessmen.
Excel has a template that allows you to display the period of work using a bar graph, which is very convenient because it allows you to visually manage deadlines and progress.
Google Sheets
Google Spreadsheet
is a spreadsheet software provided by Google. It is similar to Microsoft’s Excel, but instead of being used by installing software on a computer like Excel, it is a web application that is used over the Internet. Anyone with a Google account can use it for free.
Google Sheets has templates for to-do lists, so you can easily create to-do lists using these. Since the web application is operated in
the cloud
, it is also good that there are fewer accidents when updating and saving.
Google to-do list
Google ToDo List is a tool provided by Google and is also available for free to anyone with a Google account. It is very convenient because it can be used not only from a PC but also from a smartphone or tablet by downloading the app.
You can also link it with Gmail and Google Calendar, so you can easily create a schedule. This is especially recommended for those who use Google services on a daily basis.
Trello
Trello
is a tool operated by a company called Atlassian, and is a Kanban-style tool that allows you to visually manage your to-dos by moving cards. You can enter task progress just by dragging and dropping, making it very easy to use. It is also possible to create Gantt charts and link calendars, so it is recommended for people who want to manage with various functions.
todoist
todoist
is a tool operated by a company called “Duist” that is easy to use and allows you to easily manage your todos. There is a quick add function for todos, so just enter the todo and it will automatically add detailed information and label it. Although it has a simple design, it is recommended because it has useful functions.
Stock
Stock
is a tool operated by “Stock Co., Ltd.” and is a notebook-type information sharing tool. Stock not only allows you to easily manage your to-dos, but it is also equipped with various functions, such as being able to store information such as manuals and minutes in a notebook format, and communicating via chat about the contents written in your notebook. It is not difficult to operate, so it is recommended for companies and businessmen who want to introduce the tool.
summary
In this article, we have explained the overview of a to-do list, the benefits of creating one, and the flow and key points when creating one.
Creating an effective to-do list can be the first step to improving your business and life. Let’s use the to-do list in a way that maximizes its effectiveness by keeping in mind the points and things to keep in mind. If you’re worried about whether you can make it yourself, try using the tools we introduced this time.
Use your to-do list proactively to improve the quality of your business and life.