Inevitably a few things on each to-do list get left behind, others are crossed out before you even begin. Kick those poor listing habits with these maximizing listing tips.
With the end of 2016 only 10 days away, I’m not the only one making a list and checking it twice!
The beginning of a new year is a time to focus on new challenges and goals. To get to that point, a well crafted To-Do list can help you wrap up any lingering projects or tasks. A To-Do list is an important tool for focusing on what needs to get done. If I don’t have a list of priorities, I find myself reorganizing my office bookshelf, distracted by songs from the neighboring classroom, or endlessly checking email.
Some hyper focused leaders put 1, that’s right ONE, thing on the to-do list. This 1 task becomes the priority; when it is completed, a new “list” is made. Now, this strategy doesn’t work for me because I need a comprehensive list of what needs to be done by a certain date. That brings me to the first rule of the To-Do: Have a deadline. If you put something on the list that needs to be done by the end of the week and other that can be done later it disrupts the focus of working through the list. Anything that doesn’t need to get done this week, should not be on the list. Instead, put it on your calendar for the week it is due. The To-Do list is not for long term projects.
After I generate a list, I go through and delegate. Inspired by this Rory Vaden podcast. Many things on the list can be delegated to staff, board, or other team members. Nothing is going to be exactly how you would do it. So take off the perfectionist hat and let it go.
We all think differently, and so when you delegate a task it might be completed differently. Change your mind set and see this is an opportunity. Someone now has the chance to do it better, more efficiently, or creativity. If you have expectations for the task, then it is your responsibility as delegator to give explicit directions. If you really want the chairs to be in a semi circle instead of rows, leave clear instructions. If you arrive and the semi circle is there, but the chairs are too close together (see the meme above) and think of the wins you just achieved. Congratulations: the chairs are ready and someone else took their time to set them up. Be grateful. If you want it done differently next time thank them now, and the next time it’s on you to delegate the task with better directions. If you try to amend their behavior now, you hurt his/her motivation for later.
Save your perfection points for when it counts. I hate to break it to you, perfection often goes unnoticed. Keep in mind, attention to detail is still important, so you must strike a balance. Recently, we sent out some year end letters. I wanted the letters to be hand addressed, and “teacher handwriting” is the expectation I have for anything penned, so I did that component. The rest of the process: printing, trimming, assembling, and posting was done by a team member. We assembled one packet together and then she did the rest. They were absolutely fine without me. If the task can get done 80% as well as you think you would have done it, then delegate it! Running a non-profit school is like running a business. Crossing these disciplines can help maximize. The 80 percent rule is a business principle I learned from Forbes.
My final rule of To-Do’s is to only put authentic tasks on your list. You’re probably checking your email daily, no need to write that on the list. This list is intended to direct focus onto what isn’t a habit.
If you are listing out your final days of work in 2016, keep the three Ds of To-Dos in mind:
1- deadline: place tasks on the list with a similar time frame
2- delegate: trim your list by assigning tasks
3- direct: focus your list on priority topics that are not habitual