Each month we feature a question from our friends at Business Management Daily’s Admin Pro Forum. Please enjoy engaging in a conversation over this month’s question.
Question: “Everyone seems to have a different way of creating their to-do lists. I’ve always been interested in how they go about it, and what their lists actually look like. Am I the only one who just scrawls things in a big notebook and messily crosses them out? How many people use Excel, Outlook, sticky notes, legal pads, posters, whiteboards or even emails to themselves? Is there some method that seems to work wonders for admins?” – Joe, Editorial Assistant
Comment and let us know how you manage your to-do list. Have your own question? Send it to editor@adminprotoday.com.
I use the David Allen Getting Things Done methodology for managing tasks and projects (definitely not a black belt…yet) and use OneNote and Outlook to implement this. OneNote is essential for me since I can have both work and personal lists in one application on my work and home desktop, on my tablet, and on my phone. Very powerful for “capturing” those ideas that pop in your head from out of know where at 2 am.
I learned a really cool method for prioritizing a handwritten to-do list years ago at a time management seminar. Like so many have stated here, I find it really satisfying to write down tasks, this takes it a few steps further. First comes the “list.” Then, starting with the first, it gets compared to each of the other tasks for importance, so if it’s more important than the second, the first gets ticked. If not, then the second gets ticked. All the way down the list, comparing the first item to each of the following tasks. Then the second gets compared to the third, then the fourth, etc. All the way down the list (each task is compared for priority to each task below it). The task with the most ticks wins priority first prize! I won’t digress on the time management thing here, but I will say that it is really satisfying to prioritize in such a handwritten way. I’m also a big fan of handwritten minutes and will mind map action steps all over the paper in blank spots, come back and highlight, then cross off or check the item when it’s done. All the above being said, if I know I need to see something immediately when starting the laptop, I’ll put it on a Windows sticky at a prior time. If something needs to be coordinated on a calendar, currently I use Google calendar and its calendar task feature. Basically simple, it does the trick for me. I have used Outlook tasks in the past as well, they also serve a good purpose.
I love this question! I am a list maker. At work I primarily use the Task function in Outlook. Personally, I have a list app on my phone which is broken down into different lists (to-do’s, errands, groceries, goals, etc.).
I like the idea of having a record of what I accomplished for my reviews. My legal tablet doesn’t give me that option. I haven’t intentionally used Outlook tasks, but I can see how it would be a good option.
I use different methods for different purposes. When I was in school, I kept a task list in Outlook for all the assignments and readings and things because they had specific due dates. Some work projects would go there as well if they also had a specific deadline. For other general purpose things, I kept a small legal pad on my desk where I would write those – ALWAYS loved being able to cross an item off! For personal items, I tend to keep a small notebook near the chair I usually sit in. I will write lists of things I need from the store, tasks that need to be done or errands that need to be run – then I can take the page out and carry it with me to make sure everything is done.
I love that you use various methods, Beth, depending on your needs. Great advice.
I’ve worked in the administrative field for 50 years — and my favorite To Do list continues to be a old-fashioned steno pad with pastel colored pages. During the day, I jot down whatever new task comes my way, and at the end of the day, I carry everything not done to the next page. I get great satisfaction in crossing out each item completed! I work in an office of young engineers who constantly tease me about my method. They have tried to get me to use all of the computer programs – especially in Outlook Calendar program. I’ve tried their suggestions but they just don’t work as well for me. My steno pad has never crashed; my pages have never froze up; it is not dependent on electricity and is always within reach and easy to find; and the cost cannot be beat! Sorry guys! I may be old-fashioned but I keep up with my tasks just as good as you do….sometimes better!
Wincie, I love what you said about your steno pad never crashing or freezing up. Sometimes the old ways aren’t so bad after all and can save us time. Thank you.
I use a daily calendar book and write my To-Do list in that. This method works best for me.
I went from a physical notebook to Wunderlist, then Evernote. Wunderlist is great for personal items but I like the free-form format of Evernote.
I use Asana and I love it. It’s typically used as a project management tool for teams but I use it on my own to track my projects and to dos. They’re all in one place and it helps me to track the status, progress and assign due dates. It really helps me with managing priorities. I love that they have a web version and an app.
I use “Task” in Outlook .. can task others is very useful. I also use Outlook calendar.
I need to learn how to use OneNote!
Lynda.com has a great session on OneNote and is how I learned to use. Lynda.com is offered through my employer but was a little known fact.
I use my task list in Outlook for my email to do list and then I have a notebook (arc system) that I use for my regular note taking/to do list that keeps me pretty organized.
I am totally a pen and paper type of person; I keep a running, master to do list and then transfer items to my daily calendar as they need to be done.
I do this too!
I have a To Do List in the form of a Microsoft Word document. I keep it open during the day and I put in everything I need to do, plus I add tasks I’ve done throughout the day. That way, I see exactly what I’ve done in a day and what I need to carry over to the next. Those items are highlighted and notes are placed next to them. It puts things in perspective for me and keeps me on track.
For several years now, I have used the Planner Pads Organizer. It funnels work, home, etc., to the appointments for that week, and it keeps me on track every day. It has room for notes, expenses, and all appointments for each day.
I use the notes on my i-Phone. I always can check on the list any time.
I have used Outlook calendar for my To Do list for many years. It helps me keep track of deadlines, how much time something takes me (I modify it after the task is done, if need be), and is useful when producing my list of accomplishments for my annual review. I’m in the process of seeing how I can utilize OneNote for a To Do List and be able to stay on top of things. I also use a plain notepad if I’m taking notes away from my desk but then transfer the action items to my Outlook calendar when I get back.
I use Outlook calendar. Setting appointment for time-blocking, if it is recurring or a bigger project.
Day to day tasks I use pen and paper.
Congratulations Estelle, you have won The Resilient Assistant – Conference On Demand! Please check your email for login information.
I love using One Note for an ongoing to-do list that is more of a brain dump and for keeping track of things – recurring meetings, items to talk to my leader about in our next 1:1 and meeting notes! I also use Outlook tasks if I need it to pop up and remind me for specific timing like an agenda or deadline.
I use a nice bound notebook as my main way to keep up with my to-do list. I work loosely on the ‘bullet’ method—check out the videos for that! I love writing so a handwritten list makes me happiest. I will put things that are super time-sensitive on my Outlook calendar, such as ordering lunch on a certain day for delivery. If I’m in a quick meeting that doesn’t require me to take minutes, often I will send myself an email from my phone. For my ‘weekly basic tasks’ I made a spreadsheet and I print that out for each week–so I’m not writing it down daily or weekly. I just enter the date and check off tasks as they get done. These are the ‘price of admission’ type tasks that need to get done but you don’t want to get so busy that they are overlooked. As things change, I can easily add to or delete from the spreadsheet, and again—I’m not having to write it down over and over on my to-do list.
I use the Microsoft sticky note function. The sticky note is then posted right on my computer screen so it is always in front of me reminding me what I need to do.
Wow! So many responses! I must scroll back up to see if I can learn a more effective strategy. In the meantime, I’ve been trying to use MS OneNote for my ToDo lists. I know it can do so much, so the more I use, the more I learn. I’ve been recording my 121s with my manager with OneNote in case I miss anything or if I doubt my notes. That can be helpful.
I just starting using a tickler file for the month with docs I need to reference like upcoming travel packs for my exec that I work on until fully complete. I set a reminder to check it because it’s fairly new and I forget to glance to my right if nothing pressing takes me there for the day.
I can’t seem to fully get away with a paper list (it IS more satisfying and I love my handwriting :-)), but end up organizing and typing it into OneNote. Really trying to get more electronic, but also believe cursive is a dying art.
I would love to master my system, so there is not doubt where everything is at any given point.
Congratulations Rachael, you have won Get Things Done & Control Your Day – Recorded Webinar! Please check your email for login information.
I use a pre-printed “Things to do” Note pad which has provision for ‘Target date’ and ‘Initial when Complete’. I use each day’s page to evaluate myself before I retire.
Great topic!
It is amazing to see how similar we all function! I, too, have a variety of methods. I have come to learn that I will remember things best if I write them down, so I always have a pen and paper handy. I will use Outlook for future tasks, but for short term, I keep the paper. There is nothing more fulfilling that drawing a line through a task that is completed!!
I mostly use Outlook tasks, although I am guilty of keeping emails unread until I deal with them, rather than converting them to tasks. Sadly, I also use a mishmash of sticky notes, notes in a notebook, and notes written on my hand to keep track of things when I’m not at my computer (the web access for Exchange is not one of my favorite things).
I take a steno note pad to meetings, so when I jot down any follow-up task, I cross them off when I complete them. I use my Outlook calendar to set up reminders for tasks that need to be completed. I’ve never really used Outlook’s flagging system. I often use Post-it Notes for quick to-dos/reminders for small tasks that need to be completed but don’t really have a deadline. I stick the smaller ones on the bottom of my monitor. Seeing them regularly is a constant reminder, and I feel a sense of accomplishment when I’m able to remove them from my monitor and toss them in the trash!
SITE ADMINS: SInce these blogs are very comment-heavy b/c of the Admin Prof Month (not sure if this is problematic any other time lol), would it be possible to place the “Leave a Reply” section at the beginning of all the comments instead of having to scroll all the way down to the bottom to leave a reply? Just a thought! Thanks!
What I have stuck to the bottom of 1 of 2 monitors are 3 blue stickies with 4 words stuck to it from my label maker: SSSSSSSLOWWW…DOWWWWWWWWNNN…AND READ!!!!!!!! Something I need to work on every day in my work and personal life. I find I try to get to the point too quickly to take action, but end up missing something small that makes a big difference in that action. ughhh. Best, R
Great advice for everyone. In our hurry-up world, we need to stop or as you said, slow down and especially read!
Because I’m a “writer”, I tend to go the old fashioned route because it’s easier to get my thoughts straight. At work, and in my personal life, I use notepads to write my lists, crossing off and rewriting once it gets messy. When I throw away the page it gives me a sense of accomplishment.
I always have a note pad with me where I go. It works great to record notes. I depend on OneNote for everything – notes, project updates and things to do.
I love the idea of OneNote, but am having a hard time figuring out how to effectively organize it.
I have tabs for Admin info, My Tasks, Personal, New Hires, Supplies, Managers with 2 sub folders for my two managers’ tasks/queries, and then 2 more subfolders for their travel.
It feels more over the place than using a paper To Do list which I’m trying to get a way from as my main source, but use it for quick items and to transfer some to OneNote. I guess getting to where I need to go is just a click away if I trust my system once I feel comfortable it’s the best way.
Thoughts? Best, R
Hi Rachael,
I can understand that!! It sounds very similar to what I have going on in my role. A few things that I do to mitigate this problem are:
1) I use one tab in OneNote for the “master” to-do list. It has EVERYTHING that is a task I need to complete listed on it. If you wanted to, you could possibly split it out into several pages under the same tab which have those headings you mentioned. OneNote does have a “tags” feature, but I don’t personally use that. Anything related to the tasks, use the “send to OneNote feature” in Outlook and make it a sub-page beneath. Anything with a due date, link an Outlook task to that item — all in OneNote.
2) This has been my favorite tip that I learned from someone else. Make a shorter-term “to do” or “priorities” list which has spots for: today, this week, this month, this year, and 5 years from now. Each day, I try to look over my master to-do list and decide upon my top priorities for the day. I then aim to be disciplined to work on those items 1st if at all possible. Then, I refresh the list daily and update my master task list by crossing off as needed.
3) I keep a reminders list under each of my executives’ names which contains items I need to discuss with each of them. This keeps me sane so that I can quickly pull what questions I have for them related to their items whenever we meet.
4) If I have jotted notes on paper, at the end of the day, I transfer these into OneNote. I will constantly shuffle the order of items in OneNote to reflect changing priorities.
5) I do keep separate tabs as you describe, but usually those are for projects where I need to remember to complete items but they are non-urgent. However, if they are time-sensitive, you can still link Outlook reminders/tasks to the OneNote items. That feature is so handy!
I hope this helps! It does take time to adjust, but I have really come to rely on and love OneNote!
Congratulations Candace, you have won Mastering Exceptional Self-Leadership! Please check your email for login information.
Candace, you are a weatlh of information. I am sure every assistant reading our blog is very grateful for your ideas. Thank you so much for sharing.
I concur, Joan! Thanks for understanding and taking the time to share your best practices, Candice! I will be working to implement quite of few of your OneNote organization tips. Would love to rely on it more confidently. All the very best, Rachael
I also use a spiral notebook when people give me a task and take it to meetings with me. I use my Outlook calendar as well. I book reminders on my calendar. And, I use post-it notes stuck to the dash of my car for tasks I need to do on my way home from work.
I use three methods: outlook calendar, tasks and I use a notebook. Monday’s, I write in my notebook by importance and cross off as I get them completed and Friday, I go over my list again and add to it if needed.
I utilize the tasks list in Outlook for my to do list I also have a binder that has my to do list & status inside in case i am not there. I also use post its & note pad for small reminders and temporary labels if needed but I then use those post its to update my task list at the end of the day.
Good question and I’m still searching for a good system that I will use consistently. Outlook doesn’t always work for my with reminders & tasks. Thanks for all the wonderful suggestions!
I use lots of sticky notes and scratch paper. Sometimes, if I know it will be an in-depth assignment or instructions I use a note pad.
I use the task function in Outlook, especially for recurring reminders. I also have a notebook specifically for meetings and at the bottom is a section called “Action Items.” If there is anything that comes out of the meeting for me or someone on my team to do, I write it there. If I am taking notes in the meeting, I don’t have to look through my notes to see what it was what task needed to be accomplished. I can usually do it first before I transcribe the notes. I have also sent emails from my home email to my work email as reminders, too.
For me, I mostly used steno notebook with entries in 3 columns. The first two informations are dates and expected deliverables. Those that needs to be done firsts are written in capital letters. As a third column and once done, I indicate using red-colored pen “done” or place checkmark on it.
You are not alone! I keep my to-do list in a notebook and cross them off as I go too!
I categorize my email for efficiency during the day, including a “To File” category for emails that have either been done or are just for informational purposes and can be filed away for future reference. If I have initiated a task that needs to be followed up or I need to initiate, I immediately drag an email into my task list, which also utilizes the same categories. One of the categories includes “RJ Follow Up” which contains items I have dragged or entered that need to be discussed with my executive. This provides easy access to the questions I have for him when he calls in, as he travels 80% of the time and our daily huddle is usually telephonic. I am also able to send a status updates or inquiries directly from the task list with all relevant information. Urgent items or regularly scheduled requests for agenda items or the distribution of reports goes directly into my calendar.
Great system!
Congratulations Kaylene, you have won Get Things Done & Control Your Day – Recorded Webinar! Please check your email for login information.
I use my Outlook reminders especially for items I need to do months out or even on an annual basis.
I use a combo of Outlook calendar appointments (both to remind me of any deadlines and to block out time to complete the task) and Outlook Tasks for items that have more flexible completion dates. Of course, I always carry a notebook with me to jot items down as needed.
I do exactly the same!! Except that since a couple of months, I carry my IPad and use the apps OneNote to take notes in meeting or everywhere I go instead of a paper pad.
I like to use sticky notes on my computer. I engaged in a webinar class one time that suggested a long-term project sticky note and a weekly sticky note and a daily sticky note. Fill out the daily one at the end of the day for the next day of what you want to accomplish. This actually works fairly well for me.
I actually do this one too. It’s the way shorter version of what I’d like to get down by the end of the day. Everything else is extra, but it also could change throughout day.
To Do Lists would be a great webinar! I have been painstakingly trying to find a good system since I put away my Franklin Covey binder last year. So far my Livescribe pen has been one of my most valuable tools and I got an idea off of the Business Daily site about printing out an Excel To Do list every Friday instead of having reminders on top of my calendars in the free space. I hope this works!
I use a combination:
Steno pad for notes taken on the go
Evernote for organizing the notes taken on the go with corresponding notes from meetings
All come together in a task list or project list incorporated into Outlook
It all depends on the purpose of the To-Do list.
I have daily, weekly, monthly, and annual checklists created from the different to-do lists; these are kept in Evernote.
Joe, I’m guilty of that too 🙂 However I always seem to be able to quickly find the notes I need so the notebook method works for me.
I do mine every day in my calendar and call it to do list.
I print it – then add items to it during the day.
At the end of the day I carry over any items that haven’t been done to the next day.
hi joe!
good question…i’m sure you will get lots of great answers! i find using the tasks feature within outlook works best for me, not only do i have the view set up so i see them when i open up my inbox, but i can also set reminders to them, include attachments or little notes or have it be the actual email where the task itself came from. its such a wonderful tool and one that transports with me from my desktop to laptop.
but i will never forego my good ol’ fashioned sticky notes…still the best way to keep something in front of me to date!
hope this helps!
I personally use sticky notes, legal pads, note books, or scratch paper and once I complete the task I mark it out. By the end of the day, what was not completed, I transfer to the next page.
I have a standard short list on paper of things to do daily, monthly. Our senior office assistant set up a Google list for our deputies to ask him or me to do tasks they need accomplished. That makes keeping statistics easier also. The statistics prove the need for our two jobs so the stats are rather important. When we look at the Google list, we can see what we have accomplished, which feels great. As we finish each task, we put in the finished date and our initials and it changes color so we know at a glance that it is done. It works really well.
This is a great article. I use the paper method and write dates next to it when it is completed.
I do like the excel method that someone listed with a sidebar of monthly activities. That is something that I am going to look into. I have several recurring monthly duties and this would ensure that I don’t miss any.
My to-do list is written in a steno pad each day and I cross off the items as I complete them. Several of the managers in my office use 1 or 2 white boards to keep track of their long term lists and update as they complete a project.
Yes, this is very good. But most useful if the board or panel reflects the monthly to-do list for a unit or a team with dates, expected deliverables and responsible person/s. This is a good stance on reminding each team member on one’s accountability and contribution to the team.
I use Levenger Jr. Classic Circa with Annotation field on the left. It allows me to track my working hours, write the day and date, and a to-do list. I use the back of the previous page for meeting notes, and other items I want to keep track of. I frequently call my voicemail, or send texts to my work e-mail. 🙂
I use a combination of email that I categorize, sticky notes for quick “pass by” instructions, and a notebook for long term projects. I keep agendas from meetings with my notes handy so I can check off items as I complete them. Since I clean off my desk everyday I don’t lose things and can consolidate my to-do’s.
I use the task list in Outlook. It might start out as scribbled on a piece of paper but I always take time during the day to move those to my formal list.
I’m old school – I use a tickler file(s). I have files for each day of the month – and then all 12 months.
I have a tickler file I use for hard copy files for me or my manager.
Wow, excellent question. I’m curious to know how other admins manage this too. I use a white legal tablet to write down my to-do list (TTD) . (By the way, I use a yellow legal pad to keep track of the issues I want to discuss with my executive.) I start by using a ruler to rip the first page of my white tablet in half (bottom to top, off-center to the right). On the left side of the page (about a 5.5″ strip) I list the things I have to do in no particular order, but I try to keep the important things at the top. On the right side (3″ strip), I keep my W84 (waiting for) list. This is where I keep track of things people owe me, like answers to questions and things I’m expecting and don’t want to lose track of. The reason I physically separate the two halves of the page is so I don’t have to keep re-writing the W84 side. When I’m done with my TTD list, I just rip of the left side of the sheet and there’s a fresh page underneath. My W84 list stays on top until I want to start a new one. I’ve been doing this for about 10 years now and it works for me.
Honestly, I do better when it is on paper in front of me. As I write my list, I leave spaces so I ca “re-arrange” them by priority. I have a long term list as well. I add things to that list that I would like to do, but aren’t as pressing. I love to check an item off!
Anxious to see remarks!! I have a notebook listing questions for my managers (so I don’t bother them throughout the day). The notebook also includes their action items for me. Sadly, I have another pad that is my own action items which incorporates the revolving door of tasks that hit my desk throughout each day. Complete, cross off, and add; rinse and repeat when the page is full!
I’m all over the place. I have a paper list, I drag emails to my calendar and to my task list with reminder dates, I have post-its for the urgent items and a paper calendar as well. I’d like to say it’s working for me, but I can’t. I have to check 4 or 5 places to see what’s pending, and I have a lot of duplicates. I’ll be anxious to see what people on her post.
I use a composition book and put a box at the beginning of each “to do”. When I complete, I put a check mark in the box. Very satisfying. I use to cross off, but it became hard to read when I needed to report on projects I had completed. I also use Google Calendar Reminders to help me remember specific things at specific times and dates. Once I have finished the task, I mark it complete. If I do not complete it at the time I had it set for, it follows me until I mark it complete. Great tool.
Would love to hear how others handle the TO DO list.
Jackie
I keep a tablet next to me and write down things as they come up. If it is something that reoccurs such as meetings, I will put it on my outlook calendar.
At home, I put everything in the notes section of my cell phone.
I still jot down to-do’s on paper, but I have found using an app is very helpful. I researched several platforms before deciding on Todoist. Even when I write down items, I make sure that everything is transferred into the app. I also have recurring and future one-time to-dos already programmed into the app so I don’t forget. It might not work for everyone, but it has been a lifesaver for me.
I have used sticky notes on my computer, excel and emailed myself. My preference is a 6×9 steno pad. I like to see projects crossed out on my list after completion and it motivates me to get more done.
Great question! I can’t wait to see the responses. I’ve always struggled with a good form for my to-do lists. I’ve tried all the items you mentioned and I keep going back to pen and paper too. Something about the act of writing something down helps me remember it better.
Thanks for posing this question!
Congratulations Barbara, you have won Get Things Done & Control Your Day – Recorded Webinar! Please check your email for login information.
Mine often looks like a hot mess of everything including the list. Only about half of it gets done…mine is usually too ambitious.
I love using OneNote! It works well for me. I have a master to-do list, then I have another tab where I prioritize for the day, week, month, year, and beyond. I have also successfully used Outlook tasks in the past along with categories so that my list could be sorted by A-C priorities.
Yeah Candace,
I love OneNote!!! In fact, I recently created a shared notebook with my boss so we can track our tasks, in addition to Outlook Tasks, calendar reminders, and sometimes paper.
I can update my list, export to print out for one on ones with my boss, then update and she can see my notes and we are now working on having her use it more too.
I also, started a “Department Desk Manuals” notebook where I have my EA manual, and links to all the important items and tools used to manage our several divisions PLUS I am collecting all 12 desk manuals from our department admin team to review and use should someone need to step in and support another division. This promotes cross-training and also I’m able to go over any updates on our conference room flatscreen during my quarterly meetings. Love this product!!!!
Thank you again Candace!
Very impressive, Dawn. I’m going to have to re-visit OneNote and see if I can get it to work for me. I like how you’ve shared your list with your executive. I also like to hear about admins working together and using technology. Nice job!
I use a combination of a written list for daily to-do list and I categorize my emails in outlook for a running to-do list.
I use a day timer.
If it is things I need to do today, the list is in my head (if the list is not too long). Sometimes I write the list on a post-it note or a small notebook. If it is recurring, I use Outlook to remind me. I have a checklist for the beginning of the month as I have many tasks to complete with deadlines. I like lists on paper for ease and I can see how much I got done.
At Boise State University, our EAs and Aas have found Trello to be an excelllent platform for to-do lists and project management.
When it comes to personal things I need to remind myself about I send myself an email. That’s because I’m OCD and if there is even 1 notification on my email icon on my phone I open it to see which then reminds me of what I need to do. Sometimes if I have to remember to bring something from home to work I put it on a post-it note and put it on my radio in my car so I can always see it. At work I use a note pad but would love any other ideas to help bring me to the year 2017!
I usually write it down, but I also use my task list in Outlook if it is a future item. Maybe I should take a refresher on OneNote.
I use the task function within Outlook. It’s easy to add or remove items, tasks that are completed get moved to the top and struck out, and I have an online record of what I have been doing, which is helpful for annual reviews.