24 Feb, 2010

My Todo list – the most powerful weapon in my productivity arsenal

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One of the simplest differentiators I have found between individuals who are successful and those who are not – is the former always maintain an organized todo list for everything in their lives. This sounds extremely obvious, but is by far the most powerful tool in my arsenal. Here is a random list of thoughts concerning my practice of maintaining a todo list for myself –

  • It requires skill, attention and focus to be able to determine during ANY conversation / any event – items that should form a part of my todo list. I have invariably found that most unsuccessful people fail at this. They either (1) cannot determine in the course of a meeting / discussion something that forms a part of their responsibility, or (2) just don’t care enough to want to deliver their best, or (3) believe that their memory is infallible despite significant number of incidents in their life that have proven otherwise.
  • I tend to ensure I always have some way of taking notes at ANY point in my entire day. Given that my laptop accompanies me everywhere (including places I’d rather not talk about ;) ) for over 97% of my awake time – that is my preferred medium for note taking. I also have notepads scattered on every desk, and use the blackberry memo when nothing else is available. I will almost never initiate a meeting without ensuring someone (if not me) is available to persist thoughts/notes/todo items.
  • It requires discipline to subsequently organize random notes I may have taken in a meeting into my final todo lists. This is mostly a 2-5 minute activity that I either engage in immediately after the event (when the subject is fresh) OR by the end of the day. This is again an area where many fail. I have seen individuals take notes down on pads they carry with them in meetings, but if the pad is merely an intermediate medium, then not transferring them subsequently to the final persistent format in an organized manner is almost as big a crime as not taking any notes down
  • Todo lists are an asynchronous ongoing and continuous activity for me. I almost always ensure that the time interval between thinking something and penning it down in a structured format is under a few seconds or minutes at best. This applies to almost 90% of my thoughts. If I think of something, I jot it down. I firmly believe that ideas are not a commodity and each minute that I spend in thinking something of value, is wasted, if the thought is not captured in some persistent format.
  • It requires skill to be able to reprioritize items ongoingly since a typical todo list will almost never end (mine has never been empty since the day it began). I use just-in-time reprioritization as I take up each task. Additionally I juggle and shift tasks around at the end of each day/week/relevant period too.
  • It requires discipline to jot down every single item that needs to get done in some persistent form without relying on my memory. However the knowledge that not jotting something down will at the minimum require me to rethink it at some point down the line, and at worst may result in the permanent loss of a valuable idea, is an adequate incentive for me to not only imbibe the discipline but infact enjoy the activity immensely
  • The value of a person is the value of the ideas that they execute. Merely thinking an idea and doing nothing about it not only does not create value, but rather destroys it, because now even the time spent behind conceiving the idea was a waste. The only way to guarantee execution is to persist the idea in a queue.
  • This kind of discipline also requires a strong desire on my part to want to always deliver my best. If I was ok with mediocrity, then I would be ok with missing out on tasks that I need to get done. Since I cannot settle for anything less than perfection, the only way to ensure that is to ensure I am adept at maintaining a todo list with almost no lacunae. As a corollary this also therefore is the mark of someone who is paranoid about perfection. Someone who does not want to leave delivery to chance will always be adept at organizing their tasks in a persistent manner.
  • Maintaining a todo list also requires a good sense of information architecture. A disorganized/non-prioritized list can sometimes be worse than no list at all. Before you begin researching complicated software to manage this, let me save you time by adding that I simply use a plain text editor (Keynote) to maintain my todo list. It allows me to create multiple text files and my entire todo list comprises of a few files organized line by line in an indented tree like point format. I must also add that my list is not always perfectly ordered in descending order of priority. I would say it is mostly in a reasonably rough order of priority such that I can assume that items on top are important and items at the bottom are not.
  • A todo list lets me set milestones and creates a sense of achievement as items get knocked off my list. I love that feeling. Infact I can state with nbso online casino reviews certainty that there is a palpable difference between my sense of achievement when I knock an item off my todo list vis-à-vis just wrapping up an adhoc task. The feeling of deleting or cancelling a task from my todo list is considerably more fun.
  • Over and above my textual todo list – my email inbox serves as a second todo list for me. Any email that is an action item will always remain in my inbox until it is addressed.
  • Paranoid that I am, I also end up managing todo lists for other teams and individuals where my confidence level with respect to them fulfilling this responsibility is sub par. If I think of something – no matter who it relates to – I will typically shoot out an email, or, in most circumstances, add it to the relevant priority log in our internal corporate wiki. This practice again stems from the belief that ideas are always more valuable than the time taken to think them and jot them down, and the only way to capitalize on their value is to capture them in a persistent form somewhere.
  • Given that the process of maintaining these todo lists involves managing certain files, and certain web pages on my corporate wiki, I realize that I may end up procrastinating the process of adding items to these lists if the task of adding them were onerous. Hence I use automation to the maximum extent to ensure I never end up feeling lazy. I use a macro shortcut utility called Launchy, combined with some elegant keyboard shortcuts that I have configured, to ensure that EVERY single todo list I maintain including files in our corporate wiki representing tasks for other teams, are literally a few key strokes away – and I literally mean few keystrokes away – I don’t even need to use the mouse to access any of these files. I can access any of these lists with merely a few keystrokes. This ensures that it is always very easy for me to file something in the appropriate place.
  • Practice is key. By now this process has become second nature to me. Our brain is interesting in that it makes ANY consciously repeated behavior pattern into a subconscious habit. The word “ANY” is important here. This applies to every behavior pattern. If you consciously make it a practice to maintain a organized todo list, you will find yourselves subconsciously doing so after sometime, and even ensuring others do so. If you however consciously make it a practice to procrastinate taking down notes, or maintaining a todo list, you will shortly find yourselves engaging in the same subconsciously to the extent that you will never be able to spot an idea worth jotting down or a task worth scheduling even when it is imperative to do so.
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Mandar
February 24, 2010

Loved this, great articulation and delivers the power too!!

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Rakesh Waghela @Webiyo.com
February 24, 2010

Those who are too lazy to read above article published in an Arial Font Sized with 12 Pixel and having 14 Paragraphs !

Here is the digest :-

♥ TODO lists are great way to manage your tasks & Successful dudes use it right way !

♥ Keep a handy note taking medium..to jolt down TODOs
( Be it iPad,iPhone or MacBook Air.. any form factor !)

♥ Take notes on the fly so that MIPs are not skipped !
( MIPs aka Most Important Points )

♥ Save it in computer with organized files for later usage !

♥ Do Categorize & Prioritize your TODO items.. ( Here comes the Management in picture ! )

♥ TODOs mmust come & go off your list.. obviously only after successful completion of the task !

♥ Practice makes women perfect & Men follows women !
So practice TODOs & get “used to” with it so that Bhavin won’t have to update internal Wikis until absolutely necessary !

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Bhavin Turakhia
February 24, 2010

@mandar: thanks

@rakesh: thanks for your humorous summary :)

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Rakesh Waghela @Webiyo.com
February 24, 2010

@BHAVIN

An average user behavior : -

They scroll down immediately when they find things too long to read on web page !

That’s why I wrote summary as many of the times real action goes inside comments !

Found a reaction complaining bout the article being too long !
http://twitter.com/dryland/statuses/9586824166

My Guess : You compiled it in several sessions !

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Mrunal
February 24, 2010

Bhavin,
This post gives me push to take notes more often than i am doing it :) Do you use any extra tools to organize like evernote?

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Amit
February 25, 2010

hit the bullseye.

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Biren
February 25, 2010

Good thoughts; organizing self is first step to creating organization in work, team and more. Though I like Rakesh’s summary :)

@Mrunal – I use Todo list on iGoogle gadgets. There are quite a few of them.

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Himanshu Mody
February 26, 2010

This article is amazing and help me identified where I was going wrong. I would take notes,in different locations but not compile them in one structured format. Every location had a different version of the todo list depending on what was urgent at that time. Made me go crazy when I missed out on doing something in spite of noting stuff.

I have now created a simple txt on my desktop and will start using memo on bberry. And now I know i need to sync them every time I get an opportunity.

Thank you for writing this.

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Bhavin
February 26, 2010

@himanshu: ur welcome :)

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Allister Barretto
February 26, 2010

One should also have the technology in place to keep your to do lists penned down via multiple mediums in sync.

One usually has many a medium to jot down to do’s. Eg:- A phone if one has an ad hoc discussion at the doorway; A laptop if one’s in a meeting; A desktop if one’s at home; A web based app if one’s using a public or some one else’s computer

You need not just have all these mediums upload to a cloud based app but also pull the contents for quick reference anywhere.

I keep my phone(iPhone sync), laptop(ThunderBird sync app), pc(outlook sync) and google calendar always in sync with one another such that each item is always pushed to all whenever an update is made via any of the aforementioned mediums.

Ditto with my email..

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Vidhya
February 26, 2010

This is my first visit to your blog. You are looking similar to our tamil film actor Jeeva at a long shot! :) I am planning to go through all of your posts shortly! ;) Good that you are helping out people by sharing your knowledge. Thanks.

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Bhavin Turakhia
February 26, 2010

thanks vidhya for your kind comments

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Joshua
February 26, 2010

Bhavin : inspirational as always :) Bless you

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Vibhi
February 28, 2010

hii..
read about u in India Today..
I just wanted to congratulate you for this huge success and for being one of my role model.. :)

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DD
March 1, 2010

Consciously or sub Consciously your mind always keeps planning something.TODO list is just to realize that something that your mind thought was not waste.
I had habit of maintaining todo list; but I don’t know how lost it.
This inspiration by Bhavin made me realize it. So I could start it again.
Something that I can say is

Thank you. 

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Hrish
March 2, 2010

I agree – text files are the best for todo lists – easy to manipulate, create and destroy!

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Shriekanth
March 8, 2010

Hi Guyz,

Amazing article@Bhavin, Really todo list is extremely useful!.

But a mere list of items without tracking tool for completion alongwith order of importance alongwith other emails and ad-hoc tasks in your work makes it diff to organize.

So a software does come into play, esp when taking notes in meeting and then digitizing it is actually a waste of time. Anyone tried mindmap and to do list together. Am starting to make list for activities but find it genuinely boring and mind doesnt get going, its more like when i started writing dairy and was a mundane task and its always in head and not in the list.

Any help guys or from your exp how to kick start a habit!
Am good at finding and installing softwares and even getting books but implementing is always the big thing which never gets done, Everyone weekend is a new spare time to get started and monday (like today) brings more and more work in plate and not on my list.

Cheers,
Shrieka

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Unmesh
March 9, 2010

Nice Article. Check http://www.rememberthemilk.com to see how you can keep these lists handy. Amazingly simple and nice product and that too free. Cheers !!

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Ankit Dangi
March 10, 2010

Very well written, and a thoughtful blog post Bhavin.

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abhishek
March 14, 2010

Well written even though I don’t like to write TODO’s. I like to forget things occasionally I keeps me tension free while thinking and working.
Any way its my opinion.

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abhishek
March 15, 2010

Check http://todo.ly may be it will you guys better in organizing schedule better anywhere.

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Lam Van Lee
March 17, 2010

I enjoyed the article by by Bhavin Turakhia

To organise means to give orderly structure to; to make arrangements for. Organisation involves planning.

Organisation involves delegation. Delegation involves appointing the right tasks to the right people.

Organisation involves being focused. No amount of planning and delegation can supersede the importance of staying focused. Without clear objectives, projects will only be half done, not started or not even completed. It always helps to have a vision. How far you can see will determine how far you will go with anything. With vision, comes focus. This means distractions and challenges don’t easily sway you off your course.

Organisation has many advantages. By being productive you save time. This means you have time to do other things. Also, because you are using less energy, you are more vitalised. Remember however, being organised does not have to mean keeping to a set of rigid, inflexible rules and regulations. Maintain some flexibility and make adjustments as required. Get organised but have fun!

Lam Van Lee

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Bhavin
March 17, 2010

@Lam: thanks for your kind comments and observations

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yangyang
March 25, 2010

Rosetta Stone Spanish (Latin America) Level 1 with Audio Companion. I have used this popular Spanish rosetta stone software to learn Spanish with mix results.Our “TopTenREVIEWS Bronze Award” went to Rosetta stone french, a recognized leader in the language learning industry. Note for Intel Macintosh Users: rosetta stone V3 application for Macintosh is a universal application that will run natively on Intel Macs.Learn French in your own time and have fun.

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joel
March 31, 2010

phew!! at least i made it half way, that’s 7 parags. thanks Waghela for the summary

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Nandakumar
April 1, 2010

I love crossing off things in my TODO lists — so much so that after finishing a task not on the original list, I sometimes write it in and immediately cross it off!

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Bhavin
April 2, 2010

@nandakumar: i do that too – occasionally :)

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ankur
April 7, 2010

i dont know much english as 90% Indians are week in english bhavin…… give me the solution that i can unterstand this article and comment on it….. if you have the solution i have the better comments on this article…..

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Mihir
April 8, 2010

@nandakumar @Bhavin… i’m a culprit too… love adding (and striking off) things to a todo list after they’re done :)

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Himanshu Nagpal
April 14, 2010

I am reading your blogs first time and just very first this one. Luckily, I have just started compiling of my TO-DO List in Microsoft Outlook yesterday evening.

Your article has given me a Boost to keep up this activity. Now, I can understand where I was loosing.

If you can suggest me a perfect To-Do List Management software with Project Management specifically for website developers then it will be a great help for me or may be for many of us.

Here is an Idea! also to develop the web based application integrated with your .pw mailing services which should be easily configurable for synchronization with outlook, mobile phones like enhanced version of G Calender.

Sorry, I dont know whether its a right place to writeup this type of comments. :)

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mbts-mbtshoes
May 6, 2010

This article is amazing and help me identified where I was going wrong. I would take notes,in different locations but not compile them in one structured format. Every location had a different version of the todo list depending on what was urgent at that time. Made me go crazy when I missed out on doing something in spite of noting stuff.

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July 14, 2010

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