Focus on action items.

A good to do list is clear and actionable. If you can make your to do list specific, you’ll have a better idea of exactly what you need to do, when you need to do it, and how long it should take.For example, “prepare for meeting” is probably a common entry on a lot of people’s to do lists. On a really effective to do list, though, “prepare for meeting” is actually broken down into items like:

• Email admin to confirm meeting time and location
• Find images for 5 remaining slides
• Send meeting agenda to exec team
• Research how to solve weird IE layout issue

Breaking down major tasks into smaller, actionable tasks enables you to see the full scope of the work. Cross off each action as it is completed, so you always know what’s remaining and what’s already been done (and I love crossing things off because it gives me a sense of accomplishment).This tip was critical for me to make progress on bigger work items.  For example, I am participating in Sys Advent this year – and instead of “Write Sys Advent Blog Post” which is doable, but quite large, I represented that work item as 4 tasks on my list: pick topic for blog post, research other blog posts on that topic, come up with an outline for the post, and write the post. 

Combine and batch similar tasks.

Look for ways to save time by combining tasks that require similar actions, even if they’re for unrelated projects.For example, if you have emails to respond to for an upcoming event, consider blocking out that same time to also answer emails from blog readers and respond to LinkedIn mail. Setting aside specific times to deal with your emails and communication means that (ideally) you won’t be interrupted throughout the day as new messages come in.   After all (and I forget where I heard this) email means you are working on someone else’s priorities and schedule – not your own.If you can plan to focus your energy on one task at a time, you’ll do that task more effectively than you would jump from one task to another.  Be strategic about how you schedule your time.  Block time off on the calendar like you would any other appointment, it is amazing how much progress can be made with a little discipline.You can also use this strategy to get weekly or monthly goals accomplished in one go. Whenever possible, it’s almost always easier and more efficient to do a multistep task all at once and not spread it out across a few days, or weeks. 

Make a list that’s practical, not optimistic.

How many times have we all written out an overly ambitious to do list the night before, only to run around like crazy the next day feeling like catching up is nearly impossible?This happens because most of us don’t really know how long it takes us to do things. If you estimate how long it takes you to, say, type up your meeting notes into a Word document, your estimate is probably way under the real time. Start using a timer to clock yourself doing regular tasks today, and incorporate this information into future to do lists.Take note of how often you feel like you need a break too. Planning a day without allocating any time to stop or eat creates a schedule that is going to be impossible to adhere to. If you set unrealistic limits for yourself then you are setting yourself up to fail.Instead of cramming in as much as you can every day, plan for fewer activities with more high quality cycles devoted to them. Your output is better when you have time to breathe (and actually gets worse as you exhaust yourself).One great tip from GTD is to create a someday list.  That way you have a place for your ideas or things you want to find time to do, but the extra items don’t clutter or distract from your key priorities.  I find this is crucial for me.  Every month or so I go through my someday list and I find all these good ideas and things I just need to make time for, and some stuff I may never get to doing, the key is having a place to put these items. 

Seek opportunities to delegate.

Making a to do list that’s realistic doesn’t mean you have to start slashing projects to make time for others. Instead, look for items on your daily list that don’t need to be done by you. Focus your energies on the places they are making the biggest impacts and outsource as much of the rest as possible.Delegating is a key tool for professional success, but it’s often ignored as a tool for personal success. What I mean is the power delegating has to make you a happier person by eliminating a task you don’t like or which isn’t a good use of your time, and freeing you up to pursue activities that utilize your best skills or just bring you the most pleasure.Years ago, I used to feel constantly frustrated with myself that I wasn’t cleaning my house enough. It was always on my to do list, but I always procrastinated and didn’t do it because I just hated that chore. I was stuck in this terrible cycle where I was frustrated living in a dirty house (no one will notice the crumbs under the toaster, right?) but I also wasn’t cleaning because I didn’t like it.Then I hired a housekeeper. Suddenly, I didn’t have to feel frustrated that this task wasn’t getting done and I allowed myself to focus my energy on work that I really wanted to do.  And she does a better job cleaning than I could ever do (yay for having a clean fridge even on the inside!).  What are you frustrated by that someone can help you with? Find ways to make your life easier and prioritize. 

Write a long-term to do list, too.

I have a million ideas for things I want to do, but when they’re all just whirring around my head it’s completely overwhelming to imagine myself actually achieving all of them. That’s why I like the idea of making lists of goals in a long-term to do list as well.Writing down your goals makes them concrete and real, and real goals are achievable. I like the technique described in this post for creating long-term lists of goals:

• Capture how you spend (and how you want to spend) your time. Make three lists: what do you want to do, what would you like to do, and what are you doing now?
• Analyze for critical mass. Your lists are probably pretty long and your goals probably need a lot of focused effort to achieve. (Meaning: you probably don’t have time to be working on every single one every day.) Identify what you can work on today, and what you can put off.
• Put some ideas in the “icebox”. Odds are, the list of things you want to do or would like to do are pretty long lists of disparate goals. Look for goals with common threads, and brainstorm ways to focus your energy. What items on the “doing now” list can you rework today to put one of your “want to do” items into action?

I even take this one step further by putting dates and deadlines on my goals too. It’s a great way to ensure I give priority to things that mean a lot to me, since it is so easy to push things to the back burner as daily life happens.Try to find ways to incorporate progress towards these goals into your daily and weekly to do lists too; if one of your goals is to run a marathon next spring, make sure regular workouts and runs are part of your daily to do lists right now, for example. Setting deadlines helps you put goals into action by keeping them at the front of your mind when you’re making daily decisions in your life.Deadlines also give you a reason to check back in with your long-term to do list. As you make progress, it’s important to revisit your list and see what new goals you can leverage as you accomplish old ones. 

For me staying productive is always a challenge.  Moving from being a programmer without many meetings to a manager with lots of meetings, I had to learn to be productive and make tactical progress in 15-minute margins.  Tracking my work and being consistent and diligent has helped me devise a strategy where I can process 300-500 emails a day, complete my tactical work on time, and make progress on more strategic work (like this blog post).