The to-do list is one of the simplest task management systems in use today. Yet it continues to frustrate millions of people. And you may be one of them. But it's not your fault. Few people receive formal training on how to create effective to-do lists, and it's rarely taught in school. And by the time most of us enter the workplace, we have adopted a poor, ineffective approach to getting things done. So today I'm going to tell 10 steps that will help you create a template for a perfect to-do list. So please bring in your pen and paper and note down all the steps. Until then, I shall wait for you. Hello all. So let's build that perfect to-do list. And today I'm going to introduce you to a 10-step template. I believe all of you are ready to note down the steps. So let's get started. And if you need to pause the podcast to note down, please do that. So say step one. Then isolate current tasks from future tasks. Now this can be refined to get more value from it. Use the current task list to decide how to allocate your time each day. And this list will have tasks that must be completed before the day ends. Then use a future task list to keep track of all the items that will need your attention at some point. Don't use this list during the course of your workday. Refer to it at the end of the day to create the next day's to-do list. So this simple step of separation is critical. You'll find that completing each day's to-do list will motivate and inspire you. You'll feel as if the day is a productive success. Coming to step two, define tasks by desired outcomes. The only reason to do something is if doing it moves you closer towards achieving a specific goal. We take action to effect specific outcomes. Otherwise, why would we spend time and effort doing things that prevent us from pursuing activities we find more enjoyable? Now the simplest way to get through your daily to-do list is to assign a why to each item found on it. Now know the reason the item is on your list. Determine why you need to get it done and write the reason down next to the task. Now doing so makes it material. You'll find that when you associate tasks with specific outcomes, you will feel more compelled to get them. Then step three that is breaking down the project to individual tasks. Now you've probably heard this joke, how do you eat an elephant? One bite at a time. So this actually illustrates an important concept related to task management. Break down all your work into smaller tasks, each of which offers focus and can be completed in less time. This gives you flexibility in how you schedule your time to complete the tasks. Now make sure your to-do lists are limited to actionable tasks and not projects. If an item requires more than one action, it's a project and should be broken down. So in this way, you will enjoy better focus and get important work done more quickly. Then coming to step four, that is, assign a deadline to each task. We know the importance of deadlines. They help us to focus our time and attention on important tasks. And deadlines increase our efficiency and productivity. So for this reason, every task on your master to-do list should have a deadline associated with it. But yes, the date can change if the priority or urgency changes. Now, while finalizing a deadline, some points must be taken into consideration. Like each deadline must be realistic. So come up with a reason for each due date as the reason makes the deadline genuine. Then thirdly, give yourself less time than you think you need. Because we tend to allow ourselves too much time to get things done, and narrowing the window will improve your focus and result in greater efficiency and productivity. So step 5. Then limit the number of current tasks to 7. Now, why I say this? Because one of the most common problems with to-do lists is that they are too long. Now it's no wonder so many people are unable to get through their to-do lists. So doing so is practically impossible. So I strongly recommend limiting the number of items on your daily to-do list to seven. So this is a manageable number, and assuming no single task requires us to complete, it's possible to get through the entire list by the end of the day. So now we have completed five steps out of ten. So it's great that you have been listening till now. So now let me give you a quick recap. Step 1, isolate current tasks from future tasks. Step 2, define tasks by desired outcomes. Step 3, break projects down to individual tasks. Step 4, assign a deadline to each task. And step 5, that is limit the number of current tasks to 7. Now let's move on to step number 6. So that is organize tasks by project, type or location. So new tasks are added to the bottom of the list as you think of them. So even if you give each item a deadline and provide various types of context, your list will become burdensome over time. So it will become difficult to manage tasks. So one should organize tasks based on various context, that is by project, type, and location. And task level context is an important part of any to-do list system. So it defines how long items should take to complete, or it reminds you of the reasons to get them done. For these reasons, categorize each task on your master to-do list using the following three contexts A, Project, B, Type, and C location. Now I recommend creating a separate list for each project, each type of task and each location. Now this will keep you organized. It will also help you to choose tasks for daily list that complement your circumstances. Then coming to step number seven, that is prune your list of unnecessary tasks. So one of the most important things you can do is to keep your master to-do list clean. You need to prune the list on a regular basis, purging tasks that are no longer necessary or consistent with your goals. So pruning your list helps you to keep it under control. Task management is made simpler when irrelevant items are removed off your list. So pruning also increases your efficiency. It limits your master list to tasks that advance your most important work. So trivial tasks can be eliminated. Then coming to step number 8, that is, estimate the amount of time each task will take to complete. You should know how long each to-do item on your master list will take you to finish. So this information allows you to choose tasks for your daily list based on how much time you will have available to work on them. If you know each task estimated completion time, you can create realistic to-do lists. So most people neglect to take this step. Sadly, it's one of the most damaging omissions they can make. So it can mean the difference between getting through their to-do list and feeling frustrated and overwhelmed by them at the end of the day. So in order to calculate a task's estimated completion time, you must know what is required to do the task. This includes tools, information, and input from others. So review your master list and assign a time estimate to each item. Whether the item will take 15 minutes or 3 hours, write down the estimates next to it. Resist the temptation to guess. Come up with a realistic estimate based on the resources you'll need and the challenges you are likely to encounter along the way. Then step 9 that is lead each task with an active verb. Now, sometimes all you need is the right word to spur you to action. So verbs have that power. Put them in front of your to-do items and you'll be more inclined to get the items done. Phrasing tasks with the right action verbs will motivate you to take action on them. And the result will be that you'll get through your daily to-do lists more quickly. Then last, that is step number 10. That is, note which task requires input from others. So some of the tasks on your to-do list will require input from other people. For example, you might be working on a team-based project and need certain team members to complete specific tasks before you can address the ones for which you are responsible. So my recommendation will be to write a short note next to each to-do item for which you are waiting for someone's input. Detail the type of input you need, its format, and the date you expect it to be delivered. The expected delivery date will prompt you to follow up with the person. Now, this is critical if your workflow depends on the on them taking action. So most people neglect to take this step. They fail to make notes regarding their need for input from other parties. Unfortunately, this omission will ruin their estimates concerned the time needed to complete tasks. So these were all the steps. Following them will help you create a perfect to-do list. So go ahead, use the template and start with confidence. I hope you find this podcast useful. If yes, please subscribe to this podcast on Apple, Spotify, and Google Podcasts to get notified. All my podcasts are around 10 to 15 minutes, so they are short and crisp. If you find it useful, please share a 5-star review. And if you are part of my community, please share a lovely video. Until the next episode, cheers, God bless, keep inspiring.