Frequently I get asked, ‘How can I be more productive?’ Being more productive is not brain surgery but it does require the use of a to-do list.

One participant in my time management program said, ‘my time management is easy. I put each task item on a different sticky note, stick it to my computer and when I’m done, I just rip it off of my computer, crumple it up and throw it away.’

The visual was humorous and the class roared.

Another person told me his to-do list strategy. He writes tasks on a sticky note until he is out of room, then he quits writing. If he doesn’t feel like doing much, he writes big or uses the tiny, 2 inch by 2 inch sticky note.

To increase efficiency and output, a to-do list is the most fundamental of time management tools. You will achieve more in less time if you make a list and check off each item as you complete it. Even if you cannot complete the list in the order you anticipated, just making the list refines your focus. Increased focus equals more tasks completed in a given period of time.

Human nature scribbles to-do lists in a variety of places: on sticky notes, napkins, candy wrappers and even on the backs of envelopes. Have you used any of these?

Napkins, candy wrappers, and envelopes are floating pieces of paper and are easily lost or buried under paperwork on your desk. Because they look like clutter, devoid of remorse you can dispose of them without thinking twice. Tasks put into a date book organizer are harder to lose as they have a semi-permanent status. But are any of these the best tool for a 21st Century to-do list?

I say emphatically, ‘No!’ The best choice for the 21st Century task list is an electronic task list built in your PDA, laptop or on your desktop and preferably in Microsoft Outlook.

Making your list digital in Microsoft Outlook permits you to manipulate the information, prioritize using different filters, group, rearrange, divide into subtasks and delete to the complete satisfaction of the anal retentive planner.

For instance, in Microsoft Outlook the default tasks folder view is the simple list but it can be filtered in several useful ways such as active tasks, detailed tasks, tasks due in the next seven days, tasks by person responsible, and completed tasks.

Another helpful view is the master task list view. The master task list view is a perfect place for dumping everything that swims around in your head as ‘I’m going to get to this’ as well as those tasks you must complete to keep your job.

After configuring the master task list, the final step in making yourself more productive is to turn your master task list items into an organized plan for daily productivity.

Before you leave work, contemplate the tasks on your master task list, check your appointments, put what is floating in your mind on your list then analyze how much of that list you can actually do during your working hours. This plan for tomorrow then becomes your daily task list which will be grouped by due date in your newly configured outlook.

Following this process, you’ll know where to start every morning and you’ll expand your capacity to get more done in less time as you discipline yourself to work from the list.

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