An Essential Question
How can I tame the tsunami of work that washes over me each
day, without getting overwhelmed?
What We’ll Explore
• How to deal with requests from staff in a timely manner, without wrecking your plans for the day
• Why most people avoid their to-do lists and rely on a mishmash of systems that make it impossible to prioritize—and why using one app is far superior
• How to use a single master to-do list to get your priorities in order, without the usual overwhelm—even if you have hundreds of tasks on your plate
• The wrong (but extremely common) way to organize your tasks—and what to do instead to simplify everything
• How to use "pomodoro" blocks and backlogs to manage your priorities and your day so you can actually accomplish what you decide matters most
The First Act of Leadership
The first act of leadership is to decide what matters.
You have more to do than you can possibly get done, so you must prioritize and constantly re-
prioritize as events unfold.
Apples to Apples
You can't compare options for what to work on when it's all in different places and media.
Why Use An App?
Much of your information arrives in electronic form. Easily add non-electronic info with mobile apps,
email, dictation, etc.
Recommendation: ToDoist
Using an app like ToDoist, organize your tasks into manageable sub-lists to minimize the number of
items you see at once.
Choosing An App (If Not ToDoist)
Choose an app that offers mobile, web, and email input so you can avoid keeping tasks anywhere else.
Organize By Action
Don't organize by abstract category or area of responsibility; organize by action—e.g. the type of
work you will actually do, where, or when.
Use Agendas
Agendas are useful for storing items to be handled with a specific person, in a specific recurring
meeting, or in a particular newsletter.
Agendas for People & Meetings
Agendas are useful for storing items to be handled with a specific person, in a specific recurring
meeting, or in a particular newsletter.
Sort In “Do” Order
Sort lists in the order you plan to do them, reordering any time your plans change. Always do
the item at the top of the list first.
Why Backlogs Help
Backlogs allow you to track work you can’t do yet, but keep it prioritized correctly.
Your “Work In Progress” (WIP) Limit
Respect your WIP limit—give yourself permission to NOT start work you don't yet have bandwidth for.
Route Everything To ToDoist
Route everything into your ToDoist inbox or a more specific list (PEEP).
Top Item First
When you look at any list, always do the top item first, even if you have to reorder it.
Avoid Conceptual Categories
Conceptual categories aren’t the right way to organize. Organize by action.
Separate Deciding from Doing
Plan the next day's work the night before—separate deciding from doing to maximize your willpower and
focus.
Prioritize Backlogs
Treat each project or other list as a backlog that needs to be prioritized sequentially.
Head-Down Work Blocks
Identify the key times of day when you'll do head-down work—as many as you can.
Minimize Interruptions
Set expectations that you're not to be disturbed, and use headphones if you need to.
Pick Your Focus Tasks In Advance
Put specific tasks into each block, so you're deciding in advance rather than in the moment.
Reflect
What odd blocks of time do you need to make better use of?
List them in your to-do app, and drag specific tasks under each.
Recap
• Put all of your to-do tasks in a single app. Recommendation: ToDoist
• Organize your tasks into sub-lists, and treat each of them as a sequential backlog.
• Get your inbox clear daily, and work through backlogs sequentially.
• Set aside 4+ blocks of time to work through specific projects, and plan these the night before.
• Reorganize your system whenever necessary, but always keep it current so it reflects your real priorities.