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Just remember: The fewer piles the better!
Debra: “During the course of a day, I’ll think of things to do, and I shove little notes in my pocket all day long. At the end of the day, I go through my pockets. A lot of stuff that seemed important when it occurred to me gets thrown away, but a few things go on my to-do list for the next day.”
Lists can be helpful—I recommend them for particular uses and depending on your style and needs. It’s important to work with lists in a way that proves useful to you over time. For example, some authorities discourage the accumulation of list-like notes on small scraps of paper, but Debra is on her feet most of the day, so the “scraps method” works for her.
One of the downsides of lists is that you can wind up with too many of them if you’re not careful, especially if you don’t regularly throw away, combine, or update your lists. You could even wind up with a pile of lists on your desk! Make sure you don’t overload any particular list. You don’t want to feel overwhelmed by the sight of any list.
Milt Reiterman, who served as Deputy Superintendent of the San Francisco Unified School District, says, “I keep meticulous lists. But a list is only as good as it can actually serve you in relationship to meeting your objectives. Your list shouldn’t dictate things to you, because sometimes you have to drop things off the list. A list is only one factor in time management; a list is not an end in itself.”
List making is an ongoing activity. Which of the following types of lists on the facing page do you keep? Which should you keep that you currently do not? Which ones could you let go of?
Lists are an oddly personal organizing tool. It is unlikely that any two people, even if they hold identical jobs, should be keeping the exact same lists. However, what is universally true is that lists should be constantly updated because lists, like newspapers, become outdated quickly.
| USED | TYPE OF LIST | REASONS FOR STARTING OR STOPPING USING LIST (E.G. HELPS ME REMEMBER, DON’T REALLY NEED, ETC.). |
| Daily to-do list | ||
| List of thngs to accomplish before lunch, or in the next hour | ||
| Checklist of small steps required to accomplish a routine task | ||
| List of people to call | ||
| Monthly goals list | ||
| Yearly goals list | ||
| List of tasks or projects ranked in order of priority or due date | ||
| Major project list | ||
Calendars are another outstanding organizational tool and are somewhat more fixed than lists. You can keep a wall calendar or a pocket appointment calendar, or both, depending on what suits you. Some people also find it useful to keep a personal calendar at home, on which to record planned activities for the family. Unless you have an extraordinary memory, you probably need at least one calendar in your life. Things to note on your calendar include:
In selecting a portable appointment calendar, make sure that it gives you enough space to write all you need, that it’s easy to carry, and that it shows you at a glance what you need to see—be it each day, week, or month.
A good filing system is a joy, because it allows you to know exactly where to find what you need when you need it. But a filing system cannot be as personal as a list or calendar, because other people may also need to access your files, either now or in the future.
The following simple principles can help to streamline just about any filing system.