| By Michelle Tan |
Using to-do lists have been proven to increase productivity in completing tasks by 40% as they are key tools in assisting our ability to stay focused and supporting our executive functioning skills. However, they tend to be used inefficiently, left as a heap of words with no order nor clear goal in mind, forcing users to mindlessly check off tasks with no satisfaction. In the whirlwind of school life—juggling classes, assignments, and personal commitments—keeping track of everything you need to complete can be overwhelming. Here’s how you can harness the power of to-do lists to manage your time most efficiently in achieving your goals.
1. Start with a Brain Dump
Write down everything that’s on your mind—assignments, projects, errands, appointments, and personal tasks—before trying to organize everything. This first step will help you clear your minds, ensuring you won’t overlook anything.
2. Prioritize Tasks
Once you have a list of everything, prioritize tasks based on urgency and importance. An easy hack for this is by using the Eisenhower box:
Urgent and Important: These tasks need immediate attention, such as deadlines and exams.
Important but Not Urgent: These are tasks that contribute to your long-term goals, like starting a research paper well in advance.
Urgent but Not Important: These are tasks that demand immediate attention but don’t necessarily contribute to your goals, like responding to non-urgent emails.
Not Urgent and Not Important: These tasks can be delegated or eliminated, like browsing social media.
3. Break Down Tasks
Large assignments can be daunting and seem impossible when you look at the big picture. It’s preferable to break them down into smaller, actionable steps for it to look a bit simpler on the get go. This will also help you keep track of your progress.
4. Use Time Blocks
Assign specific time periods, or blocks, in your schedule to target each task. This technique helps you focus on one thing at a time without distractions. Be sure to keep it realistic depending on the urgency and complexity.
5. Set SMART Goals
This will help you make your to-do list actionable:
Specific: Clearly define what needs to be done.
Measurable: Include criteria to measure progress.
Achievable: Ensure that your goals are within your capability and resources.
Relevant: Align goals with your objectives.
Time-bound: Set realistic deadlines for each task.
6. Stay Flexible
Although structure is essential, flexibility is just as important. Life can have its ups and downs and unexpected events may arise. Be prepared to adjust your to-do list and/or time-blocked schedule to account for the changes and keep it manageable.
7. Use tools and apps
Take advantage of digital tools and apps that assist users in productivity and designed for task management. The tools usually have features such as reminders, due dates, and collaboration options. Here are a few examples:
Notion: https://www.notion.so/
This app includes features allowing you to create folders, timetables, and even use AI.
LifeAt: https://lifeat.io/
This app has a workspace with ASMR videos that can help you stay focused as you complete a task.
Trello: https://trello.com/
This tool allows you to collaborate with partners, utilizing boards and lists to keep every task and your progress organized.
8. Self Care
In the midst of academic demands, don’t forget to prioritize self care. In order to stay productive, you must take care of your body. Be sure to take breaks when needed to prevent burnouts. You can implement a few minutes or hours to exercise, relax, and socialize to create a healthy balance. And finally, celebrate every achievement, no matter the size. Acknowledging progress boosts morale and reinforces productive habits since you will continue striving for a reachable end.
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