Create your Master list

The core of the whole system is pretty simple.  I start off by banging out a list of the things I have to do, stream-of-consciousness style, putting a checkbox next to each of them - and without spending any time prioritizing or organizing them.

But the key is to make sure that each item is a task that I can actually do. Not “figure out dishwasher repair”, but “make list of five dishwasher repair people and phone numbers”. Otherwise, they’ll just linger there on the list, mocking me, and never actually get done.

Create the Daily list

Early each morning, I sit down with my notebook (without the laptop, phone, or newspaper) and open it to the next blank page.  I write the day and date at the top, and pull forward my Post-It tab I use to mark the current page.

Next, I brain dump a list of the things that are top of mind, in no particular order.  That’s important, because it lets me get everything out without having to worry about structure.  I intermingle work and personal items, although you may not want to.

Then, I go back to previous days and look for unfinished items.  For each one I find, I draw a diagonal line through its box (indicating it’s been moved forward), and rewrite it on today’s page.  The goal is to move all open items onto the current page, and eventually have every box on prior pages filled with a check (it’s done), an X (I’m never going to do it), or a diagonal line.  Once I’ve moved everything forward from a prior page, I put a checkmark in the upper-right hand corner of that page to show it’s closed out.

Finally, I review my Master list for items that need to be addressed.  Usually, a lot of them have already come through in the brain dump, but it helps me remember and stay focused on longer-term goals.

Work your Daily list

Next, I look at my entire Daily list, pick the top 3 or 4 most important items, and put little dots in their checkboxes.  Then I get to work, cranking through my list and getting sh-t done, banging out check marks as I complete my items.

Once I’ve completed my priority items, I go back and put dots next to the next most important items, and work on those ... on so on.

The key, however, is to make sure that you’re only working on things that are on the list.  If something new comes up, add it to the list, and then re-prioritize.

Reboot

This system works pretty well for me, but sometimes a guy can end up overwhelmed by everything he has on his plate.  When this happens, I start over, returning to Step 1 and revisiting the Master list, deleting things that are no longer important, and braindumping new tasks.