Have you heard about using a to-done list in your daily routine in your business?
Are you thinking about creating a to-done list so you can get things done with ease?
In this article, you’ll learn exactly why you should create a to-done list in your business and how to go about creating one.
What is a To-Done List?
A to-done list or done list is a series of tasks that have been successfully completed over a period of hours, days, weeks, months, or years.
A to-done list varies from a traditional to-do list in that you are documenting a list of finalized tasks, rather than developing a list of proposed future tasks.
This creative list-making approach allows you to interact with and think differently about ongoing work.
As a productivity coach, I think the versatility of a to-done list is an underrated strength.
You can literally use it wherever and whenever you choose in your business, professional, or personal life to track competed tasks.
What are the Benefits of a To-Done List?
If you think that using a to-done list would be a fun way to change up your daily routine in your business, then you’re right on the money!
In order to appreciate using such a creative productivity method, let’s take a look at some practical benefits of a to-done list.
Sense of Accomplishment
There’s absolutely nothing better than crossing a task off a to-do list. Wouldn’t you agree?
You feel an instant surge of relief and accomplishment. It’s palpable. And you instantly crave more of that wonderful feeling.
Now, just imagine if you could luxuriate in that delicious sense of accomplishment for just a teeny bit longer.
All that’s required is to take a few moments to physically write down a recently accomplished task.
You pick up your pen, write down that finished task, and instantly put a big smile on your face.
That’s a great way to celebrate completing a task, now isn’t it?
Convenient Reference Document
I don’t know about you, but I love keeping detailed records of my work.
Doing so allows me to quickly pull up information about projects I’ve worked on, who I worked with, and when.
Similarly, a to-done list is a convenient way to document completed projects and assignments in your business.
You no longer have to struggle to recall or remember what work you completed or finalized last week, month or year.
Depending on how you organize your to-done list, you have a clearly-laid out document that can be easily referenced by yourself or others as needed.
Positive reinforcement for work
Many people view their to-do list as a never-ending list that causes hours of headaches, heartaches, and frustration.
And that can certainly be a buzz killer when you’re attempting to sit down and do your work for the day.
But what if you had a list that actually supported you in your work? That’s where the to-done list comes in.
This living document is proof positive you’ve been putting in those hours, blood, sweat, and tears, into your business.
You have tangible, physical evidence that you’ve been investing time and effort into your work endeavors.
Another added bonus is that even if you didn’t finish a huge project in one sitting, you still finished something.
And that can go a long way in helping you positively reinforce any and all of your work sessions.
Accountability Method
A to-done list can act as a surprisingly refreshing accountability method in that it is wholly based on you accomplishing work.
If you didn’t complete any tasks, then you have absolutely nothing to put on the list. It’s that simple. And somewhat foolproof.
The beauty of this method is elegant in it’s simplicity: you need not rely on an accountability buddy or parter.
There’s no need to worry about finding the time and space to meet or plan your gathering.
Who knows, having blank document staring you squarely in the face may give you the motivation you need to do your work!
Fosters Creativity
When’s the last time you viewed completing tasks in your business not as work, but as play?
Having a to-done list can open up your mind to new ways of working via the mode of creative thinking.
Think about for a moment. A to-done list allows you to approach your work through a new angle.
Instead of dreading work tasks, you get to choose which tasks will bring you a sense of satisfaction and accomplishment.
You can ask yourself thoughtful questions like, “Which tasks truly need to get today in my business?,” or “Which tasks am I most excited to accomplish right now?”
You may find you prioritize tasks better, delegate to-dos you forgot about, or come up with different solutions to previously considered tasks.
Why Should You Use a To-Done List in Your Business?
To-done lists are just one productivity tool you can use in your business or career.
But why should you even consider using one in the first place?
As a productivity coach, I can think of three key reasons why using a to-done list in your business may be a good thing.
Provides a Gauge for Your Work Output
As I mentioned earlier, having a record of completed work is key in business.
A to-done list is just one way to document your work accomplishments over the past several days and weeks.
But your to-done list can also act as a bellwether for your work. How?
Well, you can compare your to-done list to your planned work projections and assignments in your business.
For example, your to-done list can give you insight into how far ahead you are in your previously projected work.
Let’s say you planned to draft ten social media posts this week. But according to your to-done list, you’ve only drafted two posts. That’s valuable insight you can use.
Likewise, a to-done list can also provide you with critical information about your focus and attention on specific work.
Maybe your attention has been placed on creating social media posts when in fact you need to answer potential client queries.
All of this information can be useful to you when it comes to evaluating your overall work productivity in your business.
Accelerates your decision-making skills
If you’re an entrepreneur, then you’re constantly making decisions left, right, and center every single day.
This is where a to-done list can be a highly useful decision-making tool.
Creating a to-done list asks you to truly prioritize what needs to get done right now, rather than later.
So, instead of philosophizing over what you could accomplish over the next several hours, you’re forced to make a solid decision.
Which task or series of tasks are you going to choose to work on at this very moment?
The beauty of working with such a list is that it keeps you focused and in the present moment.
That’s not a bad way to hone your prioritization skills!
Serves as a practical daily Tool
One of the best things about using a to-done list is that you can use it on a daily basis in your work.
It’s a handy practical tool that you can use in any aspect of your business.
Sure, you can obviously use it as a guide for your daily tasks. But how about applying it to different areas of your work to keep you engaged and interested in your work?
You could use a to-done list to help you prospect clients when you market your products or services.
You could use a to-done list to help you stay on top of weekly administrative paperwork.
And you could use a to-done list to help you make a dent in those client reports you’ve been meaning to work on.
As you can see, there’s more ways to use a to-done list than you think, provided you put your thinking cap on.
What are Some To-Done ListS You Can Create?
As we’ve seen above, you can create a to-done list for anything in your business.
Obviously, a daily to-done list is just one way you make use of a such a list when it comes to your work.
Here’s a few helpful to-done list ideas to get you started.
Remember, these are all just suggestions, so feel free to get creative with them!
Daily to-done list
Track your work and keep yourself inspired every single hour of the day.
You can use a daily to-done list to note your progress as soon as you complete tasks.
Another idea is to simply make an addition at the top of every hour to track your ongoing progress.
Weekly to-done list
You can use a weekly to-done list to help you stay focused throughout the long work week.
Consider creating a to-done list with 3-5 minor assignments you wish to complete during the week.
Noting your progress throughout the weekday maybe just what you need to complete those two assignments you’ve been putting off!
Monthly to-done list
A monthly to-done list may be helpful if your work requires a longer lead or delivery time to your clients or customers.
Likewise, it can also provide you with an ongoing bird’s eye view of your work in relation to your daily or weekly work.
Just like the weekly to-done list, you can create a list of 3-5 major assignments or you wish to complete during the month.
Quarterly to-done list
A quarterly to-done list allows you to take a big picture of your work through yearly quarterly periods.
You may create a list for work related to long term client or customer work, project completions, product launches, business updates, and major industry organization announcements.
Whatever list type you choose, make sure the information is relevant and helpful to you and your business.
Yearly to-done list
A yearly to-done list conveniently encapsulates everything you’ve accomplished in your business over the past calendar year.
Since a year covers a lot of time, it’s important to consider exactly what information you wish to collect for your yearly to-done list.
For starters, a list can be helpful for conducting end-of-year reviews and reports, be it for your own personal use, among staff, or for your organization as a whole.
Having yearly to-done lists can also be motivation to accomplish great things in your business every calendar year.
How to Create a To-Done List in Your Business
Now you know a bit more about the benefits and types of to-done lists you can create.
But how should you go about creating one for your business?
I’ve created a simple step-by-step method to help you create a to-done list for your ongoing work.
Choose your to-done list type
Firstly, you’ll want to identify what type of to-done list you want to create. There’s no right or wrong answer to this.
What matters most is that you understand what you’re going to track so you can do so consistently in your work.
You can track a daily list to keep you inspired in completing those 3-5 daily tasks.
Maybe you want to create a monthly to-done list to motivate you to roll up your sleeves and get to work every single day.
Perhaps you get fired up by the idea of a client list to keep you focused on relevant client projects.
Whatever you do, be sure to choose a specific list type so you have something to work with moving forward.
Decide How you’ll track Your List
Next, you’re going to want to decide how you’re going to track your to-done list.
As a reminder, you’ll be adding to and referring to your to-done list on a regular basis.
So, you should give some careful thought as to how you want to track and access your list in your daily work.
Will you add to-done list tasks to your trusty paper planner? Or will you add tasks to project management software you’ve already installed on your computer?
Do you want the ability to update your list when you’re out on client visits using your smartphone? Or would you rather keep your list close to your side while you work at your desk?
Identify where you’ll keep your list
The next thing you’ll want to do is figure out where you’re going to keep your to-done list.
This is important because you’ll most likely be referring to this list at some time in the near future.
That being said, your list type will have some direct influence as to where you’ll store your list for safekeeping.
Are you going to store your list in a business productivity app? Or are you going to store it in a secure filing cabinet?
Will you keep your list in a notebook or a journal? Or will you save it to the cloud using your desktop computer?
Knowing where you’ll store your list is paramount, so be sure to not skip this step.
Clearly Describe Tasks in Your List
Your to-done list will only be as good as the information you enter into it.
That’s why it’s important to be as descriptive as possible when entering tasks into your list.
So, instead of writing something like, “Finished client project,” you might write, “Finished Smith Company Fall proposal.”
Give your completed tasks more substance and description so it’s crystal clear for yourself and others.
You’ll be able to easily understand what type of work was completed, who the work was for, and how you went about it.
Tweak and modify Your To-done List Approach
Lastly, when it comes to making your to-done lists, feel free to make adjustments to the process as needed.
Maybe you realize you’re not a fan of monthly lists, but rather thrive on daily lists.
And perhaps you don’t like using these lists for administrative work, but rather for more creative or imaginative aspects of your work.
If anything, try a different approach, have fun, and lighten up!
This productivity method can be a fun way to motivate and inspire you to get things done for the long term.
In case we haven’t yet met virtually, it’s nice to meet you! Hi, I’m Rashelle Isip, The Order Expert®, productivity coach for entrepreneurs, small business owners, and professionals.
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