To-Do List Management

Ask the Organizer

I need a tried-and-true solution to organizing, acting on, and not forgetting my To-Do paperwork pile- things like RSVP-ing to an invitation, calling a company to check on a charge, sending in a change of address, etc. etc. - anything not a bill but stuff that needs to get done. If I put them in a folder, they get forgotten. If I stack them in a "To-Do" box, they get buried. What advice do you have?
-Fay in Killingworth

Writing down our “To Do” items and actually remembering to do them are two different stories. As you point out, we can quickly forget about items if we put them in a pile or a folder and never look at them again. Often, my clients make very honest attempts to put a system in place with folders or trays but fail because they never touch it again once the item is put away. The key is finding a way to trigger your memory to go back to that pile. While different systems will work for each individual’s particular working style, I am going to outline a basic system you can follow to help you find what works best for you.

First, you must identify what your tasks are and record them. Whether you use a paper to do list or an electronic one in a program like Microsoft Outlook or Gmail, I encourage my clients to have one master to do list that they compile information into. For instance, if you receive a gift in the mail from your Aunt and wish to send a thank you note, add “Write Thank You Note to Aunt Ida,” to your to do list. If you get a notice from the DMV about your emissions renewal, add “Bring Car in For Emissions Test,” to your master list. Recording these items in one place each day/week will help you create the guide you need to remember important items.
Second, get rid of the non-essential papers reminding you to do something if you have written it on your list. If you received a card with your gift from Aunt Ida, don’t keep the card to remind you to write her a thank you note. It is just going to become part of the clutter to jog your memory and end up getting lost in the pile. Refer to your list to remember, not the card. Many pieces of paper fall into this category. The more we have in a pile, the less effective they are as reminders, not to mention that one line on a list can serve the same purpose and require a lot less space.

Third, keep the essential papers required to complete a task in one location. The step to have a tray or folder for your take action items is the right one if you are only keeping the papers that need to be referred back to. For instance, you will need the emissions paper to complete your emissions test task. If you always put these types of papers in a “Take Action” folder, you will know exactly where to look when your task list triggers the reminder. If you are like me and find you are always working in different locations, consider a project folder with pockets as your portable “Take Action” folder. Whatever you decide to use, be disciplined about only putting paperwork in this folder that is actually needed to complete a task, not remind you of one.

Lastly, to be truly effective in remembering your tasks you need to incorporate your calendar. Whether it is writing an appointment with yourself on your calendar to actually sit and write a thank you card or carve out time on your electronic calendar to go to the emissions testing site, the act of scheduling the appointment will be your back-up reminder that the task has a deadline you can’t miss. In addition, using your calendar and your to do list in conjunction will help you be more realistic about the time you have to complete your tasks and how you can get them all done in time for their deadlines. By making a commitment on your calendar and following through with it, you are avoiding the desire to procrastinate undesirable tasks, helping your mind stay focused on priorities and keeping your paper piles to a minimum.

Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford, CT. (www.theorganizedlifestylestore.com). You can e-mail her your questions at Kristin@livablesolutions.com.