You’re too used to every other productivity guru talking about their to-do list. Somehow, they manage to note down everything they have to do in a day and get it done. How does that happen? Especially when you struggle with making a list itself.
Well, we’re all built differently. Some people only need to make to-do lists in their minds. Others like us can use the help of a project management tool like Clovine to create our to-do lists. We have to follow a plan; otherwise, we fall right back into procrastination even with a project management system to keep us organized.
Do you want to know the 10 secrets to create a successful to-do list in a project management tool? Let’s begin.
Table of Contents
10 secrets for making a successful to-do list inside a project management tool
Choose the right project management tool.
Not every project management tool will work for you. If you don’t like the interface of the tool, building a good to-do list is impossible.
Some people get overwhelmed with the number of options in a project management system. The variety of options can make it confusing. At the same time, you need features such as due date, priority, etc.
So, look for a project management tool that has all of it but doesn’t overwhelm your senses. Clovine is a good example where they have all the essential functions. Additionally, you can choose the visual form for the list that appeals to you the most. There’s the option of Mind map, Gantt, and Kanban view.
Create multiple projects
Create a couple of projects instead of general to-do lists. We tend to mix up everything in to-do lists. For example, emailing your clients the details of an app and finalizing the design for the landing page of a website shouldn’t be on the same list. If they are part of different projects, you should treat them as such.
Separate your projects.
Give a proper name to each project
Name each project about its task. Don’t name it something ambiguous. Instead, be specific about your main task. For example, perhaps your task for the week is to build a website. Well, name it ‘build a website. ‘This helps you keep track of your actual goal and why it’s essential.
Create small tasks
Once your projects are sorted, it’s time to create small tasks. Don’t worry about assigning due dates and such for now.
Simply enter a project board and begin creating the small tasks you need to do for the project. These are your actual to-do list. Then, these are what you have to do to finish the big task.
You have a much better chance of getting it done when you divide it into small tasks and clearly understand why you’re performing the job. It’s also way neater this way.
Choose a structure for your to-do lists
Once you have the to-do list, it’s good to decide on a structure. For example, you can arrange your tasks by the due date or priority.
For example, if you use the Kanban view, you can see which tasks are in progress, waiting, or complete.
Clovine even provides a task summary report to see the total number of tasks in progress, waiting, and issues at a glance.
Always have a due-date
If it’s a company project, you probably have a timeframe for each task anyway. So you can afford to be more wishy-washy for personal projects in terms of the due date. However, it’s better not to make that mistake.
No matter the nature of the project, always have a due date. Even if you don’t have a set hard date in your mind, it’s still better to assign a random date shortly. If you don’t get it done by then, you can move the date. However, you should always have a due date.
Make an actionable list.
The to-dos shouldn’t be an idea or thought you had. Instead, it should be definite actions you can take. Thoughts and to-dos shouldn’t be in the same place. Don’t write half-formed ideas. Instead, write down the result of those ideas.
Write the task you’ll accomplish from taking a particular course. Additionally, you can link the course to the task as a resource.
Group similar tasks together
Don’t switch from one project to another in a day. Instead, focus on a single project for the day. Then, look for to-dos within the project which have a similar theme.
List those to-dos together. When you sit down to work, go through the batch of to-dos.
Our mind takes some time to switch from one task to another. By focusing on a similar set of tasks, we can keep the flow and increase our productivity.
Don’t turn on notifications.
Project management tools ideally come with a notification feature. They remind you when you are too close to the due date and have made no progress on a particular task.
While a great feature, these notifications can be distracting when focusing on a task. Ultimately, you’re trying to get the main goal done. So, even if you haven’t made progress on the landing page but are currently working on the ‘About’ page.
You don’t need to receive a notification at that moment to increase your anxiety about the progress of the entire website.
Once you’re finished for the day, turn the notifications back on.
Remove tasks from your to-do lists
It probably got a bit out of hand when you first made the task list. Because you didn’t have any idea what the shape of the project would be at the end.
While you’re halfway through finishing a project, it’s good to look through the task. Find the ones you don’t have to do ultimately and remove them. Less clutter always makes for more productivity.
Final Thoughts
To-do lists in project management tools aren’t only beneficial for you and your team members. Having a clear road on the tasks a project requires will help the entire team focus. You can also assign tasks to specific members inside a project management system to make it easier.
