@Gwen – I’m laughing about the idea of carrying crayons around to color-code the calendar. Yes, somethings are best reserved for a calendar that stays on the desk most of the time!

Personally, I like to use the following approach when it comes lists:

1. An easy temporarily to do list
When I am in a hurry, I write notes on my phone, and I transfer those notes to my master to do list at the end of the day.

2. A master to do list
I use a excel spread sheet (which is my master to do list) – saved in Dropbox (so I can access it from anywhere).

I Prioritize the tasks using the ABCDE
method:

A :Tasks I must do – serious consequences if it doesn`t get done
B: Tasks I should do – mild consequences if it doesn`t get done
C: Tasks I could do – no consequences if it doesn`t get done
D: Tasks I delegate
E: Tasks I never do

You never do a B task before you have done all the A tasks, and you never do a C task before you have done all the B tasks, etc.

Apply the 80/20 rule: you need to identify each day, which 20% of the tasks on your to do list will give you 80 % of the results.

Tor Refsland

@Laura – This is definitely a struggle. I’m constantly tempted to look at things on my phone, but I’m pretty good about not letting myself get completely pulled into emails about work while on the weekends. Sometimes if I see something that will require more attention than I’m willing to put in on the weekend, I’ll put it on my work to do list for the next week… on my phone, of course. The key for me is that when I have a constant outlet through which I can keep track of things I need to do, I’m less stressed about doing them at that moment, as I know I’ll remember to do them at some point. So, just having a tracking system helps me to keep things under control (for the most part).

I use an Erin Condren planner (this is my second year) and I use the four sections to separate my day. I use the top (morning) for work, the top half of the middle for overflow work and the bottom half for blogging goals and the bottom (night) for stuff to do at home after work. Blue means it’s a routine work item, Green is a work to do, orange is work related to orientation (I work in higher ed) and pink is something personal (like an email or something) that I am aiming to get done during the day.

On the weekend I use blue for any work items, green for any household business items (planning, etc), purple for household tasks (laundry, etc), turquoise for blogging/book promotion and pink for personal things (running, stretching my shin splints, sewing or quilting projects, finishing a book) Not everything gets done, but it helps me see what’s on my mind and feel organized.

@Gladys – I’m a big fan of short to-do lists. Though I’ve just seen from a post on Twitter that lots of people like to write things on their to-do lists after they’ve done them, just for the satisfaction of crossing them off!