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a pink perspective on being gen y

Managing To-Dos 3 Tiered

I have a 3 tiered system for managing my to-dos. I thought I’d share my system with you guys today and see how you manage your to-do list.

First of all I’ll say for the most part I am a digital person in most areas of my life so I do have 2 forms of to-doing that involve the computer. But sometimes when I have 800 things to do I feel less stressed when I have a written list to go by so I can figure out where to start. So here is my system:

Gmail Inbox: I use filters & labels and archiving to keep my gmail inbox fairly lean. If something is still in my inbox then that means I have something left to do with that project. Hence my gmail inbox is my to-do list. Sometimes I even send myself emails to so that I’ll have it on my to-do list. Most of my friends have come to realize as well if they need me to get something done it’s much easier to email me then try to call.

Gmail Inbox

Gmail Inbox

Remember the Milk: The second tool that I use is Remember the Milk. RTM is a great task and to-do list organizer. My favorite thing about RTM is that I have my to-do separated by categories – so during the work day I generally am only working off of one of my work related tabs. At night, weekends, and sometimes during lunch I’ll use my GenPink tab where I have post ideas stored or follow-ups I need to do. I am also an iPhone user so I have the RTM app to add stuff on the go.

Trusty Pink Notebook: And last but certainly not least is my trusty pink notebook. I used to keep post-it notes, random notepads and all sorts of loose paper with stuff everywhere. Recently I sat down and compiled all of those items into a list in my notebook that fits in my purse. Having it all in one place certainly makes my life easier.
My 3 favorite things about the notebook –
a) the sense of accomplishment from physically crossing out a complete item
b) I can see in order of how long something has been on my list so even if it’s not high priority if it was written a while ago I will get it done. On RTM sometimes days go by when I don’t click on the personal tab because I don’t have time.
c) When I have only a brief break (perhaps in between meetings) it’s easy to scan my list to see if there are some minor things I can knock out quickly.

So I’m curious how do you manage your to-do list?

  • love the google filters. You can also make different folders and organize your incoming mail that way. Gmail has really set the bar
  • Instead of a monitor I have a 27" TV and my do list is lined around the television with the things that have to be done soonest and the most important in the upper left corner, and the stuff that doesn't actually have to get done and there is no time constraint on is on the bottom right corner. It feels good to throw the post it notes away when I'm done and forces me to look at the list.
  • Jessica
    I do the same exact gmail thing! I am crazy with my labels...none of my friends understand my obsession with my gmail account.
  • I love your system! Unfortunately, I'm not a natural organizer and don't have a lot of faith in myself to stick to a "plan," but RTM looks amazing!

    I personally have 2 systems:
    1. I keep a real post-it note on my laptop wrist-rest area with things I need to do for school. Since I always have my computer at school and almost always have my computer when I'm studying, it's a good place to remind me of school business.
    2. For my personal life, I have a cute Anne Taintor planner where I keep social/personal reminders and dates. I need some sass with my stress ;)

    I'm sure I'll have to modify my method once I'm back out in the real world, but for now, this works for someone like me who can't tolerate the thought of 8x10 sized mega-planner or cleaning out my Gmail inbox. I'm at 16,000. :)
  • i use sticky notes on the desktop of my computer. remember the milk looks pretty glorious; might have to check that out.
  • zak
    I do steps 1 and 3.

    I added Remember the Milk, but just don't use it consistently.

    A friend of mine has 19000 unread emails in his gmail account; I nearly died. I am upset when I have more than 20 read emails sitting in my inbox and he has 19000 unread ones.
  • I use Google Calendar and trusty post its. I love crossing things off by hand. If I do something that's not on my to-do list, I'll add it to the list just to cross it off =P
  • I use Task2Gather (http://task2gather.com) for managing my personal as well as work stuff. Along with desktop app that works via browser it has iPhone app that is really intuitive with great number of useful features. For those who have Windows Mobile gadgets a new app is also going to be released.
  • I love the Moleskin planner. And post-its. I write everything there. I keep most of my work calendar separate, on Entourage (my Microsoft work-only email program).

    But, like Rebee, I highly recommend the Moleskin stuff -- they make great planner/organizer/calendars in different sizes and, more recently, in different colors.
  • Haha, the best of all worlds! I actually follow David Giesberg's Simple Moleskine GTD for Students (http://davidgiesberg.com/2007/06/14/simple-moleskine-gtd-for-students/), essentially keeping a weekly to-do list in a Moleskine. It works really well, I can take it everywhere, and it's more fluid and flexible than a daily planner.
  • I love this, I actually use the notebook as my one and only form but these are nice tips. I also love seeing how others manage busy lives!
  • Tanja
    My planner is my savior and of course my handy BIG spiral of to do lists. One page for personal and one page for work. I color code things in my planner, so things are colored coded for:birthdays, meetings, deadlines, projects, students' detentions,etc. haha:o)
  • Darcy
    When I got my first big girl job, I went out and bought a fancy planner thingy, but I only use it when planning meetings and to remind me to pay my bills. For my to-do lists and brainstorming notes and the occasional doodle, I use a notebook with a built-in folder and elastic band to keep all the loose papers in one place.
  • i would be lost if i didn't have my planner....and post its. i'm a note taking fanatic. :)
  • a small notebook (one will last 3-6 months) that fits in my purse where I write everything from to-do items to where I've put things (i lose stuff like it's my job) :-D
  • Google Calendars. :)
  • @courtney - I work for myself so my to-do list is mostly work related and it's in phases like get content from client, send design proof, send redesign, etc.
  • your list is insanely long. do you actually write down *everything you need to do?

    i have a planner with work schedules written in, when i need to reload my bus pass, time sensitive things like that, but other than that, my to-do list stays in my head. if it gets extremely overwhelming (it used to in school when i'd end up with four tests in one week) i break out the dry erase board so i can erase things or modify them as i go- much cleaner than crossing things out, and saves paper.
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The Time Traveler's WifeThe Four-Hour Work Week: Escape 9-5, Live Anywhere, and Join the New RichWomen & Money: Owning the Power to Control Your DestinyThe Four Agreements: Practical Guide to Personal FreedomThe 7 Habits of Highly Effective PeopleLearning the 21 Indispensable Qualities of a Leader DVD Training Curriculum

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