Jason December 29th, 2006
Admittedly, I might be a bit OCD when it comes to tracking things that are important to me. I have lists, ledgers, and logs for darn near everything. Lists are good. Lists are really good if you review them regularly.That said, I do have to caution against going crazy with organization. Effective organization is one of the greatest efficiency-enhancers, but I have found there is a point of diminishing returns. One can be over-organized. Some organizational concepts and tools sound great, but for me, if it can’t move as fast as I can think, it better be really worth the time I invest into it.
However, far more people are on the side of the equation where greater control over their lives would behoove them. Below are some tips on the primary element of my personal organization armory… Lists.
Most of the lists I keep are pretty standard, but let me share with you some specifics on how I think about these “blase” lists. I’ve placed them in a specific, stacked order, and should build on each other logically along with this flow.
1. Aspirations - Some people call these dreams. That’s cool, but “aspirations” sounds a bit more committed to me. Don’t ask me why. What do you really want to do / have, that maybe you are not able to see the way to yet? No dates needed here… just go crazy. This is the place where your imagination can run wild. Aspirations are allowed to be right on the edge of what you believe can happen for you, but not over it. If you don’t believe it, don’t bother. Without belief that these things can happen, they won’t happen. This list should inspire you, excite you just by reading it. Get pictures or other visual cues to help sharpen your belief and your vision.
2. Goals
Most of us know what a goal is, so I’m not going to expand too much on this. My definition of a “goal” is a dream with a date on it. It has to be measurable and realistic. Keep goal lists for the various areas of your life… Business, Financial, Personal, Family, Spiritual, etc. If you don’t really plan to achieve it in the time frame you set, don’t put it on the list. No use fooling yourself.
3. Plan
Now that you have goals, what are you doing to move toward them… specifically. Make sure your plan does not include things that really are goals. In other words, the plan should simply be a series of doorways to walk through (often repeatedly) that inevitably lead to the achievement of the goal. A plan is, in a way, the Master Task List of what you need to do to reach your goal.
4. Calendar Appointments
Your calendar is, in fact, a list of places to go, people to see. I’m a Mac user, so I use iCal. Some folks prefer more “advanced” applications, like Daylite, but iCal is just perfect for me. A few calendar-keeping tips that I find essential:
• Categorize your calendar. Use color-codes, or whatever system works for you. I break down my calendar quite a bit beyond the usual “personal or business” categories. For example, I keep separate categories for the type of business event it is: Maintenance, or Growth. In other words, does the appointment have a direct impact toward the growth-side of your business or project, or is it more of an administrative thing? This is a great aid in determining where your time is really being spent, and thereby prioritizing your schedule toward the things that are most important.
• Keep EVERYTHING on your calendar. Every single activity I do, from an important meeting to a block of time for my kids, is in my calendar. This is another great tool to keep track of what you’re really spending your time doing. Don’t delete business appointments that were cancelled or postponed by another party. Just recategorize them. While final results are the ultimate necessity, at least when you look back, you know you were on the ball. If you see a lot of cancellations, then maybe an area for improvement is your ability to inspire priority for meetings into the other attendees.
• Share the love. If you and your associates or coworkers are using a computer-based calendar, take advantage of the appointment/calendar sharing abilities it has. iCal is great for this, but there are simple ways to do it with many other applications, like Outlook. Keeping everyone on the same page with each other’s activities breeds teamwork, cooperation, and collaboration. It also helps everyone feel a part of what the company is trying to accomplish. Share calendars with your spouse or significant other, too. It can save a lot of personal scheduling conflicts (ie. arguments) if you do.
5. Tasks
To me, a task list is nothing more than a calendar for things that either happen over longer periods of time, or in less than 15 minutes. Stuff like, “Call Bill,” “Get milk from the store,” or “Do Acme Corp’s. proposal,” or “Develop a Business Plan for X.” I treat tasks just like calendar appointments… The same rules apply regarding categorization. Since tasks are primarily things you and only you need to deal with, I generally do not share task information with others.
6. Opportunities - What real opportunities do you have “in the fire?” I love this list. It shows you what potential you have right in front of you. Having this list prevents time wasted trying to figure out what to do next. It can contain sales prospects that just need a bit more followup before the sale, or people that you want to do a lunch with to see if you may have any mutual interests, and can benefit each other. It can be as big as an entire business idea you have that you’d like to research. This list is like the pot of boiling water; there’s nothing you’re going to do to make it boil faster, but if you don’t keep applying heat (ignore it), it definitely won’t boil. Key point: The idea is to get things OFF this list and either completed, into action, or dropped. It’s not just there to make you feel like someday, you might be able to do something. 
7. Finances - Technically, this really isn’t a list. But, it’s an important tangible item to keep tabs on. Know where you’re at, at all times. Few things are more dangerous to long term personal success than financial vagueness. Know your net worth. Know where you spend your money. Know why you spend your money in that way.
Now that you have the lists, here’s two important things to really make them worth the time it took to make them:
• Review your lists regularly. Daily, or even twice a day, if possible. A goal ignored is not aimed for. A task list not carried is useless.
• Remain flexible. Don’t be afraid to change things on the list. This is not the Ten Commandments. As you grow, your priorities may change. That’s okay. Make the necessary adjustments. The point here to get where you want to go, not to aim for something that really isn’t important to you anymore.