enJOY it

an archived personal and craft blog from Elise Blaha Cripe.

how I keep my daily tasks organized.

Schedulingtasks

I have gotten a few questions about how I keep my to-do list organized on a daily basis. I've talked about this a bit (check out this post for the difference between goals & to-do list items), but not since having Ellerie so I figured an update was due. EDIT : you can see how I work through project ideas in this post.

These are my organization tools:

Gmail – if it's in my inbox it needs to be dealt with (demands a response, bill that should be paid/recorded, order that needs to be shipped out, etc.). So my email inbox is a to-do list and I work to get through it daily. (Here are some tips for dealing with email.) Other than shop orders, I don't spend a lot of time filling or labeling my email, but I archive everything except promotions.

Editorial calendar – I have a bulletin board with post-its and I use this to keep track of upcoming blog posts. (More on this here.)

Monthly to-do list – I write a to-do list in sharpie on paper at the beginning of every month. It hangs above my desk and includes the "big tasks" outside of normal day to day life (blog posts, email, shipping) that I have to do. July looks like this:

  • summer newsletter
  • archive 2014 and 2013
  • WDS slides
  • WDS recap
  • Podcast recordings (with guest names)
  • July project life update
  • July make29 launch
  • Aug make29 prep
  • September make29?
  • make29 print pack?
  • Dear Ellerie book

Schedule2

Daily to-do list – I have a paper planner (from this etsy shop) where I schedule actual to-do list items. Based on my email, ed cal & monthly to do list, I break things down into actual tasks. For example: the big monthly item "July make29 launch" really involves a bunch of smaller tasks like:

  • Product photos
  • Write web copy
  • Prep web page
  • Edit web page
  • Prep graphics
  • Update site
  • Draft newsletter
  • Set blog post
  • Create listing
  • Shop update (this has to be done at a precise time)
  • Tweet, pin, Instagram promo
  • Package prints
  • Prep envelopes
  • Pack orders

Some of those activities take minutes. Some take hours. All of them have to be done. Most are done over the course of a few weeks.

Schedule

I use a paper planner so I can see a week at a time. When tasks are completed they get "crossed-out" in highlighter. The color highlighter means nothing. 🙂 My goal is to be moving through the week a bit ahead. So on Monday I know what I have to do and I also know that if I have extra time I can start working on Tuesday. I schedule the bulk of my work (and all of my podcast recordings) for Monday and Wednesday mornings when I have child care. (Remember we have a nanny for 9 hours a week. These scheduled hours are game changers for me and absolutely necessary for the health of my family and business.)

I have no idea if this sounds complicated or not. I have been doing things like this for so long that I don't even think about it. I think a successful method HAS to be second nature to you. If you are worrying too much about HOW you're staying organized it's hard to just BE organized.

Schedule3

My advice is to recognize your time management strengths and weaknesses. It's the most joked about interview question – "my greatest weakness is I work too hard" (ugh). But being realistic about how you get things done is so important – especially when you are in the process developing work habits. None of what I do may work for you. But something WILL work for you. Don't fight for it. Keeping track of your list needs to be the easy part. DOING the actual work should be the difficult part.

Dottedline

This week on ELISE GETS CRAFTY, I'm chatting with Ashlee Gadd about – what else?! – the work and life juggle. Subscribe on iTunes or stream the episode here.

Since writing this post, I created Get To Work Book! It's a day planner + goal setting workbook that is designed to help you take your big goals turn them into something real. Learn more and shop the brand here.

Other posts you might enjoy:

 

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46 responses to “how I keep my daily tasks organized.”

  1. Jessica Rodarte Avatar
    Jessica Rodarte

    I really enjoy reading these kinds of posts. I’m an a type personality, so this all feels very right. 🙂

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  2. Kelsey, Esp. Avatar
    Kelsey, Esp.

    I love seeing how others organize their tasks and days; so intriguing, and there’s always a bit of inspiration tucked in each different peek into someone else’s process.
    You blogged before about your Behance Action Book — do you still use this as a planning tool?? I purchased one after reading the post you published about yours and I love it. I use it a bit differently than intended, but it’s worked great for me. Even still, I’ve been beginning to feel a bit less organized lately as the speed of life is picking up and momentum is shifting for me and I’ve been looking for a simple daily/weekly planner. The one you share here looks perfect!

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  3. Margaret Avatar
    Margaret

    I also love seeing how people organize their time. I’ve always just used my planner for things going on that day and kept a separate to do list, but with three littles, I’ve realized I just have to loosely schedule my day with realistic tasks that I can actually accomplish during the blocks of time I have during the day. So excited about this podcast! I’ve actually been hoping you’d hit on this subject soon!

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  4. Grace Edwards Avatar
    Grace Edwards

    Thanks so much for this post. I’m in the process of fine-tuning my process and love hearing how others work their systems. Is there any significance to the different colored highlighters?

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  5. Allison Avatar
    Allison

    I’m on my 2nd planner from Plum Paper and I love it – thanks for the recommendation!

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  6. Michael Belfry Avatar
    Michael Belfry

    Sounds like you have an effective system set up, Elise… I love that you hang your monthly to-do list above your desk. Pretty hard to ignore it when it’s displayed in such a prominent place! : )

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  7. christie spencer Avatar
    christie spencer

    I love seeing other people’s setups as well. I am intrigued about the highlighters as well… what do you highlight and when? And what do the colors mean?? Thanks, as always, Elise!

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  8. Brianna Avatar
    Brianna

    This is super helpful. I make daily to dos, but never considered having bigger tasks for the month.

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  9. Jen Avatar
    Jen

    Thanks for sharing this! I always like to see how others organize their to do lists. I was never good at paper planners but my iPad and iPhone have helped organize my life so much.

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  10. Margaret Avatar
    Margaret

    I like that you do both short and medium to do list. I love paper calendars but they never have enough room and digital is great for a lot but I always miss writing something at some point so I don’t rely on them. I’m going to try your larger size calendar and your method.
    Thanks!

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  11. elise blaha cripe Avatar
    elise blaha cripe

    yes! I meant to link to that!! I use it to PLAN out projects all the time, but not to schedule actual activities if that makes sense.

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  12. elise blaha cripe Avatar
    elise blaha cripe

    not at all, whatever is closest. 🙂

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  13. elise blaha cripe Avatar
    elise blaha cripe

    no special meaning!! 🙂

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  14. Kerrie Avatar
    Kerrie

    I have a sort of related question…I’m sure you have a notebook or something that you keep all your ideas/thoughts in. How often do you go through it and turn ideas/thoughts into actionable items? Also, do you highlight an item when it’s completed? (apparently we are all super intrigued by bright colorful things!)

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  15. yours truly, melissa Avatar
    yours truly, melissa

    I love seeing how people organize things! I actually have a planner from the exact same shop (maybe from a link you’ve done in the past?) and I love it! I use a highlighter as well. I definitely plan on getting another one.
    So what about your non-work related tasks? Laundry, clean kitchen, grocery shop, etc? Do you make a separate list for those everyday tasks as well? I tend to write those things in my paper planner…

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  16. Ann Avatar
    Ann

    Thank you for this post. I started a monthly list in Evernote, especially the reoccurring items that happen monthly. This way when I print out the month I don’t need to add things again and again (bookwork item, i.e. taxes, reports, payments). I could never figure out how to incorporate my paper calendar that I carry daily. This turned on some lightbulbs. I use the same planner you have – bought it from the link you shared. Thanks again.

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  17. Ann Avatar
    Ann

    I wanted to share that I use different highlight colors for different things. Green in volunteering and blue is scrapbooking. This way when I need to record hours for volunteering they are easy to find and when I complain I don’t have time to scrapbook I just have to look for the color blue in my calendar to remind me of the days I did actually get something done.

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  18. elise blaha cripe Avatar
    elise blaha cripe

    I don’t keep a list of “ideas” but when I have an idea that I am going to move forward on, I work it out in my behance book (more on this here: ttp://eliseblaha.typepad.com/golden/2014/04/whats-in-my-behance-action-book.html)
    I highlight when items are complete, yes. 🙂

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  19. Lisa Avatar
    Lisa

    I’m with Jessica Rodarte. These are my absolute favorite posts you do! Also just listen to podcast 19 I think and I am so mad people gave you such a hard time with your Dear Ellerie letters. You are FANTASTIC!!!! Go with your heart…your greatness shines through and those of us who love you will stick right by your side! Boo to mean people!!

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  20. Wendy Avatar
    Wendy

    I use that planner with that cover too. Except mine is the “family planner” so that I could personalize it. I’m starting to think about what I want to do for next year’s planner. Thank you for posting this because it gives me new ideas!

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  21. goshery Avatar
    goshery

    One of my take-aways from this post is that you include posting on social media as a “to-do”. I need to be more deliberate about my social media posts; right now they are pretty random. As a long time reader I know that we work very differently (I spend more time making my planner look neat + organized than I’d like to admit!) but I always learn something that I can use from reading about your process. Love that!

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  22. Sarah Milligan Avatar
    Sarah Milligan

    I’m in awe of your organization/time management skills – myself being naturally the complete opposite but I’m always trying to work on it. I find it fascinating to see how you work through things and so I really appreciate posts like these. 🙂

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  23. Jess Avatar
    Jess

    I have a planner from the same shop and love it. Mine’s broken down into morning, evening and night with the three to do list items at the bottom, and it’s perfect for me. Outside of work, doing three larger things per day is the most I can handle so it’s nice to be able to break those things up (like shopping for a shower present today and a job interview tomorrow). And I meal plan with it, too! 🙂

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  24. Naomi Avatar
    Naomi

    Another great post Elise, and it inspired me to re-read some of your earlier ones. Your ‘one-touch’ rule for email has become a bit of a mantra for me – so it was useful to go back and read the other tips – think I’ll focus on allowing myself to drop things from my to-do list as my next improvement.
    I’m interested to know how and when you add tasks to the daily to-do list? How far in advance do you plan?
    Particularly inspired that you aim to get ahead of your schedule. I have a bad habit of reacting to high workloads by overestimating the number of tasks that can be done in a day, then getting behind and feeling stressed. I have a feeling you get over this by being ruthless about only adding your top priorities to your schedule, and being able to stop when something is ‘good enough’. Any other tips?

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  25. Alex Avatar
    Alex

    I love a good paper planner! I kept thinking I should change to an online system, but you’re so right about not forcing something that isn’t going to work for you. I like the planners with the week on the left page, and a notes page on the right for lots of list-making. If I don’t write it down it doesn’t get done.
    Perfect timing on this week’s podcast too. I am finding the ‘juggle’ especially hard lately. My twin boys just turned two. I rocked the productivity for the first 20 months or so, but things have been especially hard lately, because the nap time I rely on for work time is starting to harder to come by. We are just starting to look into some childcare options for the exact same reasons you state. (And oh, I’m so excited – I need game changers.)

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  26. Lori W. Avatar
    Lori W.

    Hi Elise!
    This is so great! I do have a few questions if you don’t mind… (Feel free to answer short and sweet since I know time is of the essence!)
    1. Is this strictly mapping out your “to-do’s” for the week or do you also keep your personal appointments and activities in this planner?
    2. If not, do you use google calendar or some other way to keep track of those things (and perhaps Paul’s too)?
    3. Do you follow the 30 minute timeline increments or do you simply write things in list-style regardless of what the time says?
    Thank you so much for sharing how you “get it done”!!

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  27. elise blaha cripe Avatar
    elise blaha cripe

    good question!
    If it’s a MAJOR item I’ll add it to the list but for the most part laundry, general cleaning, gas in the car, grocery shopping gets done without me thinking about it. If I have to straighten the house for something major, car check up, md appt, etc, that goes right on this list. I have just ONE daily to-do list. 🙂
    e

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  28. elise blaha cripe Avatar
    elise blaha cripe

    good question!
    I number priorities when I am feeling overwhelmed. so if I have six things to do on one day and I’m starting to panic, I rank them and then start with task one and work my way to task six. I find that accomplishing one thing gives me momentum and I start to really move through the list.
    As far as good enough, that’s just something that’s come with practice. I HAVE to be content with “good enough” or nothing (blog posts, podcasts, etc) would never get done. 🙂

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  29. elise blaha cripe Avatar
    elise blaha cripe

    it all goes here, appts, etc.
    other than a monthly list and my ed cal, I use NOTHING else. I do keep paul’s schedule (night shifts, etc) in this planner on the month breakdown page.
    I am sort of random about that. if something is a specific time and I have space in the column, I will write it there but there is no hour by hour breakdown or “order” to the list. 🙂

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  30. Emily Avatar
    Emily

    I love seeing how other people work and organize. It’s so satisfying somehow! Have you checked out the “How I Work” series on LifeHacker? I think you’d dig it!

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  31. J3SS1C4 Avatar
    J3SS1C4

    What a great post! It’s always fun to read about how other people organise their to do lists and tasks! I use the list on my calendar each day at work, but I’ve never been as good at doing it at home. I’m one of those people that tends to let the tasks linger for longer then they should too… Especially when I’m tired. This post is is encouraging me to work towards being a little more organised. Also, I love all of the comments here!

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  32. lisa valinsky Avatar
    lisa valinsky

    Thanks for sharing this. I’m working through my first Plum Paper planner (thanks for the rec!), and love it. I use it for work a ton – I added extra pages to the back, so I can record my notes from meetings and phone calls and to do lists for my staff, etc.
    I also love how you share what works for YOU. Your technique sounds great but you know that it doesn’t work for everyone, but we may all take an idea or inspiration here and there. 🙂

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  33. MK Avatar
    MK

    I don’t know if you still get residual income from your “I Choose” workshop, but I thought it was very helpful and fun. Maybe the link would help others too
    http://www.bigpictureclasses.com/ichoose.php
    We moved into a new home, and it has helped tremendously with the updating room by room. Goal One: Eliminate the faux mint chocolate chip green paint in every room. LOL!

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  34. janine Avatar
    janine

    this plannng system actually makes so much sense. And doens’t sound like a lot of work either.
    I am still in search of a system that works for my.
    Currently I’m trying out the “Bullet journal” system.
    It kind of works. Only thing that bothers me about it is the size of notebook that it requires me to use. It’s actually a tad big for my liking and therefore I don’t always carry it with me. But since i’ve bought an “expensive” moleskine for it I am making myself use it.
    it helps but i’ve already found that i just put too much stuff on my to do list.

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  35. JenEverAfter Avatar
    JenEverAfter

    I think my biggest problem is that I put everything I want to do on my to-do list, and then I barely get through half of it, so I’ve got all this stuff left over, plus whatever is going on the next day, and after a few days I’m feeling like my to-do list is worthless and I’m never going to get anything done! I am trying to be more realistic about what I can actually accomplish in a day, but I was wondering – what do you do when you don’t make it through your whole list? Do you stay up late until everything is crossed off? Or does it roll into tomorrow?

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  36. Renske Avatar
    Renske

    So in the Action Book you write WHAT you want to do and in your planner your write WHEN you want to do it?

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  37. Renske Avatar
    Renske

    Do you have a routine for these non-work related tasks? If so,
    I would love to hear about it!

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  38. Renske Avatar
    Renske

    I just my email as a to-do list as well. I really love the app Mailbox. If I get an email that I know I don’t need right now, but I’ll be using it in the weekend, I can ‘ask’ it to deliver the email to my inbox on Saturday again. (Or whatever time/date I want…) I’m not sure if I explained it correctly, but this app is such a life-saver to me!

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  39. elise blaha cripe Avatar
    elise blaha cripe

    nope! just GET THEM DONE. 😉

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  40. elise blaha cripe Avatar
    elise blaha cripe

    oh thank you! happy to hear you enjoyed the class.

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  41. elise blaha cripe Avatar
    elise blaha cripe

    the action book is for brainstorming and breaking things down. I guess you could call it the WHAT. But I don’t really cross out from there, I cross out from my paper planner.

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  42. Emily Dismukes Avatar
    Emily Dismukes

    Posts like these are some of my favorites from you! I absolutely love seeing how other people plan and organize and work. I pretty much have my own system worked out at this point – it involves a Filofax, colored pens, and Google Calendar. I should post about it soon. Thanks for sharing your system, though. I really need to work on getting a better email system down. I am terrible about taking care of email in a timely manner.

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  43. zaby Avatar
    zaby

    I have a problem with time management am glad i read this post

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  44. Littleminx.wordpress.com Avatar
    Littleminx.wordpress.com

    I find these posts really interesting & informative – thank you for sharing

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  45. Kristin Avatar
    Kristin

    I loved seeing your planner. I used to use a weekly planner and then changed to digital. But my digital list and calendar only work if I actually open them, and sadly, I don’t open them enough. I’m always missing things.. There is nothing like the visual of seeing what you have accomplished crossed off the list.

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  46. Susan Avatar
    Susan

    I’m giving a talk on strategies to help folks with ADHD and part of my talk is about using daily planners. I’d love to include one of the photos you’ve posted above with your permission. Dr. Susan McCrea

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