Twelve Tips for Creating Realistic To-Do Lists for Busy Physicians
An earlier version of this article was published on this website in July, 2023.
Creating a realistic and actionable To-Do list can feel like a daunting task when you feel like you’re just trying to keep your head above water. But the truth is that your To-Do list can free up hours of your valuable time, create structure out of chaos, and help you to reach goals that will bring you closer to the life you’re dreaming of.
In this article, I’ll share twelve realistic and actionable tips that will help you create a sustainable to-do list practice. You don’t have to do everything at once to make a difference. Choose one or two to begin, and check in with yourself in a week to notice what has changed.
Write it Out
Instead of relying on your computer or your phone, write out your daily to-do list by hand and carry it with you. Research shows that handwriting notes, including important schedule reminders, activates the brain’s memory functions more strongly than entering the information into an electronic device. My favorite tool is my Bullet Journal. But a simple piece of paper that you can slip into your pocket will do.
Don’t Include Everything
Your To-Do list should not include patient appointments, consults, rounds, or other foundational tasks of your practice. Instead, use it to create and keep track of tasks such as
✅Meetings
✅Strategic tasks
✅Study time
✅Personal appointments
✅Exercise
✅Family commitments
✅Home projects
✅Anything else that feels meaningful and important
Schedule a Weekly Appointment with Your List
Choose a regular time each week to devote ten to fifteen minutes creating a list of your weekly tasks and goals. For me, Sunday evenings work best.
Be sure to include projects that may not be due the following week, but that might require planning over the next several weeks to months. That might mean breaking the project down into more manageable pieces. For those tasks, make a note of the deadline so that you can plan accordingly. These might include
⭕Lectures
⭕Papers
⭕Vacation planning
⭕Studying for boards
⭕Tax preparation
⭕Business planning
⭕Writing an article
⭕Learning a new skill
Take Ten Minutes Every Evening
Each evening, take ten minutes to review your tasks from the day, revisit your weekly task list, and create a list for the following day.
Don’t fall into the trap of adding more things to the list than you can reasonably accomplish. That can create a sense of failure, even if you’re checking off most of your boxes and getting things done. Instead, keep a separate list of longer-term goals and a general range of time required to complete each task. By revisiting that list regularly and keeping your plans realistic, you’ll set yourself up for success.
Prioritize, Delegate, and Delete
Prioritize your tasks so that the most important things get done first.
Before committing to your To-Do list, take a look to see if there are tasks that you can delegate or automate. If so, decide how you are going to do that and who needs to be involved, and put those steps on your list. Although this can take some time to work out at the beginning, it will save you multiples of time once you’ve put the process in place.
And don’t overlook the power of deletion. If there are things that are no longer important, saying no can be freeing. It will also open up more time for things that matter.
Batch Your Tasks
Now that you have your To-Do list, think about how you might organize or cluster several related tasks together. This is known as “batching”. Mentally, this keeps you from constantly switching context, a hazard of multitasking. It can also help you to avoid procrastination.
By batching your tasks, you’ll optimize your time and keep your focus. And that will give you more breathing room, or margin, for the things that matter the most to you.
Take Advantage of Unexpected Open Time
Consult your list when you find yourself with unexpected open time, especially when the tasks only require limited blocks of concentrated effort. Even 10 minutes of focused work can reduce your in-box burden.
Use a Timer
When possible, use a timer to encourage yourself to maintain focus. This could be on your phone, or you might even purchase an hour-glass to give yourself a visual cue. Twenty- to thirty-minute segments can be great for getting into a flow. But when you’re struggling to get started, even a five-to-ten-minute commitment can get the task launched.
The most important thing is to overcome the inertia that might be holding you back. If possible, turn off notifications on your phone or computer to limit interruptions during high-focus times.
Budget Your Energy
Think about optimizing the way you use your time. Do an energy audit for a few days to discover your peaks and valleys.
It might not always be possible, but try to use your low-energy times, like late afternoon or the end of a busy day, for things that demand the least amount of focus. And use the times where you have the most mental energy for those commitments that require creativity and mental flow.
Beware of the Energy Drain from Your Devices
Although device use is a necessity of life, it can also be an attention drain. Consider setting a timer for checking email or surfing the web, or putting limits on your apps. And whenever possible, batch your email time so that you’re not constantly checking your inbox. Delete, unsubscribe, or delegate whenever possible.
Make Time for a Pause
Whenever feasible, give yourself time for a mental pause. Most people need at least 5-10 minutes per hour in order to maintain optimal focus. Although that may not always be realistic during the busiest times of your workday, even a mindful breath can help you to reset before a stressful encounter.
Consider adding a short daily meditation to your To-Do list. You can use this as one of your mental pauses. A brief meditation using one of many available apps (including HeadSpace and Waking Up) may help you to re-focus the mind and let go of the stress of the day. By practicing mindfulness meditation regularly for even a few minutes, you’ll train yourself to become more present and less irritable.
Don’t Give Up
No matter how you structure your To-Do list, remember that it can take several weeks for a habit to stick. Choose a method that will be easy to access and easy to remember. If you skip a few days, simply start over. Begin to take a little time at the end of each day to review the day’s tasks and set up your list for tomorrow. You may be surprised how far it will take you.
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