Creating a realistic and actionable To-Do list can feel like a daunting task for a busy physician. 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 your ideal life.

In this article, I’m going to share twelve actionable and realistic tips that will help you to develop your own sustainable To-Do List practice.

Tip Number One: Write it Out

I encourage you to write out your list and carry it with you, rather than using your computer or phone.  Research shows that handwriting notes, including 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 will do.

Tip Number Two: 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

·        planning

·        study time

·        personal appointments

·        exercise

·        meditation

·        creative endeavors

·        any other personal “wants” that are meaningful to you

Tip Number Three: Make a Weekly Appointment with Your List

Each Sunday night, spend ten to fifteen minutes creating a list of your weekly tasks, keeping the above list in mind.

Be sure to include tasks that may not be due the following week, but that might require planning over the next several weeks to months. For those tasks, make note of the deadline so that you can prompt yourself to plan accordingly. These might include

·        lectures

·        papers

·        vacation planning

·        studying for boards

·        tax preparation

·        business planning

Tip Number Four: Take Ten Minutes Every Evening

Each evening, review your tasks from the day, revisit the weekly task list, and create a list for the following day. Include a general range of time required to complete each task so that you can plan realistically.

Don’t forget to take into account steps that you need to take to reach your upcoming deadlines. Keep these events in mind as you plan your list and break down the necessary steps into actionable tasks.

Tip Number Five: Prioritize, Delegate, and Delete

Prioritize your tasks so that the most important things take priority.

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 put those steps on your list. Although this can take some time at the beginning, it will save you multiples of time once you’ve put the process in place.

Tip Number Six: 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, as can happen when you try to multitask. It can also help you to avoid procrastination. By batching your tasks, you’ll optimize the time you spend getting the work done and will be more focused as you do the work. And it will give you more breathing room, or margin, for other activities.

If you know that you’ll have specific open times on your work schedule, think about scheduling some of these tasks or clusters of tasks during these pauses. Of course, you may also choose to use those times to catch up on your EHR tasks, so be realistic about your workload.

Tip Number Seven: Take Advantage of Unexpected Open Time

Refer to your list when you find yourself with unexpected open time, especially when the tasks only require limited blocks of concentrated effort.

Tip Number Eight: Use a Timer

After you’ve finished with your patient care responsibilities for the day, or when you have a defined pause, use a timer to encourage yourself to maintain focus. Twenty- to thirty-minute segments are usually a good idea. But when you’re struggling to get started, even a five-to-ten-minute commitment can get the task launched. The important thing is to overcome the inertia that might be holding you back. If possible, turn off the sound on your phone or computer to limit interruptions during high-focus times.

Tip Number Nine: Budget Your Energy

Think about optimizing the way you use your time. Use your low-energy times, like the end of a busy day, for the activities that require the least amount of focus. And use the times where you have the most mental energy for those things that require creativity and mental flow.

Tip Number Ten: Beware of the Energy Drain from Your Devices

It goes without saying that device use is a necessity in patient care and administrative work. But it can also be an attention drain. Consider setting a timer for checking email or surfing the web. And whenever possible, batch your email time so that you’re not constantly checking your inbox. Delete, unsubscribe, or delegate whenever possible.

Tip Number Eleven: Allow Time for a Pause

Whenever feasible, allow time for mental pauses. Most people need at least 5-10 minutes per hour in order to maintain optimal focus. Although that may not always be possible during the busiest times of your workday, try to build brief pauses into the structure of your after-hours time.

Consider adding a 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.

Tip Number Twelve: 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. If you skip a few days, just start over. Choose a method that will be easy to access and easy to remember. And make sure to take a little time at the end of each day to review the day’s tasks and set up your list for tomorrow.

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