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Recently, Mallory (a UNC undergraduate student) asked me how I manage multiple, ongoing projects. In particular, she wanted advice on how to improve on the fact that she sometimes (many times?) takes more time than allotted to complete a specific task.

I responded by focusing on the use of “To Do” lists to keep track of projects and tasks. I admitted that I, too, can be”To Do” list management challenged. I can be distracted by a specific task that takes too long or by something not related to the project at hand or underestimate how the time it takes to complete a task.

In my experience, there are four keys to successful “To Do” list management:

1) Trial and Error

• Accurately estimating time to completion for complex tasks can be difficult. You can improve your time estimation skill by putting them to use on simpler or related tasks. With practice, you should get better at setting realistic timing goals, even with a new task.
• For tasks that take more than an hour or so, don’t forget to factor in breaks, your energy level at that time of day, whether the task is new to you or complex, etc.

2) Complete Honesty

To set realistic timing goals, you have to be completely honest with yourself and what you do with your time. Yes, you may want to avoid checking social media for two hours. How likely are you to do so? Do your team meetings usually take more time than allotted? Make sure your schedule reflects that (or change the team dynamic). Have you noticed that you actually 30 minutes to complete a task, though you think it should take less time? Schedule the 30 minutes until you actually do better.

3) Discipline/Focus

One of the best ways to meet timing goals is to stay focused on the task at hand and set realistic goals. Given that we will not be able to do that in every situation, the next best and most practical approach is to factor in time to assess your progress. Taking a few minutes every few hours or a couple of times a day to review your goals for that day can help you stay focused, make timely adjustments and minimize any negative consequence of missing your timing targets.

4) Give Yourself a Break

Please remember that your “To Do” list is YOURS. I.e., It is a self-help tool that can be used in whatever way works best for you or not at all. Don’t let the list or managing the list cause extra stress.

Also, sometimes distractions and deviations from your plan are good for you. They can signal the need to recharge physically and mentally or to change your approach. As the saying goes, “The best laid plans….”

There’s an App for That (of course)

“To Do” list apps can help you keep track of tasks and timing. You can then access your information via your computer and mobile devices. Some of these apps are free, and some cost a few dollars.

Also, the “To Do” list apps are simpler versions of or can be part of more sophisticated project management apps. Some of them allow you to form teams and assign and manage tasks and projects across groups of people.

A few examples:

• http://www.huffingtonpost.com/2012/10/23/streamline-to-do-list_n_2005690.html
• http://mashable.com/2012/08/29/to-do-list-apps-mobile/

Finally, here is a great app for keeping track of homework, tests, projects and lessons via all kinds of devices with internet access: myHomework app.