Smart To-Do Lists Get Things Done

To-do lists are great if they work. But just making a to-do list isn’t enough. You eventually have to act on it. Usually, these lists become a black hole into which everything you need to get done for your business, home, and life disappears. The result is that you end up doing nothing. But you do have that list. Isn’t that enough?

Creating a big long list starts to feel productive. It’s almost as if you’re actually getting started on a few of these items simply by acknowledging your need to do them. And finally, the act of writing a list can be so satisfying you don’t feel an immediate need to get started on the first item.

You’ve got a smart phone and a smart computer. Now it’s time to create a smart to-do list.

Keep it short. Can you accomplish two important tasks each day? A long to-do list of more than two pages can be intimidating. It’s actually better to have make several shorter lists. At first, you may think that all the items on your list have equal value, but that’s usually not the case. Limit your list to 10 items each week.

Prioritize the things you have to do. Put the important ones on your main list and the others on a secondary list. Often the items on this second list have no immediate deadline, so you can check them off as you have time to do them. If one or more of them becomes important, you can always add it to your main list.

Focus on what’s important first. Differentiate between productive tasks and satisfying time wasters.

When creating your list, use action words. Also, create a short command sentence for each item, not just a word or a phrase. For instance, “Research and write my writing blog for this week.”

Just as in your writing, you need to be as specific as possible when creating your to-do list. The more specific you can be, the better. Instead of “marketing,” write: “Identify five new markets for my articles and send queries to their editors.” The more specific you are, the more actionable your list will become. Once you know what you want to accomplish, it’s easy to make a to-do list of steps to get it done.

Use technology to create your list. You may prefer writing your list on a piece of paper. But with all the devices and special software programs at your disposal, you may want to consider trying something different. Take Evernote, for example. This neat application allows you to create notes, and, yes, a to-do list on any of several devices—desktop computer, laptop computer, cell phone, tablet—and then access them on all of the devices at any time.

Another great feature of Evernote is Evernote Web Clipper. With this application, you can save articles, links, and even full Web pages to read later. It’s better than a bookmark because you can only bookmark sites in a particular browser on an individual device. But with Evernote, your bookmarks or articles travel with you so that you can access them at any time.

The same applies to your to-do list. If you write your list on a piece of paper, you have to go into your office to read it and act on what’s listed. But with your list traveling with you, you can access it at any time and complete tasks using different devices, thus increasing productivity.

Of course, you can do much of what Evernote does on Google Calendar or on Yahoo. But saving notes, to-do lists, photos, Web pages, music, and more allows you to become more productive by making the best use of the time you have.

As you head into a freelance career, remember a large part of your success will depend on your ability to work through an ever-growing list of things to do. Creating a smart to-do list will help you prioritize what you have to do, so you get things done.

Time Marches On

Happy New Year! Yes, folks, it’s time to start over again. Funny how this one day can make such a difference. Personally, I try to use this day to get myself and my business reorganized for the coming year.  As the year rolls on, things seem to unravel. My recordkeeping seems to go awry. My thoughts about writing seem to get more vague, the direction for my business seems to wander.  And I suppose I can thank the Romans, specifically Julius Caesar, for making New Year’s Day such an auspicious occasion. This year, like the year 2000, is even more special because it's the start of a new decade--or is it?

Originally, the Romans numbered years ab urbe condita (a.u.c.), that is, "from the founding of the city" of Rome. Had this early Roman calendar remained in use, January 14, 2010 would have been New Year's Day in the year 2763 a.u.c.

Following his conquest of Egypt in 48 B.C.–now known as B.C.E. (Before the Common Era)–Julius Caesar consulted the Alexandrian astronomer Sosigenes about calendar reform since the a.u.c. calendar didn’t meet the needs of the emerging empire. The calendar which Caesar adopted in the year 709 a.u.c.–now 46 B.C.E (Common Era)– was identical to the Alexandrian Aristarchus' calendar of 239 B.C., which consisted of a 12-month year of 365 days with an extra day every fourth year.

But Caesar wanted to start the year on the Spring Equinox or the Winter Solstice. However, the Roman Senate, which traditionally took office on January 1st, the start of the Roman civil calendar year, wanted to keep January 1st as the start of the year. So Caesar yielded.

The Roman date-keepers initially misunderstood Caesar's instructions and erroneously held every third year, rather than every fourth year, to be a leap year.  After some dispute, Augustus Caesar (Julius Caesar's successor) suspended leap years, reinstating them with the leap year of 4 C.E.

Another source of uncertainty regarding exact dating of days at this time derives from changes made by Augustus to the lengths of the months. According to some accounts, originally the month of February had 29 days and in leap years 30 days. February lost a day because at some point the fifth and six months of the old Roman calendar were renamed as Julius and Augustus respectively, in honor of them, and the number of days in August, previously 30, now became 31–the same as July–so that Augustus Caesar wouldn’t be regarded as inferior to Julius Caesar. The extra day needed for August was taken from the end of February.

However, there’s still no certainty regarding this, so all dates prior to C.E. 4, when the Julian Calendar finally stabilized, are uncertain.

The Roman abbot Dionysius Exiguus instituted the system of numbering years A.D.–short for "Anni Domini Nostri Jesu Christi"–in 527 A.D. He figured that the Incarnation had occurred on March 25, 754 a.u.c., with the birth of Jesus occurring nine months later. Thus, he designated the year 754 a.u.c. as the year 1 C.E.

There’s a question whether the first Christian millennium should be counted from 1 C.E. or from the year preceding it. According to Dionysius, the Incarnation occurred on March 25th of the year preceding 1 C.E.., with the birth of Jesus occurring nine months later on December 25th.  Therefore, it’s reasonable to regard that year, rather than 1 C.E. as the first year of the Christian Era. In that case, 1 C.E. is the second year, 999 A.D. is the 1000th year, and 1999 C.E. is the final year of the second Common millennium, making 2000 C.E. the first year of the third millenium. So, by this theory, all those who celebrated the new millennium on December 31, 1999, had the right year. Therefore, 2010 is, indeed, the beginning of a new decade.