5 Biggest “To-Do List” Mistakes Small Business People Make
Ask any small business owner their number one desire on a daily basis, and many will tell you they need to get a handle on their seemingly endless to-do list. In fact, in a recent online survey, small business owners ranked feeling overwhelmed by the sheer volume of their day-to-day activities as a major source of stress. The good news is that, with a few tweaks, the tried-and-true pen and paper to-do list can once again become your ally in efficiency, providing you learn to avoid the 5 biggest “to-do list” mistakes small business owners make.
To-Do List Mistake #1 – No Action List
Do you ever try to make it through the day remembering everything you need to get done? Do you invest more mental energy in recalling what to do than in actually doing it? When it comes to getting things done, keeping everything as a list in your head rates as one of the biggest mistakes anyone can make. You devote all your time and mental energy trying to remember everything you need to get done, instead of taking action.
Also, trying to keep everything “in mind” easily leads to confusion and feelings of overwhelm because you focus on trying to remember what to do next instead of focusing on the task at hand. If you don’t operate with an action list, you create needless struggle for yourself and those around you.
To-Do List Mistake #2 – Over-load/ Under-load
Most people start out trying to accomplish too much in a single day. They rest up over the weekend and wake up Monday morning ready to tackle the world. They list off the 10 things they know they can get done to start the week out right — and then crash and burn by 4:00 p.m. Monday!
On the other hand, other people greatly underestimate how much they can accomplish during the week and arrive at Friday evening with less done than they otherwise could with some basic planning and pacing. The solution: plan out 2-4 activities a day in addition to your regular duties and then adjust your pace based on size and complexity of the tasks.
To-Do List Mistake #3 – No “At-a-Glance” List
I know people who operate with 6-page to-do lists and think they can get everything done. They may believe that, but their results prove otherwise. Smart people organize their to-do’s by maintaining 2 simple lists at the same time. The first list serves as the “master” list, which lists off all the actions and results necessary for a successful outcome, whether over time, or for a specific project.
The second list is the “at-a-glance” list of what you need to get done today, this morning, or this afternoon. This working list contains no more than 2 to 4 immediate action items, does NOT require any fancy software, and keeps feelings of overwhelm at bay because you’re focused on things you can get done relatively quickly . All you need is a pen, paper, and maybe a calendar (and Google’s free online calendar works just fine for this).
To-Do List Mistake #4 – No “Closed Door” time
How can you get anything done if you’re constantly interrupted? What kind of example do you set for others if you can’t control your own to-do list? Everyone needs some “closed-door” time to catch up on action items and refocus. Schedule an hour in the morning and an hour in the afternoon, put it on your calendar, and allow yourself enough time to get into a groove. Hold this time sacred, which means no calls (unless you make them), no walk-ins, and no chitchat time. Use these two hours to handle the important items that always seem to take a back seat to the urgent fires that pop up endlessly over the course of any day.
To-Do List Mistake #5 – No Marketing Time Scheduled Daily
No matter what you do, every small business needs more sales and customers through the front door. Sadly, very few consistently schedule marketing activities into their day, let alone make marketing an integral part of their to-do list. Schedule a “Marketing Power Hour” at least 3 times a week to concentrate on new marketing activities.
Ideally, we should all devote at least one hour a day to new marketing activities, finding new marketing avenues, new advertising sources, and testing new angles to attract customers. In the end, marketing activities should be the most valuable items on every small business owner’s to-do list.
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23 Responses
It is absolutely true. I always get a ton more done when I have a handwritten list of a reasonable number of things to accomplish each day.
Another tip I might add is when you have a big task, it is better to break it down into smaller tasks.
OK, one more. Do the task you don’t want to do (that probably needs to be done the most) first and get it out of the way. Its clear sailing after that!
Hi Carole,
Great points… one thing I’ve found is to do one “easy” thing first to build momentum, then hit the hardest one next… use the first as a warmup. Both methods work… key is to GET it done, but keep it simple and doable 
Jim
Karen,
Admitting is the first step in the solution 
Jim
Thanks for tweeting!
Jim
Hi Jim,
Great article. I have a Excel To Do List which I input and prioritize every ( well,most) days. Trouble is I run out of poof by the afternoon! I seem to get all the urget,reactive stuff done first and then run out of energy for the big picture stuff.
I probably should become a member again and attend your webinar! (I always loved them! You’re a great teacher!)
Cheers,
Your aussie friend,
Tamar
Sound advice, Jim
One thing I might add is to put an income-related task at the head of the list. It seems, for me anyway, that I fill my time with busy work and postpone the marketing stuff. I’ve had an e-book 90% done for two weeks now, and there it hangs.
At least with that priority satisfied – even if only in part – the day will have been well spent regardless how far I get on the day’s to-do list.
In the end, we’re doing this to make a living…
I really enjoyed that post, Jim. I’d be interested in seeing you expand some more on item #5. I never considered actually putting “Marketing Power Hour” down on a list before. This is something that might require its own unique list… attack as many of these items as you can in one hour… it might turn out to be the best part of your day.
Jim – tonight I listened to the first segment of your Instant Word Press Traffic and applied them to my blog. I post a blog on a high volume key word and am in the #5 slot on Google. wow! Really great information. Putting professional development on your daily to do list is a must. We need to keep moving forward. Thanks for all the great training you provide. Sue
Thanks for the great reminders, it always helps to see it in print. I am guilty of thinking I can get much more done in a day than I actually can. It goes back to that Master List and immediate action list so that you can see that you really are making headway!
I agree… I always do an easy task first to build momentum and then tackle the harder tasks.
But, one thing that has worked very well for me in the last 3 months is to look at my list of to-do’s and try to outsource 80% of it. When I started doing this I was concerned about paying someone else to do it, but it gave me more time to think which has helped considerably.
Great post Jim…
Cheers
Ian McConnell
Western Australia
Right On Jim.
The times I used a daily list in my life have always been the most productive and successful.
I usually keep two lists. Today’s To Do/Action Items and a Running Project List.
The Running Project List serves as a way to keep track of bigger projects and ideas, so I don’t lose them, and also so I don’t overstuff my daily to do list.
I can tell when I am overloading or under loading my daily list pretty easily. If I am having to carry things over from today to tomorrow, I am over estimating my ability to get too many things done.
If I am getting everything done early too many days in a row, I know I am not giving myself enough action items, so I look to my Running Project List and pull off the next logical step or two.
Thanks for a great article.
Sharon
Hi All,
I love this list, and also have one thing to add- when you take your hour to focus, turn off the radio, tele, etc, and perhaps just have some music or silence. Here in Ireland this is just a steady stream of doom and gloom, and it is nice to have an hour out where ‘all is well with the world’.
April
April,
Awesome…. I agree 1000%
Jim
Sharon,
You’re right on track with that!
Jim
Hi Ian,
That’s great!
Jim
Sue – good for you!
That is awesome
Jim
We do a marketing power hour all the time
It’s a great habit to be in!
Jim
Phil,
That’s a great point!
Jim
Hi Tamar,
Long time no talk… did you survive the floods okay?
Jim
I’m guilty of taking on to much and getting overwhelm which leads to not getting enough marketing done.
Thanks for the great insight Jim.
Celene Harrelson
This post was definitely accurate. I am a big fan of list-making, but it must be done in a productive way. I think many people do make some of these mistakes, the most common being the creation of one master list with 100 things to accomplish. This creates overwhelm and it’s a surefire way to burn out quickly.
Thanks for the reminders. I’m guilty of #1-5.
And, I know it’s bad.