The concept of the to-do list is no rocket science. So, we’re going to skip the part where we explain “what is a to-do list?” and “what are the benefits of the to-do list?” This article is going to be all about making things easier.
Now, an ordinary to-do list doesn’t (and shouldn’t) take more than 30-40 minutes to set up. However, surprisingly, teams and individuals have admitted that they have been spending hours, every day, to set up their to-do list. It’s like they’re spending more time preparing for the work instead of actually doing it.
According to a Harvard Business Review study, 90 percent of managers waste time because of poor time management. Time can be better managed through to-do lists, among other things.
In an ideal scenario, an individual or a team should be able to able to jot down their tasks and priorities for the day in a few minutes. By doing so, they get the flexibility to work how they need to. After all, the entire point of having a to-do list is to get on with work as needed and improve overall productivity.
Considering the fact that teams are spending more-than-required time on creating a to-do list and figuring their priorities—it seems like we’re in need of a smarter, faster alternative.
And ta-da! There comes a to-do list template.
What Are To-Do List Templates?
As the name implies, a to-do list template is a basic to-do list layout that can be customized as per your daily/weekly/monthly to-do list. These to-do list templates aren’t any different from a project template or any other kind of a template you may use at work. They all are built around the same idea—to cut down on wasted time and increase productivity.
Why We Need A To-Do List Template?
If you still need convincing about the importance of a to-do list template, just look at your day and ask yourself—do you have even a minute to spare? If you’re like most professionals, your answer is most likely to be “NO”. Whether you’re working or just living your life, there are more than a dozen tasks that need to be completed in a single day—you have bills to pay, you have places to be, you have deadlines to meet. On top of that, you’ve to sort all these tasks, write them down on your to-do list, decide what needs to be done first, and check off each task from your list.
Under such circumstances, it is often difficult to keep your head clear and stay organized, and productive with the 24 hours you have. However, using a to-do list template or a to-do list app really helps to take the edge off. They not only make your work more manageable, but they also save you loads of time, which means it’s more likely to get more tasks completed.
Now, that’s just one advantage of using a to-do list template, here are some more if you still need a reason to use one.
- To-do list templates save you lots of time and keep you from feeling overwhelmed.
- To-do list templates provide you a sense of progress and moving forward.
- With a to-do list template, you spend less time planning and more time executing.
- With to-do lists, you get a hold of all the information you need to remember to get work done.
- To-do list templates let you concentrate on those tasks that are critical, without wasting your time.
- The to-do list template serves as a motivational tool. It offers a sense of accomplishment as you cross each task off the list.
How to Use A To-Do List Template?
Well, that’s quite easy. In the case of a to-do list template, you just have to download the template, fill in all the details, customize it as per your needs—and voila!—you’re all good to go!
Once you’ve downloaded a to-do list template—say a free one. Here are a few simple steps that you need to follow:
- Add to-do list items (tasks)
First, enter a descriptive name for each task that you wish to work on for that particular day/week/month.
- Track each task’s status
Assign a status (Not Started, In Progress, Completed and On-Hold) to each task.
- Set due dates
Set clear expectations for the assignees by entering the start date and due date for each task in the task list.
- Assign tasks
Specifying which individual or group will carry out the work.
- Mention task budgets and costs (optional)
State how much time has to be budgeted for each task. Once a task is complete, log the time spent on it and compare it with the estimated time to evaluate performance.
What Are The Best To-Do List Templates?
Now that we’ve walked you through the basic steps of using a to-do list template, let’s take a look at some of the best, most common types of to-do list templates.
- General to-do list templates
This is a perfect kind of to-do list template for any/every occasion. It has plenty of room for customization and it comes in several formats, including those for Microsoft Word, Excel, Google Docs, Google Sheets, etc. Apps in this category include ProofHub, Any.do, and Wunderlist.
- Daily to-do list templates
Daily to-do list template is designed with three key goals in mind—it allows you to record the date, write out your own tasks, and track progress as you go. To-do list templates are built around the idea of simplicity, and this template is no exception—it’s simple enough to prevent any distraction but customizable enough to support infinite use-cases. Apps in this category include ProofHub, OmniFocus and Todoist.
- Weekly to-do list templates
With Weekly to-do list template, it’s incredibly easy to jot down tasks for every day of the week, and then track progress in one central place. No longer you have to worry about ruining your to-do list with mistakes like ticking off the wrong task. You can edit and update every item of this task list to suit your needs, no matter how many times. Apps that fit best in this category are ProofHub, Toodledo and Nozbe.
- Team-based to-do list templates
Team-based to-do list templates are the kind of to-do lists where you can assign any member of the team to the tasks in the task list. Plus, you can invite them to collaborate on the task list as you run it. This template enables you to record the tasks you need to get done, along with the individuals/groups responsible for getting each task done—thereby making work easier than ever. Apps in this category include ProofHub, Trello, LeanKit, and KanbanFlow.
BONUS! Manage Your Task Lists, Tasks & More With ProofHub
To take your everyday productivity and task management skills to the next level, the to-do list isn’t enough.
It’s effective, but not enough.
You need more power and control in your hands. The power that comes from having fluid communication and using automated solutions such as Kanban tool, Gantt chart software, time tracking app, reporting tool, invoicing software, etc.
ProofHub is an all-in-one project management software and collaboration solution that combines the benefits of all these automated tools (and more) within one software suite. It simplifies and speeds up the various aspects of managing projects/tasks/teams and achieving goals.
How to add task lists and tasks in ProofHub?
Yes, ProofHub allows you to create and manage task lists and tasks. Here’s how.
Steps To Add Task List
- Select a Project
- Go to the “Tasks” section of the project
- Click “Add” from the top left corner and select “List”
- Add “Title” for the task list
- Associate a workflow with the task list
- Add “Subscribers” to the task list
- Select and manage “Subscriber Stages”
- Check “Mark As Private” if you want to keep this task list as private
- Check “Display List In Gantt Chart” to display your task list in the Gantt section of the project
- Check “Enable Time Tracking” if you want to track the time spent on the task list and select a Timesheet to associate with the list
- Check “Associate A Milestone” if you want to associate the task list with a milestone
- Click “Add”
Steps To Add Tasks
- Select a Project
- Go to the “Tasks” section of the project
- Click “Add” from the top left corner and select “Task”
- Add “Title” and “Description” for the task
- Add “Assignees” to the task
- Add a “Start Date” and “Due Date”
- Select “Labels” to assign to the task
- Check “Estimated Time” to add estimated hours to the task
- Attach files, if needed
- Click “Add”
Do you get to-do list templates in ProofHub?
In ProofHub, you have the option to create task lists and then create copies of those task lists to be used in the future. It lets you create a copy of task lists and reuse them whenever needed without having to start from scratch.
In addition to creating and managing task lists and tasks within a project, here’s what else ProofHub powers you to perform.
- Visualize, Prioritize Tasks
With ProofHub Kanban board, you get a clear view of work in progress in your desired task workflow.
- Set Dependencies
With ProofHub Gantt charts, you are able to visualize and plan tasks more efficiently. Plus, you get to set dependencies between tasks and easily adjust your plans as deadlines shift.
- Create Private Task Lists
In ProofHub, you have the option to limit the visibility of tasks to specific people whenever you want using private task lists.
- Communicate Via Comments
In ProofHub, teams can share ideas, inputs or feedback on specific tasks by adding comments on those particular tasks.
- Create Subtasks
ProofHub lets you break complex tasks into smaller and more manageable subtasks. Plus, you can select different assignees and define who works on what part.
- Add Labels
In ProofHub, you can use custom labels to differentiate, prioritize, and organize tasks. Also, you can filter a list of all tasks under one label.
- Set Estimates
In ProofHub, you can set time estimates to define how much time it should take to complete a task.
- Track Time
ProofHub lets you track time manually as well as using timers and save in timesheets from right where you are, all using one software.
- Track Real-Time Progress
In ProofHub, you can track the real-time progress of tasks via Progress percentage. You can mark the progress percentage of tasks and get a clear view of how much work is done and how much is left.
- Track Task history
ProofHub makes it easier for you and your team to keep track of who created the tasks and when/who all made changes to tasks right from the beginning via task history.
- Manage Recurring Tasks
In ProofHub, you have the option to set a task to recur on a regular basis. This feature helps to make sure that you do not have to add the same task manually again and again.
- Attach Files
ProofHub lets you attach files and documents from your computer, Dropbox, Google Drive, OneDrive, and Box to the tasks.
- Proof Files
In ProofHub, you can review files, proof them, collaborate, and approve them right where you are. No need to switch screens.
So, here’s everything you need (or may need) to know about to-do list templates. We hope we were able to give you inspiration and ideas to improve your and your team’s productivity threefold.
