The one thing you didnt know about your to-do list

The one thing you didnt know about your to-do listThe one thing you didnt know about your to-do listHave you ever noticed that some tasks on your to-do list get crossed off right away, making you feel like a productivity superstar? And other tasks well, they tend to stay on the list and no matter how hard you try, you cant get them to budge becauseTheyre overwhelmingYoure not sure where to startYouve got to rely on other people to do parts of itAnd so they stubbornly stay put on your to-do list, mocking you, shaking your confidence as someone who gets stuff done.Heres the problem.What youre thinking is a task is really a project in disguise. People who are able to move mountains fast know the difference.Lets take a look at the twoYou see, a task is something that will take one or two steps to complete. You schedule a time to do it, you take action, and finito its complete.On the other hand, a project is something thats much more complex. It may includeSeveral tasks or stepsStakehold ers or people that are invested in the outcomeThe need for several meetingsOther people or departments to get parts of it completedOutsourcing pieces of itA budgetNo wonder it wont budge.So lets take a different approach. First, confirm this is a project and not a task. Ask yourself if any of these applyMany tasks or stepsRequiring input or approval from someone elseThe need to outsource part of it to someone else to completeA big deadlineMany meetings to discuss issuesProgress reports to managementA monetary budgetThe impulse to curl up in a ball every time you think about it (just kidding no, not really)Now that its clear youre dealing with a project, you need to start thinking like a project manager.Step 1 Take it off your to-do listProjects are special, they get a time and action plan. This can be as simple as using a spreadsheet or a more sophisticated project-management app like Asana.Step 2 Get clear on the objective of the projectWhat is the intended outcome? Why? Who is re questing this project? What will make it a success? How will you measure success?Step 3 Agree on a deadlineWhen does this project need to be completed? Is there any flexibility with that date? What are the consequences of not meeting that date?Step 4 Discuss the budgetHow much will this cost? What happens if you go over budget? Who needs to approve the budget?Step 5 Create your plan of actionThis is where the party startsFirst, visualize the completed project.Then make a list of every single task (yup were back at tasks) that the project will require.Next, assign a due date for every task, and note if someone other than you will handle that task.Projects tend to be high-maintenance. They can be demanding, unrealistic and have a mind of their own. So a few things to keep in mindPay attention to the details. For example, if one part of the project changes, what else or who else is affected? Be open to making regular adjustments to your plan of action.Remain flexible and creative. How can you save time or money? Is there something you can do now while waiting on someone else?Be considerate. How will your deadlines impact someone else? Your priority may not be someone elses priority. Will your co-workers or counterparts have enough time to complete their part?Communicate. Let others involved know whats going on. If something is off track let people know sooner versus later.Completing your project should give you a reason to celebrate (or take a long nap). Id celebrate and take a nap Then look for the next project that may be hiding on your to-do list as a task. It will never trick you again.Mimi Bishop is a productivity + time management expert and a certified life coach. To survive the days youre just way too busy download 10 Ways to Take Back Your Time at www.mimibishop.com.