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In my rapid-fire life as to owner of an association management company, just keeping track of all everything is a big deal. In fact, I think it is the “biggest deal” of all. I simply can’t let anything slip through the cracks. When dealing with multiple associations, there are deadlines set, often by others, with no regard for how these deadlines might interact. Sometimes it is a challenge.

For years I have maintained a master to-do list. “Shoe repair,” “finish book,” “develop project plan for membership drive,” and “plan Berskshires trip” all share space on a single list. There is only one me, so I figure I only need one to-do list. But I have to say it is a long list. It used to be on sheets of yellow legal paper; then it was on my desktop, and the latest version was in a spreadsheet.

The problem with maintaining any kind of to-do list is that it takes time – lots of time. I would rather be “doing” than writing lists of what I need to do.

Today, I came up with the best way yet to maintain a to-do list. It isn’t a list at all; it is my e-mail box. About 70% of what I need to do comes in the form of e-mail. Another 15% comes from my own notes from meetings and another 15% comes in the mail.

My e-mail program (I use Eudora) allows different mailboxes, so I have named one “To Do List.” I can also give each e-mail a color, though you could use whatever system your e-mail program offers for prioritization.

If an e-mail comes in that requires me to take some sort of action, and I can’t do it immediately via return e-mail, I give it a “priority.” At the end of the day, I transfer everything that is prioritized into the “To Do” Mailbox. Other items go into the 2009 Archive.

I use the following Priority categories, but you could set up something that works with your e-mail. The categories are: HOT, ACTION, LATER, PENDING, ORDERS, ATTEND. Because I am using color coding, the Priority Flag is not in use. This means I can go in each day and look at the HOT items, and actually use the real Priority Flag to note the ones I want to tackle first. When a task is accomplished, it can be moved into the Archive file.

This is great for the 70% of actions that are e-mail driven, but what about the others?
In the case of things that come up in meetings with client boards, I can just send an e-mail reminder to myself, right there on the spot at the board meeting. When things come by mail, or something pops into my head that I think I should do, I just send e-mail to myself from my desk or cell phone.

This simple technique allows all of things I need to do to come together in one place, and the system in very easy to maintain. Now I can spend more time doing and less time making lists. This will definitely save me time and help me do a better job.

What tricks do you use to keep yourself organized?