Creating a to do list on an iPod Touch or iPhone
 If I have one complaint about my iPod Touch it's that the To Do list on iCal doesn't sync. As a result I can't manage my tasks without either using an app that only works on the iPod, or using the To Do list on my MacBook, which is then inaccessible when I'm on the move.
Fortunately I have found a way round this.
On iCal I've set up a calendar called "ToDoTasks." This calendar serves no purpose other than - as the name suggests - keeping a list of all the actions and tasks that I have, or things that I have asked other people to do for me.
When a new task comes my way I simply create a new Event in my iPod calendar (or on iCal if I'm using my MacBook), with the title set as the task. I then set the date to when I want it completed by, the "All Day Event" flag (you'll see why in a moment), and the Calendar to "ToDoTasks". I add any extra context or information into the Notes section and then save this new task.
The reason for using the "All Day Event" flag is these events appear at the top of each day's diary. This gives me sight of what I am supposed to have completed that day, keeping it in the front of my mind. Using a dedicated calendar then makes it a lot easier to see my To Do list - I choose the right calendar to view and then select the "list" view, which gives me a complete list of all my tasks.
A snapshot of my day. My to do items are at the top of the screen in a different colour There are a number of self-disciplines that I have adopted to help manage this. The first is that I tend to set the start and end dates as different dates. If I know I have to compete a task by thursday next week and it'll take me 2 days to do it, I will set the start date to Monday and the end date to Thursday. From Monday the task will appear on my daily view as a reminder it needs to be done. It is a simple form of scheduling that helps me with my time management.
The second is that when a task is completed I delete it. This can sound counter-intuitive as many people like to keep a record of what they have done. For me once a task is complete there is evidence it is done - the report is produced or system updated - and so I can forget about it. Having a list of all the things I've done this week is, frankly, of no interest.
Deleting completed tasks helps with my third discipline - the daily review. At the start of the working day I review my task list and see what is still outstanding. Anything I should have done yesterday (or earlier!) is brought forward and rescheduled, depending on how important it is. If it is a task that involves waiting for someone to do something for me this acts as a prompt to chase it. All I need do in both cases is change the event date and it moves in the diary.
My to do list. I select my "To Do" calendar and then list view. My final discipline is to use the task list. After a meeting is over I will sit down and go through my notes, adding tasks into my iPod as necessary. The same with eMails or off the cuff discussions - if I am being asked to do something it goes in there, and if I'm asking someone else to do something for me it goes in there too! Whilst this may sound clunky and awkward the fact is I have simplified my life considerably by being able to keep track of what I am supposed to be doing without having to rely on my memory.
This is not a perfect system. It would be ideal if Apple could rework their iPod / iPhone software to include the to do list. As a workaround, however, this approach has greatly improved my personal productivity and helped me manage my work a lot better.
Previously on this blog...
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