Last Updated on October 30, 2024 by Owen McGab Enaohwo
We live in a distracted world, making it extremely difficult for most people to stay organized or get things done at home or in the workplace. According to Statista, 46 percent of Americans spend five to six hours checking their phones every day.
With the proliferation of social media and other platforms, it’s easier to get carried away now more than ever.
This is where a to do list comes in. You can keep track of your daily, weekly, monthly, and yearly activities with it. Likewise, you’ll find it easier to reinforce your thoughts. Hence, it will be harder to forget ideas that could be important.
Having a to do list could also serve as a motivation for individuals and businesses. It allows you to specify what you want to achieve at a specific time and tick them off once done.
For instance, if as a business consultant you have a goal of appearing on thirty podcasts in a year, you could break this task into an easily achievable to do list of pitching and getting featured on at least two to three podcast shows in a month. Doing this keeps you motivated and forces you to achieve your goal.
In this in-depth post, you’ll learn everything you need to know about to do lists. We’ll also give you access to 37 free, editable, and downloadable to do list templates for Excel, Word, Google Docs, Google Sheets, and PDF.
Let’s get started.
Chapter One: What is a to do List and Why Do You Need One?
Chapter Two: to do List Templates for Excel
Chapter Three: to do List Templates for Word
Chapter Four: to do List Templates in PDF
Chapter Five: to do List Templates for Google Docs
Chapter Six: Google Sheets to do List Templates
Chapter Seven: How to Create a to do List in Excel, Word, and Google Sheets
Chapter Eight: How to Use the to do List Template: A Step-by-Step Guide
Chapter Nine: To do List Templates Frequently Asked Questions (FAQs)
Chapter Ten: Manage Your Team Tasks Effectively Using SweetProcess!
Chapter One: What is a to do List and Why Do You Need One?
It’s easy to forget things when working on a project. To avoid this, you need a to do list to increase your productivity, prioritize your tasks, and efficiently manage your time.
Aside from that, a to do list forces you to prioritize your tasks wisely in order of their usefulness. That way, you’ll focus your time and energy on high-value activities, making you more productive and helpful to your team.
What is a to do list?
A to-do list is an essential document for keeping track of business activities. It is a set of prioritized task lists to achieve your daily goals from top to bottom. It helps you keep track of all your projects, including how and when to do them.
It’s a vital productivity tool that helps you achieve clarity and focus.
When to use a to do list
After deciding what you want to achieve, the next step is to make a to do list to execute the plan. Doing this helps you prioritize your activities better and puts you on track to achieve them.
For instance, a daily to do list should be enough if you have a few hours to complete a task.
But if your responsibility is enormous and project-inclined, then you’ll have to plan and prioritize using a weekly to do list.
With a to do list, you’ll be more organized and efficient with your deliverables. Also, you’ll be less stressed and always remember the next step of each project.
When not to use a to do list
While it is acceptable to have a to do list, there are some activities where having one isn’t necessary. This is because to do lists are not time-bound. That means you can’t assign specified deadlines to each activity. When this happens, you defeat the strategy of managing your time.
For example, if you can’t estimate the number of hours required to accomplish a task, you won’t be able to carve a learning curve for improvements.
Also, if you find yourself avoiding or procrastinating on a particular task, a to do list might not give you the motivation you need to finish it.
How to make your to do list effective
to do lists are effective in helping you get things done. However, to make your to do list effective, you must divide the list into two sections: to dos and not to dos, respectively.
Daily to dos are tasks that you improve on a daily or regular basis. For example, this daily assignment could be to follow a 15-minute workout regimen or go for an hour-long walk at noon. Your not to dos, however, are those tasks you don’t do, no matter what. You try as much as possible to prevent them from getting into your to do list.
Separating your tasks into to dos and not to dos also helps you set limits on each of them. That way, you can achieve your goal of focusing on the most important things to complete each day.
If you have a narrow list of tasks that are gradually growing into complex ones, the best approach is to break each complex bit into a simpler form, then spread their execution over a few days.
For every little task that you mark as done, be sure to celebrate those small wins as that can be motivating.
What’s the difference between a to do list and a process?
to do lists and process flows are similar but different.
A process deals with the behavior of a current element being done, which is the series of steps and decisions involved in achieving a task. This may occur once, recurrently, or periodically. A to do list is a list of tasks you want to complete or the actions that you need to perform to achieve a goal.
Chapter Two: to do List Templates for Excel
Microsoft Excel is a spreadsheet tool that comes as part of the Microsoft Office suite of programs. Spreadsheets are rows and columns of numbers that may be changed numerically using simple and advanced arithmetic operations and functions.
In this chapter, we’ve compiled some free to do lists templates in Excel format, which you can download, tweak and use to achieve productivity.
- Monthly to do List Template
Click here to download the To Do List Template
The monthly to do list template itemizes and executes your monthly activities. It provides you with a simple way to accomplish your critical tasks from the top of your list to the least important things at the bottom. It ensures that all of your chores are put down in one spot, and you don’t overlook vital information. For instance, you could have monthly to dos covering your family, school, and personal life activities.
- Project to do List Template
Click here to download the To Do List Template
The project to do list template allows you to complete all your project tasks within a specific time frame and allows you to efficiently manage deadlines in work-related goals. In addition, it will enable you to group each activity by the team and express how goals are achieved. It also makes it easy for you to differentiate project components.
- Cute to do List Template
Click here to download the To Do List Template
The cute to do list template allows you to keep track of fewer responsibilities and prepares you to achieve your tasks with less stress. For instance, if you’re planning a birthday party for your spouse, this template has ready-made activities to prioritize.
- Daily to do List Template
Click here to download the To Do List Template
The daily to do list template provides a reminder of what you need to work on and steps to achieve it each day. It places specific priorities on top so that you can achieve those first. Also, it doesn’t differentiate between simple and complex tasks as this trains your brain to only focus on achievements and complete the tasks you’ve set for the day.
- Event to do List Template
Click here to download the To Do List Template
The event to do list template helps you to plan your events. It allows you to brainstorm the necessary ingredients of a successful event by providing the venue, date, event theme, menu, and the vendors to supply the food. With it, your event will take place without any hitch, and the participants will have a fantastic time since everything will be taken care of.
- Homework to do List Template
Click here to download the To Do List Template
The homework to do list template helps you have clarity on how to manage your homework. With it, you can divide your enormous chores into smaller and manageable chunks that you can quickly achieve.
- Baby Shower to do List Template
Click here to download the To Do List Template
The baby shower to do list template shows you the pre- and post-baby shower activities to implement successful baby shower events. Though this event could last two to three hours, it helps you use that time wisely.
For instance, as visitors come, they are served food and beverages and encouraged to interact. However, the actual baby shower activity begins approximately 30 to 45 minutes after all of the guests have arrived and had a chance to enjoy food and drinks.
- Conference to do List Template
Click here to download the To Do List Template
The conference to do list template helps you to plan your conference efficiently. It includes a list of duties that you and your team must do before, during, and after a conference. In addition, it will assist you in keeping your team on the same page by highlighting important dates and items that you don’t want to overlook.
- Weekly to do List Template
Click here to download the To Do List Template
The weekly to do list template provides you with a list of chores to complete in one week. It is presented in a daily format detailing the list of “done” tasks, tasks that you’ve yet to accomplish, and the tasks that are not to do. These critical activities help you stay focused and complete the most important things.
- Wedding to do List Template
Click here to download the To Do List Template
The wedding to do list template itemizes all the activities in a wedding, from planning the events to rehearsing processional music, floral planning, bridal procession, menu, and the officiant’s welcome delivery. It helps you tick off important moments in time. It also includes the introduction of guests, readings, addresses by the officiant, and couple activities like exchanging vows, rings, and kisses.
- Simple to do List Template
Click here to download the To Do List Template
The simple to do list template presents activities in an easy and informed style. With columns such as task, priority, status, start date, due date, and percentage of tasks completed, this template enables you to manage your daily chores in a simple and basic manner.
- Exercise Planner to do List Template
Click here to download the To Do List Template
The exercise planner to do list template helps you access a “roadmap” to exercise. It begins with recording your initial height, weight, chest, and body fat. Then it indicates taking records of the number of warm-ups, push-ups, and cardio that you do at every workout. It also has a goal-planning feature that enhances your likelihood of adhering to the routine and achieving significant results.
- Marketing to do List Template
Click here to download the To Do List Template
The marketing to do template allows you to create the steps to achieve your marketing goals. It includes the tasks needed, your team members, the tasks required of each of them, the deadline for their work delivery, and more.
Chapter Three: to do List Templates for Word
Microsoft Word documents are great for creating to do templates from scratch. Here are some editable and downloadable to do templates for Microsoft Word. You can download and tweak them to your needs.
- OneNote to do List Template
Click here to download the To Do List Template
This OneNote to do list template shows a simple to do list on OneNote. It includes column headers like tasks, the priority, a brief description of the task, who’s in charge of executing it, and the progress flow. It brings context information for clarity and helps you retrieve activities faster during the search.
Click here to download the To Do List Template
The student to do list template helps students to plan their day-to-day activities. This includes navigating the academic and extra-curricular activities in a school day and managing them efficiently. It also allows students to recall the details of their everyday living, like grocery lists and calendars.
- Blank to do List Template
Click here to download the To Do List Template
This blank to do list template provides you with a blank sheet to accomplish your most critical chores. With this template, you’re able to add tasks and ensure that you don’t overlook anything vital.
- Weekly Staff Meeting to do List Template
Click here to download the To Do List Template
The weekly staff to do list presents a sequence of responsibilities that should happen during team meetings. This template is often handled or assigned by the line manager. It provides you with information on what needs to be done, why it needs to be done, and how to go about fulfilling them.
Chapter Four: to do List Templates in PDF
These to do templates in PDF can be easily downloaded anytime and used anywhere. Here are some that you can tweak and use for your organization.
- Prioritized Task to do List Template
Click here to download the To Do List Template
The prioritized to do list template displays tasks by their priority. This allows you to document your tasks by top, secondary and tertiary, and provides a simple strategy to achieve them. In addition, this template creates a sequence for your tasks so you know what requires your immediate attention and what can wait.
- Family to do List Template
Click here to download the To Do List Template
The family to do list template helps families organize their responsibilities and tasks. It assists parents in including their children in regular household activities and instilling the practice of taking on responsibilities in them.
- Printable to do List Template
Click here to download the To Do List Template
The printable to do list template helps you organize your projects efficiently and in a printable format. It allows you to note each entry’s priority, due date, what to do, who to contact, steps in progress, and done fields.
- Periodical to do List Template
Click here to download the To Do List Template
The periodical to do list template details everything you need to accomplish within a certain period. It allows you to put the most critical chores at the top so that you can achieve them fast before your set period elapses.
- Company to do List Template
Click here to download the To Do List Template
The company to do list template presents the activities that an organization needs to follow to succeed. It includes business apps that allow you to monitor and manage your tasks in a list format. If you’re a business owner with much on your plate, this template should be your everyday go-to.
- Household to do List Template
Click here to download the To Do List Template
The household to do list template puts you in a physical, emotional, mental, and spiritual frame of mind to carry out your household chores. This includes all people who contribute to the home, be it paid or unpaid. It recognizes the cross-household exchange of work and its changing character across the life cycle.
- Sample to do List Template
Click here to download the To Do List Template
The sample to do list template provides you with a basic sample of how a to do list should be. It includes the tasks that need to be done or desires to do and how to accomplish them.
- Agenda to do List Template
Click here to download the To Do List Template
The agenda to do list template allows you to prepare your specific meeting schedule using various methods. It will enable you to organize what you need to accomplish and maintain specific control of your daily activities. Also, it helps you to include the most crucial jobs you must perform and complete right away, and how to organize your tasks.
- Pregnancy to do List Template
Click here to download the To Do List Template
The pregnancy to do list template provides you with the activities to note before, during, and after pregnancy. This could include conducting tests, investigating your health insurance, making prenatal appointments, packing your hospital bag, and choosing a caregiver.
- Yearly to do List Template
Click here to download the To Do List Template
This yearly to do list template allows you to put your annual goals on a map and outline how you will accomplish them one after the other. In addition, it ensures that you organize the sequence in which you’ll complete your tasks by prioritizing them, so you know what requires immediate attention and what can wait.
- Business to do List Template
Click here to download the To Do List Template
The business to do list template presents you with the tasks that need to be done so that you can move your business forward. It includes how you can create digital solutions to monitor and manage your chores in a list format. Also, it provides a framework to manage your human resources, facilities, and funds.
Chapter Five: to do List Templates for Google Docs
Google Docs lets you create good to do list templates. Instead of starting by creating and formatting your tables by yourself, these templates can help you get started without hassle. Here are some editable and downloadable to do list templates for Google Docs.
- Advanced to do List Template
Click here to download the To Do List Template
This advanced to do list template provides a step further than the regular to dos. It recognizes that you won’t be able to do an infinite amount of tasks each day. Hence, it helps you make plans to do one huge item, three medium things, and five tiny things in a reasonable amount of time, so you’re able to fit all your daily tasks into those big blocks.
- Notion to do List Template
Click here to download the To Do List Template
This notion to do list template is an excellent to do list, available on the Notion digital solutions platform. It allows you to create, modify, and archive items in various forms, including a regular list, a kanban board, and even a calendar.
- Restaurant to do List Template
Click here to download the To Do List Template
The restaurant to do list template lets you concentrate your team on what’s vital to your restaurant business, whether you run one location or hundreds. Following this template will ensure that your standards are followed, and your team can have streamlined day-to-day duties and procedures. Also, this will help you to reduce your labor costs and save time.
- Weekend to do List Template
Click here to download the To Do List Template
The weekend to do list template helps you plan your weekend for work or fun. It lets you choose what you want to do so that you don’t wake up on Monday morning feeling that you’ve wasted your weekend. For instance, if you choose a cozy and enjoyable weekend, you could watch the recent Netflix romantic comedy, bake a batch of cookies and savor every bite, do some learning or get some chores done while listening to your favorite podcasts.
- Asana to do List Template
Click here to download the To Do List Template
The Asana to do list template provides you with a simple to do that meets the needs of your team. Available on Asana, these templates help you create actionable to dos that may be completed on your own or as a component of larger projects.
- Executive Assistant to do List Template
Click here to download the To Do List Template
The executive assistant to do list template helps administrative assistants to plan their daily tasks. Attending to tasks as they come could be distracting. This allows you to prepare to answer phones, screen guests, make travel arrangements, write reports, file and organize papers, record meeting minutes, and complete basic bookkeeping activities without much hassle.
- Day Planner to do List Template
Click here to download the To Do List Template
The day planner to do list template helps you organize each occasion, appointment, errand, and task that you may have in a day. This is to help you to identify what to anticipate so you don’t run out of time. It also allows you to set definite due dates and deadlines for everything to keep you on track and allow you to spend time with your family.
Chapter Six: Google Sheets to do List Templates
Google Sheets allows you to create helpful to do lists easily. You don’t need to start creating tables; the spreadsheet does that automatically.
Here are some editable and downloadable to do list templates for Google Sheets.
- Task Tracker to do List Template
Click here to download the To Do List Template
The task tracker to do list template helps you (or your team) create a prioritized list of actions for completing a project. It comprises particular tasks allocated to a more significant task and when to complete it. These lists are often produced at the outset of a project and have been agreed upon by the entire team and the stakeholders.
- Construction to do List Template
Click here to download the To Do List Template
The construction to do list templates helps you, as a site supervisor, to create, verify, examine, and inspect all the tasks forming a whole project. This way, you can create a methodology for moving the project forward. It is also a fantastic tool for optimizing and organizing a project in various ways.
Chapter Seven: How to Create a to do List in Excel, Word, and Google Sheets
How to Create a to do List in Excel
Excel is a laid-out grid Microsoft Office tool for creating to do lists. It allows you to include conditional formats and pivot tables, which can help you create reports that include charts and metrics and alter data.
Here is how to create a to do list in Excel.
Step 1. Open a new Microsoft Excel spreadsheet by clicking on “Blank Workbook.”
Step 2. Create column headings on the spreadsheet as shown below.
Make new column headers in a new Excel spreadsheet and make them in bold.
- Name of task
- Status
- Deadline
- Note
You could add other columns, such as budget, owner, tools, etc.
Step 3. Fill in task specifics
Fill in the blanks with your tasks, status, and deadline.
For example, you could write the following information in the task column:
- Check the Slack channel for tasks
- Write long-form content
- Create monthly financial reports
Also, make sure that you fill out the tasks and status fields for the filter to work.
Step 4. Add filters to your list
To add a filter to your status column, select the status column, then click on data on the menu bar of the spreadsheet.
After that, click filter and add your task process to the spreadsheet.
The spreadsheet will automatically save the process, and the filter will be available the next time you access it.
Step 5. Use the filter to sort your tasks.
On your status column, you’ll see an inverted arrow. Here, you can arrange your tasks by status by clicking the arrow. In addition, you can select or deselect options to view the list.
Here’s a video tutorial that shows you how to create a fully functional to do list using Microsoft Excel.
How to Make a to do List in Word
Microsoft Word is a popular commercial word processor created by Microsoft. It is included in the Microsoft Office productivity package, although it is also available as a standalone application.
You can also create a to do list on Microsoft Word.
Here is precisely how to do so:
Step 1. Open a new Microsoft Word document by clicking on New.
Open a new Microsoft Word document and click on a new, blank document. Then click on Create in the bottom right part of the page.
Step 2. Add a title to your to do list.
Click on insert, text, then draw the text box. In the text box, give the to do list a title. For example, you could simply write “to do List.”
Step 3. Insert a table
To create a table, click on insert from the menu bar. Then use the grid box to create it.
Step 4. Design your table
To give your table a better look, click on the table, then design the table from the menu bar. Next, choose from the table design lists.
Step 5. Label your table
The next step is to label each column of your table in the following format:
- Tasks
- Priority
- Start date
- Deadline
- By whom
- In progress
- Done
This way, you’ll fill in the tasks and related information to create an efficient to do list.
Below is a video tutorial that walks you through how to do this:
How to Create a to do List Using Google Sheets
Google Sheets is a spreadsheet tool that is included with Google’s free, web-based Google Workspace suite. It’s perfect to create to do lists similar to Microsoft Excel.
Here is the step-by-step process for creating a to do list on Google Sheets.
Step 1. Open a blank Google Sheet spreadsheet
Go to Google spreadsheet, then click on Blank
Step 2. Label the columns headers
Label your to do lists column headers as Progress, Date, and Tasks.
Step 3. Add data validation to the progress column
To add validation to the progress column, click on Data, then Data validation.
Step 4. Complete the data validation setting
After clicking on the Data validation in step 3 above, the Data validation dialog box comes up. First, set the criteria to List of items, then fill in the text box by the side with these words: Not Done, In Progress, and Done.
Step 5. Fill in your tasks as appropriate
After the validation settings, you’ll see that the data validation criteria (Done, In Progress, and Not Done) will appear automatically on the progress column, and you can enter the date and tasks.
This video tutorial below shows you exactly how to create a to do list in Google Sheets.
Chapter Eight: How to Use the to do List Template: A Step-by-Step Guide
In this chapter, you’ll learn the steps to follow to use a to do list template effectively. Here they are:
Step 1: Figure out the specific task you need to get done
The first thing is to figure out the task you need to complete. Once you can itemize this, you’ll break them down into details and put them into days, weeks, or months, depending on how you want them achieved.
For instance, if you want to transcribe 20 TedX videos, your first task could be to search for all the videos. Then you transcribe them one after the other before publishing.
Step 2: Choose a template that works best for you
Like the ones listed above, you can choose from the list of templates and identify which one works best for you. These easy-to-use documents are available in Word document files, Excel spreadsheets, PDF, Google Docs and Google Sheets. Choose the one that works best for you and make your tasks and projects easy.
Step 3: Set your priorities right
When using a to do list template, the number one rule is to set your priorities right. Hence, you should prioritize your tasks based on their importance. The start and due dates should be included as well.
Step 4: Keep track of your tasks
It is crucial that you keep track of your project and continually update the status as you gradually execute each task.
Step 5: Check the boxes
After completing every task, make sure you check the boxes and tag them as “done.” This is required to show you where you lag and what needs to be done.
Chapter Nine: to do List Templates Frequently Asked Questions (FAQs)
Here are some answers to frequently asked questions about to do list templates.
Does Google have a to do list app?
Yes, Google has a to do list app called Google Tasks.
Google Tasks is a simple to do list that offers all the features you’ll need to be productive and stay on top of your most critical tasks. It includes checklists, subtasks, and mobile notifications. In terms of both form and purpose, Google Tasks are as simple as it gets.
This helps you reduce procrastination. For instance, when you launch the app, you’ll see a list of tasks, and you can either examine a current task in greater detail or create a new one.
How do you plan tasks?
Using a to do list is an easy way to plan your task. To do this efficiently, here are some tips for planning tasks.
- Make sure you write out your plan every day.
This is the utmost and oldest time management trick in the book. It is vital if you want to be productive. Make a list of the most crucial tasks you need to complete. The act of writing your plan clears your mind, allowing you to focus on other things rather than attempting to remember what you want to do.
- Every day, plan at the same time.
When you plan at the same time every day, you establish a habit. Your mind is conditioned to do the same any day. Good habits can help you stay on track, and you’ve got the option of planning your day the night before or first thing in the morning.
- Get a to-do list.
Now that you have everything you want to do, put them all on a to do list, then include deadlines or any other notifications that keep you in check. Also, know that you can set tasks as done, in progress, and undone.
- Refer back to your list often.
Regularly check on your list of tasks. This will help you manage your time and keep you more organized.
What is the best to do list?
There are many to do list templates, and they offer nearly the same features. To choose the best one for your business, look for one that fits your business goals, is easy to use, and is efficient.
How many items should you put on your to do list?
Depending on the number of things you want to accomplish, you should add all the items to the list and prioritize them. However, your items can be three and above.
Is there a to do list template in Word?
Yes, there is.
It is called a Microsoft Office to do list.
This tool allows you to organize your tasks easily. It also lets you note each entry’s priority, due date, what to do, who to contact, actions in progress, and completed fields. You can also use the to do list template as it is or change the style and colors to suit your needs.
Can you use Excel for the to do list?
Yes, you can. This is because Excel has grid layouts that simplify the to do list prioritization. It also has features that allow making a to do list efficient and achievable.
How do I make my to do list?
A to do list is a simple document to arrange activities and execute
them. Below are the steps to make your to do list:
- Choose the proper checklist app to create the list.
- Make more than one list to cover business, life, and other aspects.
- Write down your tasks as soon as you think about them.
- Include due dates to keep track of your activities.
- Revise your to do lists daily.
- Limit yourself to 3 to 5 tasks daily. By having such limited tasks, you are likely to finish them.
- Always see your to do list as a task and not goals and objectives, and add it as such.
- Make your to do list easy to glance through at once by spacing it well.
What is the best way to organize a to do list?
There are many ways to organize your to do list. These include:
- Personalize your method to fit your business goals and objectives.
- Have control over your day by listing what you do the night before or early in the morning.
- Place your tasks in priority.
- Separate all categories by dividing your to do list into sections and pages in the long term or short term. It could also be a business, work, or family to do list.
- Do not forget to have your list scheduled at different time frames to keep it on track.
Chapter Ten: Manage Your Team Tasks Effectively Using SweetProcess
You can assign and manage to do lists and tasks for your team members using SweetProcess.
To create a to do list in SweetProcess, you can simply create a procedure for completing a specific task or project in your organization.
Here is how to create a procedure (which can also be a to do list) for your team members in the software.
From your SweetProcess dashboard, click on “Create Procedure” in the top right-hand corner.
Once you do, a new window will pop up, where you can name the procedure.
Let’s say you want to create a daily to do list for your in-house content marketers. The items on the list may include:
- Interview customers.
- Write content for the company’s blog.
- Design images for promoting blog posts.
- Create content for different social media platforms.
- Engage with customers and prospects in the Facebook group.
You can add each of these items to the to do list as steps in the procedure.
After adding all the items to the to do list, here’s what it looks like.
After creating the to do list on SweetProcess, you can use the tool to assign it to employees and manage how they use it.
To do this, the first thing you must do is to navigate to the Tasks column on your dashboard and click on “Assign Task.”
You can choose the specific procedure you want to assign to your teammates from the new window that opens up.
The next step is to select the teammate to assign the to do list and the frequency of the task (once, daily, weekly, monthly, yearly).
After assigning the to do list, it looks like this on the employee’s dashboard.
As you can see, after completing each task, they can mark it as completed.
You can also monitor the progress of the daily tasks by your employees. In the example below, you can see that none of the tasks has started.
Below are examples of companies using SweetProcess to effectively manage their teams’ tasks.
Business Success Consulting Group is a B2B consultancy dedicated to identifying, creating, documenting, and implementing processes, procedures, and policies for companies across various industries.
They help clients improve profitability and efficiency, get teams on the same page, train effectively, and reduce employee turnover.
Adi Klevit, the co-founder and CEO of the Business Success Consulting Group, says business owners often express feeling overwhelmed when systematizing their business.
They ask questions such as “Where do I start?”, “Where do I find the time?”, “How do I tackle it?” and “How do I get leadership and staff on board with the initiative?”
She also said, “After all, you don’t want to spend valuable resources creating procedures that aren’t going to be implemented,” and added,
“It takes know-how and ability to create clear and easy-to-follow procedures.”
In the past, some of her clients attempted to document procedures themselves but just never got around to it.
Some had managed to create binders or documents, but they weren’t being utilized within the company. Adi then observed several common themes as to why businesses failed to be appropriately systematized.
Furthermore, Adi found out that clients spent hundreds of hours implementing systems themselves, often unsuccessfully.
But Adi does not look at the hundreds of hours lost, but rather the lost potential revenue and profit from not having solid systems in place.
She noted: “I have my clients calculate missed opportunities due to poor existing systems. I have them work out the potential revenue that will result from the growth and expansion as well as the lost revenue from a dissatisfied customer or lost bids that could have been prevented from systems. Those are often eye-opening numbers.”
As a consultant, Adi introduced her clients to SweetProcess as a go-to solution. She first came across it when she searched for document management software for a client. When asked whether she was skeptical of the solution, she noted that she was “very impressed” and also added, “As someone who writes procedures for a living, I was very excited to find this tool.”
Another organization, Neon Buddha, is an original work-to-weekend female clothing brand.
Established about twenty years ago by Sébastien Sirois, the proudly Canadian company creates a synergy between travel, adventure, and fashion. Travelers can be stylish aboard long flights or train rides en route to their destinations. When they are not in transit, they can go about their daily engagements in an array of designs suitable for different occasions.
At the moment, it has 15 employees. As a fashion brand, Neon Buddha’s workflow involves several processes from idea conception to production and marketing. To service these different aspects, they created a myriad of standard operating procedures (SOPs).
“We are always looking to have as many SOPs as possible. If you want your business to be efficient, having many SOPs for every part is important,” Jonathan Harvey, the chief operating officer, explains.
Having been in business for about twenty years, Neon Buddha understands the ropes of the fashion business. However, its lack of organizational system clogged its operations. After discovering SweetProcess, the organization accelerated its performance in the following ways:
- They had easy process documentation.
Dealing with tons of SOPs is a handful. There is a tendency for things to slip through the cracks. It gets even worse when you have to manage them manually, as in the case of Neon Buddha, who documented their business processes in Word documents and Excel sheets. One of their challenges in using these tools was the painstaking task of creating a new layout from scratch for every new process added to the list.
Jonathan stated that “The layout was always an issue. When you want to add SOPs, you basically have to start everything from scratch over and over. The layout was never perfect.”
With SweetProcess, the company is now able to document its processes easily. They can create new processes without breaking a sweat, thanks to its easy-to-use features.
- They also had remote access and user-rights controls.
Accessibility comes after documentation in the business process. Are the documents readily available? In a fast-paced industry like fashion, there is no room for delay. When workers cannot access information about tasks on the go, the production chain is halted. The longer the waiting game lingers, the more resources are wasted.
- They facilitated collaboration among teams.
Business processes mainly function in a chain. Individual processes make up the workflow, combining inputs from multiple employees. Everyone has to be efficient to tick off items on an organization’s to do list. This is impossible when employees do not have equal working opportunities for projects.
With the SweetProcess collaborative tools, Jonathan and his team can work together on projects, making valuable inputs toward achieving set goals. As a result, Neon Buddha is now better positioned to scale up quickly and efficiently, establishing its presence worldwide.
According to Jonathan, “It’s easier for us to scale quickly so we can have people all across the globe. We have employees in the Philippines, Thailand, the United States, and Canada. For us, it’s easier to scale quickly and efficiently with SweetProcess.”
You too can get started with a 14-day free trial of SweetProcess to create and manage to do lists at your organization. The best part? You do not need to add your credit card details to use the software for free.
Conclusion
to do lists get you started on the right foot each day and help you focus on your most critical tasks. With it, you can improve your productivity and achieve your personal and business goals every single day.
With a tool like SweetProcess, you can manage your team’s to do list tasks better. This helps you to know exactly who is responsible for some specific tasks and when they’re expected to complete them. That way, your team will become more organized and productive.
In this post, you’ve learned about to do lists and why it’s critical to use templates instead of creating them from scratch.
We also showed you 37 to do list templates that you can download, tweak, and use for your organization.
Want to choose the to do list templates that are best to use for your company? Click here to download the templates relevant to your industry and get ahead of thousands of businesses that must build them themselves from scratch.
