Getting organized with the Cozi To Do lists

Using the Cozi to do list to track your shared to do item’s
Tips for entering and organizing tasks
Tips for assigning tasks

Related topics:
To Do lists
Shopping lists

Using the Cozi to do list to track your shared to do item’s

The following outlines some tips for managing tasks using the Cozi To Do lists. It is important to break down larger tasks into smaller tasks that can be addressed in a reasonable timeframe. We suggest that you categorize the smaller tasks, listing them under a category heading on your to do list. This may help you track smaller accomplishments and give you a sense of satisfaction as you work to reach your goal of checking off the main task.

1. Categorize your to do items into headings.

Because Cozi’s to do lists do not currently support real headings in a list, you’ll need to enter some list items that look like headings. To format a list item so that it appears as a category heading for multiple list items, enter a list item in all capital letters. For example, to create a heading called “This week”, type “THIS WEEK” and press Enter.

2. We suggest creating list items with the following names:

THIS WEEK
UPCOMING
SOMEDAY

You can also create additional or alternate headings that make sense for your task management style.

Tips for entering and organizing tasks

1. Break tasks apart.

When you enter a task, try to be as descriptive and precise as possible. If a big task has a lot of steps, enter those steps as individual smaller tasks. For example, a task like “Plan vacation” is probably too big. Identify each step as something more actionable, such as “Look at some online sites for vacation ideas.”

2. Prioritize; do not enter dates.

Avoid entering due dates unless there is a specific deadline for a task. When you create a new task, it will appear at the bottom of the list. Decide where it should appear in your list of priorities, and then drag it into that position. Most of your tasks should go in the Upcoming section.

3. Move tasks into the “This Week” section if they absolutely must get done this week and someone is ready to commit to them.

This should probably only be one or two things per person! Most people try to commit to too many things and end up disappointed if they cannot get to them.

4. Move tasks to the “Someday” section if you don’t want to forget about them, —and really do want to get to them someday——but it’s unlikely that anyone will have time to get to them soon.

You may want to create a list titled “Someday” instead. That way you don’t have to look at items that you know you won’t be addressing soon.

Tips for assigning tasks

  • To assign a single task to the other adult head of your household, use your keyboard to cut [CTRL+X] the task from the Shared to do list and paste [CRTL+V] it into one of your personal to do lists. Note: if you wish to assign tasks to other family members in your household, create a new list and assign the list to the individual.
  • Don’t feel compelled to assign every task right away. It can be helpful to leave tasks unassigned until they’re ready to be done.
  • Start slowly. If this is the first time you are sharing a to do list, it might end up heavily weighted toward one person. Perhaps one of you has a long list of things you've wanted to see finished.
  • Just because you now have a place to track tasks doesn't mean it will be productive to write them all down. Start with the things you most need to get done, wait to see if your system causes some of them to get done, and then build on that success.
  • You can try creating WEEKLY, UPCOMING or SOMEDAY headings in your personal lists as well. This allows you to record and prioritize specific tasks that are not shared to do items that you might want to address individually.
  • Another approach is to create a separate list for all of the FUTURE projects or tasks you have on your mind, so that you can remove the burden of tracking them in your head. Gradually add those items to your WEEKLY, UPCOMING, or SOMEDAY headings on your Shared to do list when you are ready to discuss them.

 

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