To Do List Setup & Structure: Part 4 of our Series

To Do List Setup & Structure

As mentioned, a To Do List is less about the list and more about HOW you use the list. That all starts in HOW you setup and structure your list. This will apply to either a paper or virtual list. I’ll show you samples of both shortly.

There are 4 main components of the list you’ll want to ALWAYS use:

  1. Task
  2. Resource assigned
  3. Due Date/Time
  4. Weight

NOTE: If you are using our Delegation Pro system, then you know exactly what is meant by these categories. If you aren’t using the Pro series, you should consider it because that system will take not just your delegation but your entire efficiency and effectiveness to the next level.


This is straightforward. On one line of paper or one entry in your software app, you’ll write out a description of the Task. When using paper, I recommend numbering the Tasks, just for distinction. When working virtually, use Bullet points or numbers, since your options for distinction grow with using a computer and all of its bells and whistles.



This is where you take using a To Do List to the next level. As I mentioned, most people never use a To Do List to track Delegation. Their list is only a list of tasks. To take your To Do List to the next level, you want to incorporate a Resource and use the List as a mechanism for delegation.

The Resource can be anything or anyone.  Here are the main ones:

  • Yourself. Since this is your To Do List, chances are, even if you’ve got a massive organization reporting to you and you delegate extensively, you still have Tasks that you “own.” So, on your To Do List, you’ll have yourself as a Resource. Typically, you’ll use your name in a New School setup or leave BLANK in an Old School setup. You’ll see examples in a moment.
  • Delegated Resource. If you delegate the Task, then you’ll use that Resources name as part of that Task info.
  • Vendor. This is effective when you’ve delegated or want someone outside your company to address the Task. It’s still on your list but an external resource is handling this. Vendors include auditors, attorneys, ad agencies, copier company, landlord, etc., not just the common ones like manufacturers, warehouse, or suppliers. Any external resource is essentially a Vendor.
  • Other. This is entirely user defined if there is another type of resource that you would want to pair with a specific Task.

There are no rules here on how you specify the resource. And, for some Tasks, you might even have multiple Resources for the same Task.


Due Date & Time

To explain this point simply, each Task must always include not only the Due Date but the Time. We want to have our expectations set as to the exact moment a Task is due. So, whatever Due Date and Time you’ve included when you delegated or assigned this Task, you want to pair that data with the Task on your To Do List. This also applies to Tasks that you will complete yourself. Include a Day and Time on the Tasks you own as well. This is helpful so you can keep track of when assignments are due for yourself, not just the ones you delegate.



This could be interchanged with the word “priority.” We teach weight and use this term for multiple reasons as priority is misused and comes with preconceived notions. Regardless, Weight is essentially IMPORTANCE. You’ll want to use some way to CLASSIFY each Task with a Weight. We use High, Medium or Low but you can choose to use any distinction. The key point is to use something attached to EVERY Task on your list.

Weight comes into play massively related to Reviewing & Refreshing, so do NOT ignore this or its use.

Your Goal:

Easy Navigation & Simple Dashboard= Visibility and Ease. Keep your Lists, whichever method you use, concise and easy to see and use.

Want to learn more? Check back for new Series on various subjects. You can also check out our Programs that are starting from time to time.


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