Leaders savor the satisfaction that occurs after placing a checkmark next to a completed task on a to-do list.
In addition to checkmarks, productive leaders rely on symbols like Xs to signify tasks that no longer need attention and exclamation marks to remind them of the high importance of an undertaking.
Symbols save time because leaders can scan the list and immediately know where they stand and what needs to get done.
Creating a personalized symbol set can turn a to-do list into an operating manual for the day.
The key is to have a unique symbol for the tasks, priorities, and actions that match how a leader works and thinks.
Leaders often use symbols that designate meetings, tasks that require follow-up, calls to be made, work in progress, conversations to be had, and assignments completed or cancelled.
Leaders also use symbols to represent items that require input or the work of other people, tasks temporarily postponed, writing or editing assignments, issues requiring decisions, resources to buy or pay for, issues that need a strategy or plan, tasks to be scheduled, and tasks that must be submitted or delivered.
Some leaders also like to signify the urgency, importance, optionality, and the deadline-driven nature of tasks.
A good symbol system comes down to what appears most frequently on a leader’s to-do list. If it is a repetitive task on most days, a symbol might save time and help the leader conceptually organize the tasks and priorities in real time.
Using symbols that are intuitive to you and that capture the actions and thoughts you have when working through a typical to-do list is critical. Consistency of use makes the symbols instantly recognizable and a time-saver.
When crafting a new symbol set, consider keeping a legend at the top of the to-do list to help build the habit of relying on that set.
Of course, there are a plethora of symbols to choose from, and they can be found on any smartphone or QWERTY board. Better yet, available AI tools, like ChatGPT, Gemini, and Claude, can help you create a customized symbol set that fits how you work.
Productive leaders know the value of a symbol set applied to a daily task list. Because symbols are recognized instantly, leaders can process what needs to get done more quickly.
They allow leaders to think more clearly, prevent rewriting, and operate with less effort.
They turn a to-do list into a reasoning tool.
