Dated Checklists

In a previous post, we looked at how adding dates to tags allows viewing To Do lists sorted by when the action should be done.  One way to take advantage of this is by using a preparation checklist.

In my case, I have certain tasks that I perform in preparation for delivering a classroom session.  In particular:

  • 25 days prior to the class: Send a quote for the class, reconfirming the class as originally scheduled.
  • 3 weeks prior to class: Review any special requirements for the class, such as setting up scenarios in the training sandbox.
  • 2 weeks prior to the class: Confirm travel plans
  • 1 week prior to the class: Print/ship participant materials
  • 2 days prior to class: Dry run and review content
  • Day before class: Stage my instructor materials

In order to capture these in my daily plans, I use an Excel spreadsheet to calculate the dates, counting back from the class delivery date.

Excel Sheet with date calcs

In this case, B1 contains the class name, with the scheduled date in B2.  Cells B5:B13 contain the lead times for each of the preparation tasks in column A. Cells D5:D10 rolls back weekend days to the previous Friday. Finally, E5:E10 simply combines columns C and A.

Once the dates are calculated, E6 becomes the title of the OneNote page.  Cells E5:E10 are copied and pasted into the body of the page. I then add checkbox tags to each item.

Opening the Tags Summary pane, the checkbox items are listed and sorted by date, with the first task in the sequence at the top of the list.  As more classes are added, the Tags Summary builds to include all preparation items.

This process minimizes the chance of getting so caught up in preparing for a class that the upcoming classes are neglected.

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