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A to-do list helps you plan your day clearly and focus on important tasks. But you need to be careful: one flaw — and this useful tool turns into a chaotic dump, which is impossible to deal with. Productivity experts have identified some of the most common mistakes when making a to-do list and told how to avoid them.
It's an obvious point, but it's still worth reminding about: if you keep the task list exclusively in your head, you'll definitely forget something. Writing down cases in a paper notebook, in notes on the phone or in a document on the computer will help to make a visual picture, even when thoughts begin to get confused from fatigue.
Sociologist and management coach Jen Yager notes that this also allows you to be more responsible about tasks. "Different things that pull you in different directions just disappear, because you have a clear plan in front of your eyes," the expert explains.
Of course, it would be nice to implement the idea that came to your mind a couple of days ago, but ask yourself: "Do I really want to do this today?"
Time management expert and author of book "Feeling of calm. Productivity and peace of mind in the age of eternal deadlines" Laura Vanderkam believes that it makes no sense to add to the list those tasks that you do not plan to complete. "They will also remain undone if you don't include them in the list. In addition, it will help to avoid feelings of guilt ," the specialist notes.
Create a separate list for big things and projects that you would like to do, but later. Productivity expert David Allen calls it a "maybe someday" list. This approach allows you to save your ideas and not overload the daily agenda.
"Remember that a to—do list is a productivity tool, not a magic list of what you would like to achieve," reminds Jen Yager.
According to Laura Vanderkam, one of the biggest mistakes is to be too ambitious in making a list. It is better to make it shorter and prioritize tasks.
"The to-do list should consist of 3-5 tasks that you are going to complete today. Yes, you have a lot more projects that require attention. But ideally, the to—do list is a kind of contract with yourself. You promise yourself to fulfill exactly these tasks, no matter what other cases appear," the expert concludes.
And less important tasks can always be distributed by the nearest days of the week or month.
Tasks often get into the list, for which you need to take several steps at once. Such large projects should be treated with caution.
Mike Vardy, the creator of the productivity blog Productivityist, believes that it will not be possible to achieve maximum results without dividing big things into small parts.
Productivity coach Grace Marshall adds that with a heterogeneous list of large ones, such as creating a website, and small things, such as ordering a new batch of business cards, we are much more likely to postpone serious projects for later.
"This happens because when we are in action mode, we want to take on simple tasks that we will definitely be able to solve. It's like an addictive computer game. We are never offered to save the world from zombies or find a treasure in one step. Instead, we go through one level after another and complete all the missions in turn," explains Grace Marshall.
Blogger Michael Vardy advises to always use verbs. Instead of short phrases like "Seryozha, email", stick to clear phrases, for example: "Send Seryozha sales figures by email."
"Imagine that you need to transfer responsibilities to someone. If you start the task description with a verb, it will be much easier for a person to understand what is required of him. You from the future are the same person. Simplify your task and get rid of vague formulations," Michael Vardy recommends.
If you allow the letters that come to the post office to control your day, then you will spend all your time solving other people's problems. "Let's be honest: the flow of messages never runs out. It's not surprising that it seems to us that we don't have enough strength for anything else," says productivity coach Grace Marshall.
Think about your strategic goals — ambitious proactive projects, desires for the year or global development directions. How often does any of this appear in your email? If it is rare, then it is better to turn your attention to other tasks.
Periodic breaks, such as a walk in the park or a five-minute breathing exercise, help to reboot and gain strength. And this is no less important than deleting the next task from the list.
"It seems pointless to many to add something "unproductive" to their list. However, a little rest helps to focus more deeply and effectively on subsequent matters. Let the breaks be something natural for you and will not tolerate objections. This will allow you to balance energy, stay focused and prevent burnout," says well—being consultant and psychologist Lee Chambers.
It's always nice to cross out completed tasks. But this does not mean that you should add a large number of elementary tasks to your schedule.
"Despite the fact that recording small things and habits has its advantages, they have much more disadvantages. It becomes more difficult for us to prioritize tasks, the list becomes more complicated, and sometimes there is toxic productivity, which leads to overwork and procrastination. In addition, there may be a false feeling that we managed to do a lot during the day, although in fact we were messing with elementary things," Lee Chambers believes.
For small habits and rituals, such as reminders about taking vitamins or training, the expert recommends using special applications like habit trackers.
