What have you really achieved so far today?
Can you remember the first task you did when you sat down at your desk this morning?
To answer those questions, you probably need to look at your to-do list.
People use a huge range of methods and different things work for different people.
Laura uses a whiteboard, literally rubbing things off as she completes them. She works on a weekly cycle, hoping the board is empty by Sunday so she can have some family time.
Robyn uses a paper day diary. She explains: ‘It means I can be specific about when things need to be done, schedule follow-ups etc.’
Some use apps – Trello, Google Docs or just the Notes app.
Another person explained they use a detailed Excel spreadsheet. They said: ‘It is updated daily (and works best out of everything I’ve ever tried). I use filters to find what I need easily, and to categorise order of importance.’
Others prefer pen and paper. Stephanie said: ‘I have used apps before but find writing it down physically on paper and placing it on my bedside table (or a place I look at every day) is better.’
Studies have shown that writing things in longhand over typing them does help you remember them better, but writing what you need to do on your phone means that you always have it with you and you can sync it between devices.
I’ve tried so many methods but few have stuck. I over-plan, underachieve and find myself getting overwhelmed and demotivated.
Currently, I’m trying to keep a very straight forward (though I do have dreams of creating something Instagram worthy) bullet journal, to try to remind me what to do each year, month, week and day.
It involves a blank notebook – creating an index, a yearly, monthly and weekly planner and then a page for each day. I use a key to code what stage different tasks are at and split them into work and life on each page.
If tasks aren’t completed, they are migrated to the next page.
But no matter what I do, I never complete everything and lots of tasks just get moved from each day. Sure, it might be that I’ve taken too much on, but is my to-do list hindering rather than helping?
Making your to-do list an efficient method that makes you remember everything but doesn’t become a chore in itself is a bit of an art form.
Neuro-linguistic programming expert Rebecca Lockwood explains why to-do lists are a good idea: ‘It’s important to have a to-do list so you can stay on track of what you are working on and not become distracted with something else, like scrolling on Facebook.
‘Having a daily to-do list to work towards will keep you focused and on track to achieve the things you are working on.
‘It enables you to have quick wins and keep your blinkers on and focus on what you are doing daily. This will help keep you motivated to achieve the next check off and keep you moving in the right direction.’
Writing these lists gives your brain a workout and helps you to see things more clearly.
Rebecca adds: ‘By writing your to-do list down you are activating the neuro-pathways in your brain and also a cluster of neural-networks in your brain called the reticular activating system.
‘This will then enable you to begin to notice opportunities that arise that will help you achieve your goals and work on your to-do list, it will keep you more focused and motivated giving you quicker wins and opportunities to celebrate your success.’
But you need to make these lists achievable – a list with more incomplete than completed items at the end of the time period you set makes you feel like a failure.
Dr Alison Watson, undergraduate business programme team leader at Arden University, explains: ‘The biggest mistake people make with to-do lists is that they over-plan.
‘This can lead to demotivation and items being transferred over to the next day. The feeling of being overwhelmed and underachieving can creep in.’
Often we write what we would like to do rather than thinking about what is actually achievable. And when you aren’t realistic about what you can actually do that day, prioritising the most important items becomes more difficult too.
Dessy Ohanians, MD Corporate & Certificate Programmes, London School of Business and Finance, adds: ‘Often, people don’t prioritise properly as they make their list whilst they’re writing it.
‘As they write their list, new thoughts occur to them and they add new tasks them haphazardly. Better instead to write a draft list, give it some consideration, and then re-write it with each task prioritised into a relevant place on your list.’
Creating an efficient to-do list isn’t just about what is on the list – you need to think about when you write it, how you write it and way you organise it.
Some list fans had some handy tips to get the most out of your list.
Vik Turbine explained: ‘I also do a ‘done list’ at the end of the day to see where my time has went if I don’t get all the things done.’
Natasha Woodford adds: ‘Always prepare your to-do list last thing the day before. This way you know what you’re to get started on as soon as you walk in.’
There is some evidence that writing your list at night is a good idea. An (admittedly small) study last year showed that writing a to-do list before bed can help you get to sleep, for example.
So how can you really get the best out of your to-do list? Experts agree that they work if you limit the tasks and review them regularly.
Business coach Linda Davies Carr, from The Master Fixer explains: ‘We know that writing down goals makes a huge difference and you’ll have a significantly higher chance of achieving them and writing down your to-do list is exactly the same principle.
‘So carve out five minutes at the end of each day and write down on paper, three to six tasks you need to achieve the following day. No more than six.
‘Then take five minutes to review the list in the morning and get to work. Don’t overthink it, keep it simple and get it done.
‘I’d recommend crossing out the task in a big black marker – the sense of achievement will motivate you to keep going.’
And when it comes to prioritising, you need to be strict. Really think about what must be done that day, rather than what you would like to do that day.
Professional organiser/declutterer Lizzie Grant, founder of Simplify Stuff, explains her method: ‘Put the three most important things at the top of your daily to-do list or star or highlight those items on your list.
‘To decide which three items make the cut, ask yourself which tasks have to be done that day? What tasks will have negative consequences if you don’t do them today? Which items will make you feel better having done?
‘Prioritise those three items so you ensure they are completed that day. If you have time, try to complete them as early as possible in the day and try not to move on to any other tasks before you have done so.
‘If you find it hard to get motivated to tackle your to-do list, put a couple of five-minute tasks at the beginning of your list to ease you in – the feeling of being productive can spur you on to tackle the bigger tasks on the list.’
Whether you find you love a post-it note or never put pen to paper, the key to an efficient list is being realistic.
Set your goals for each day and if there’s too much on the list, leave some of the items for tomorrow.
Now go forth and write your to-do list. At least I can tick off ‘write to-do list article’ on mine.
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