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12 Lists That Help You Get Things Done

12 Lists That Help You Get Things Done

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    At the center of just about every personal productivity system are lists – GTD has it’s context lists, Pomodoro has it’s action inventory and daily to-do lists, todoodlist has, well, the todoodlist, and so on.

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    But there are a lot of different kinds of lists besides your task or to-do list that can help you be more productive. Lists in general are powerful tools – open-ended, constantly growing, and effective at extending our memories past the 7 or so things we can keep on our mind at any given time.

    Some of the lists that can make you more productive or otherwise make life easier include:

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    1. Task lists: Naturally, the most obvious is the task list, a simple list of things you have to do. A running list of the tasks you have to get done can make your life significantly easier, provided you use it religiously. For more information about task lists, check out my “Back to Basics” post from last year.
    2. Project planning: Creating a list of tasks associated with a projects can be a great way to wrap your head around the project, as well as a prompt for what to do next when you finish a task. And a list of projects will help you make sure you’re keeping up with all your commitments.
    3. Wish lists: A wishlist is a list of things you want to buy but don’t need right away. For example, I want a new electric guitar, but I’m not going to run out and buy one. When you have the money, or the time, you can take out your list and see what you want most of all.
    4. Grocery/shopping lists: One of my most effective lists is a simple one-page list I made of all the groceries I regularly bought, arranged in the order I’d find them at my local store, with a few blank spaces every so often for one-off additions. Every week, I’d print it off, cross off anything I didn’t need, and add anything that wasn’t on the list, and go shopping.
    5. Gift ideas: Nothing’s worse than the approach of Christmas with no idea of what to get someone close to you. Keep a list of odd, attractive, or just-right-for-you-know-who items throughout the year to help make Christmas, birthday, and anniversary shopping less stressful.
    6. Checklists: Any recurrent multi-step tasks – like packing for a business trip, arranging a presentation, or winterizing your home – can be done more easily and with fewer errors if you write up a simple checklist of all the steps involved and equipment needed.
    7. Reading journal: A while back I suggested that students (and other readers) keep a reading journal. Basically, this is a list of books you’ve read with notes and adequate information to recall the text later.
    8. Links and logins: In these days of proliferating web applications, almost everyone has dozens, if not hundreds, of websites they need to log into on a regular basis. Keeping a list of all these sites and your login info can be a lifesaver! Also, if you keep a list online, you can have active links to each application, making a pretty useful start page.
    9. Life lists: A list of your short- and long-term goals can be a great motivator, as well as a trigger list to help generate new projects. I also like to have a list of areas of focus, the different roles that I play, each of which comes with a different set of tasks and goals.
    10. Reference: Any information you find yourself referring to often can make a useful list – metric conversions, file types, software registration keys, birthdays, the names of your children, whatever.
    11. Logs: Broadly speaking, a log is a list of events tied to specific dates/times. Keeping a list of your exercise achievements, food consumption, words written, or other set of data appropriate for your projects will help you measure your progress as well as identify problems (like if your output drops on certain days of the week or month, or you seem to crave certain foods on certain days).
    12. Daily summaries: A one- or two-line summary of the day’s events can help to remind you of problems that arose as well as how you dealt with them, as well as track behavioral patterns that might point to illness, conflict with certain people, or other issues.

    How to Keep Track of Your Lists

    All those lists seems like a lot to juggle, doesn’t it?

    Actually, it’s not that hard. Whether you’re a committed web 2.0 wonk who wants all your lists to live in the cloud, a hardcore pen-and-paper person, or a techie who’s not quite ready to live on the Web just yet, there are simple solutions to keep your lists handy.

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    Pen-and-paper: A notebook (I like Moleskines and Moleskine knockoffs, but whatever works) can be easily modified to make all your lists accessible. I use Post-It tabs to identify different sections of my notebook, with tasks up front and book wishlists, gift lists, and others towards the back. A tab somewhere near the middle separates my project planning lists from my task list.

    Desktop software: If you’re using Outlook or Lotus Notes, you have a task list manager at hand that can easily hold other kinds of lists by assigning categories to them. Other options include using a note-taking program like Evernote or OneNote, with a separate note for each list. These are easily backed up, which is nice, plus they can be sent to others. And they’re searchable, too. And if you’re a super-geek, check out Gina Trapani’s todo.txt-cli, a command-line based productivity program – just use contexts or projects as list types instead.

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    Web Applications: Any task-list manager that allows categories (Todoist is a great one, since it literally allows you to create multiple lists), or any project management application (each list can be a separate project; make sure your membership level allows you to create enough projects), or most GTD apps (use contexts or projects to separate your lists, or tags if yours offers them) can be a great list manager. For simplicity, I like tasktoy, but whatever is comfortable for you.

    Wikis: Wikis are excellent list management tools. I’ve listed them separately because various wikis run on your desktop (like TiddlyWiki, a self-contained, easy-to-use wiki) or online (try PBWorks or WetPaint). You’ll have to learn some simple syntax for adding to your lists, but after that, wikis are not hard to use at all.

    What other lists do you find useful? How do you manage your lists? Tell us al about it in the comments!

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    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

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