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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 June 26, 2020

    How to Stay Motivated and Reach Your Big Goals in Life

    How to Stay Motivated and Reach Your Big Goals in Life

    It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

    So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to be motivated and get what you want:

    1. Find Your Good Reasons

    Anything you do, no matter how simple, has a number of good reasons behind it.

    You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

    If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

    Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

    Some ideas for what a good reason can be:

    • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
    • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
    • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
    • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

    Here’re 9 Types of Motivation That Make It Possible to Reach Your Dreams.

    2. Make It Fun

    When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

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    Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

    Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

    They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

    Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

    A simple approach is to start working on any task by asking yourself a few questions:

    • How can I enjoy this task?
    • What can I do to make this task fun for myself and possibly for others?
    • How can I make this work the best part of my day?

    As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

    Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

    However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

    3. Change Your Approach And Don’t Give Up

    When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

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    You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

    That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

    If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

    Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

    My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

    4. Recognize Your Progress

    Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

    We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

    Here’s how tracking and recognizing your progress is different:

    Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

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    For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

    You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

    Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

    For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

    5. Reward Yourself

    This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

    Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

    Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

    For some tasks, just taking a break and relaxing for a few minutes will do.

    For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

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    For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

    Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

    The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

    Mix and Match for the Best Effect!

    Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

    Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right away. Mix different approaches and match them to your task for the best results.

    Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

    Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

    More Tips to Boost Your Motivation

    Featured photo credit: Lucas Lenzi via unsplash.com

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