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5 Responses To A Missing Task List Crisis

5 Responses To A Missing Task List Crisis

    Earlier this week, Gmail went down. The fact that it happened only a day after my task manager of choice spent 15 minutes refusing to load. Between the two, I probably spent a full hour wondering, ‘what if?’ What if I lost my to-do list? What if I lost the emails that are pretty much my only hope of recreating my to-do list? I really didn’t like the idea.

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    It’s nerve-wracking to think about, but any of us could lose our system. A Moleskine could go through the wash, a text file could be written over, a web application could shut down. Unfortunately, task systems don’t lend themselves to the easiest of archiving. It seems almost guaranteed that one of these days we’ll lose at least some part of our to-do lists. Depending on just what happened, you may have some hope of recovering your data or finding your list. But once you’ve exhausted your options for retrieving your information, you may feel like you’re up a certain creek.

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    But it’s not the end of the world to lose your task list. Think of it along the lines of email bankruptcy: it must be refreshing to have absolutely nothing you need to check off your list. The odds are pretty good that, eventually, somebody will ask you about the important items on your list. If no one asks, maybe a task wasn’t so important. The real worry, at least in my mind, is missing a deadline — especially the kind that involves money.

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    How do you recreate your task list?

    If my to-do list disappeared today, I’m pretty sure that I wouldn’t be able to get back a good chunk of it. I add ideas for blog posts, thoughts for long-term projects and even errands I need to run to my list. I’m equally sure, though, that I would at least be able to get back the stuff that I’ve committed to — the stuff I really need to do.

    1. Write down everything, immediately. My first step would be to write down literally every task I could think of that was on my list — even the ones that seem unimportant. I don’t think you can put off this sort of thing; every day that goes by makes it harder to remember. It may seem like something that will take up a lot of time, but once you sit down and start making notes you’ll be surprised how fast it goes. Need a starting point? Try to remember everything you had planned for tomorrow.
    2. Go to email and other documents. Have a shared project calendar? Old emails you can go back to? Timelines? Any documentation you have from the planning stages of your project can help you determine not only what is on your to-do list, but the priority. In my opinion, one of the worst things about a missing task list isn’t necessarily figuring out what you were planning to do in the next couple of days. It’s trying to remember what you had to do immediately, and what could wait.
    3. List the major stakeholders in your projects. Whether we’re talking about household chores or big assignments from your employer, there’s usually other people involved in any project you work on. Make a list of those people and start contacting them: they’ll be able to provide you an idea of what’s next. You don’t need to admit that your task management system has gone on vacation, either. A simple email — Bob, I wanted to double check the due date for the widget. — is probably enough to help you get back on track.

    How do you prevent another disaster?

    Once you’ve gotten some semblance of your task list back, you’re probably going to be thinking about how to prevent such crises in the future. And while I said that task lists aren’t the easiest things to back up, there are some options, as long as you’re using a computerized system. If you’re prefer the pen and paper method, though, I’m afraid I don’t have too many bright ideas.

    1. Back up your new task list — the easy version. If you handle your task list through some sort of file you have easy access to — a text file, a wiki, etc. — making a periodic copy is all it takes. I’ve had a lot of success using Dropbox to sync / back up files across multiple systems, personally.
    2. Back up your new task list — the hard version. If you use Remember the Milk or another web application, you still have some back up options. With RTM, at least, there is now a relatively simple way to back up your tasks: use Google Gears to create an offline version and you automatically have a back up. But if you use something other than RTM (or you don’t want to use Google Gears), you’ll have to get a bit more technical. Using the scripting language of your choice, write a query requesting your data. For RTM, you can use the RESTful interface, for example, and just save all of your data to a text file. It isn’t the most elegant solution, but it will get the job done.

    What suggestions do you have for someone trying to recall the important items off his or her task list? Any ideas that don’t involve going through the last year’s worth of e-mail? Or perhaps a suggestion for backing up your task list?

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    Last Updated on October 30, 2018

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

    13 Simple Ways to Motivate Yourself Right Now

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

    1. Go back to “why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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    4. Find the next step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find your itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct your fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart your day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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    Having a morning routine is a good idea for you to stay motivated!

    9. Read books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the right tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be careful with the small problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    How to Stay Motivated Forever (Without Motivation Tricks)

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you:

    How to Get Motivated and Be Happy Every Day When You Wake Up

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    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits:

    Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

    Featured photo credit: Pexels via pexels.com

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