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Back to Basics: Your Task List

Back to Basics: Your Task List
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Todo List

    Everyone makes a task list (or “todo list”) at least now and again. Usually, we wait until we’re overwhelmed with stuff to do, and then we’ll sit down and list everything we need to get done in the next day or two. Then, one by one, we go through the items on our list, do them, and cross them off.

    We do this because it feels better when we do. One minute, you’re at wit’s end, your attention divided 60 different ways, with no idea what to do next, and the next minute you’re in control, with everything neatly plotted: do this, then do that, then do this other thing. And, eventually, we cross the last item off and throw the list out.

    Until the next time we’re overwhelmed.

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    We make todo lists when we’re under pressure because they work. Imagine how much better they’d work – and how much more rarely we’d reach that “freaking out” stage – if we simply integrated the list-making into our day-to-day routines.

    Your brain is for doing

    Todo lists are important because every unfinished task you’ve made a commitment to causes stress. What’s more, your brain knows its own limits, so as you add more and more unfinished tasks, your brain starts thinking that some of them aren’t going to get finished – causing even more stress.

    That’s why it feels so good to write that task list – your brain lets out a sigh of relief, knowing that now, at least, it doesn’t have to try to keep track of all that stuff. Your brain doesn’t want to be remembering all the things you haven’t done. It wants to be doing them, so it can feel good about itself. The neurology of all this is a bit more complicated, but that’s the basic idea.

    Of Paper and Processors

    Your todo list doesn’t have to be anything fancy. A pocket notebook, a 3×5 index card, any of about a hundred computerized task lists whether online or off. I use a two-part system.

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    I have a section of the same notebook I use for capture that I use to list tasks; it’s marked with a Post-it Tab Divider. I use this as a kind of “task inbox” – what I don’t get done right away gets transferred into an online task manager called Toodledo. I use a computerized one because a) my list is usually longer than a page, and I don’t like having to flip back and forth and sort through finished tasks and unfinished ones to find the one I’m supposed to be doing next, and b) I can sort them by due date instead of by when I thought of it, as well as by project. And, I suppose, c) it’s a lot neater than my handwritten lists.

    It’s helpful to write not just the task but the reason for the task, to give you a pointer to what’s next after you’ve finished any particular task. I use a formula like this:

    • [Action verb][task] for [project or goal]

    For example:

    • Call Caroline at 555-xxxx to transfer insurance into my name (for car registration)
    • Write “Back to Basics” post for Lifehack
    • Grade papers for WMST 113.210 by Wednesday

    Note that I put in all the information I need (or as much as I have available) to complete the task. I don’t want to give myself an excuse not to do it, because I have to go find the phone number or I can’t remember which class folder I need to get. On the first one, I put “for car registration” so I’ll remember when I’m done transferring the insurance that I need to schedule a visit to the DMV.

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    Keep it with you

    Whatever format you decide to keep it in, make sure you have access to your list at all times. I use an online system because a) I’m rarely far from a computer, and b) I carry an Internet-enabled smartphone with me at all times. If that weren’t the case, I’d use a paper-only system.

    It’s crucial to have your list available under any circumstance. For one thing, you never know when you might have a few minutes to work on a couple of tasks; if you don’t have your list, you might waste those opportunities. Second, you never know when you might have to add something to the list.

    I keep Toodledo open in my browser at all times when I’m working at the computer; as I process my inboxes, I can easily switch windows and add tasks directly. If you use paper, it’s even easier; lay your notebook in front of you on your desk and add to it as needed. Make a habit of this, so you never have to wait until later to add a todo item – that defeats the purpose!

    What about context?

    If you’re a fan of David Allen’s Getting Things Done, you might be thinking “but what about contexts?” To be honest, I don’t use them, but many people do. The idea is, you keep not just one list but a set of lists, one for each “context” in which you regularly do tasks (or, using a computerized list, you add tags to each list item noting the context it belongs to).

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    A context is a place or situation. For instance, you have tasks you do “at home” and tasks you do “at the office” and tasks you do “on the phone” and tasks you do “out and about”. So you have a list of tasks you do on the phone; whenever you have a few minutes and your phone is handy, you can take a look at your “@phone” list and see if there’s a call you could make. When you’re at home, you can look only at the items on your “@home” list. This way, you’re not constantly searching through tasks that you can’t do right now; you only ever look at tasks you can do right this minute.

    Like I said, I don’t use contexts. I work at home, so all my contexts pretty much overlap. But for people who have clearly defined environments they move through over the course of the day, contexts can be a big help.

    Your lists

    What about you? How do you manage your lists? What works for you – and what have you tried that hasn’t worked? Let us know in the comments!

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    Last Updated on November 18, 2020

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    15 Tips to Restart the Exercise Habit (and How to Keep It)
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    It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
    Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

    1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
    2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
    3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
    4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
    5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
    6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
    7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
    8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
    9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
    10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
    11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
    12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
    13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
    14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
    15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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