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Back to Basics: Your Task List

Back to Basics: Your Task List

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 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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