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How to Get More From Your Task List with Layout Hacks

How to Get More From Your Task List with Layout Hacks

    If you’ve read my articles for any length of time, you know I’m an advocate of using paper task lists for your day-to-day task management needs. On a larger scale, such as for ubiquitous capture and weekly planning, I rely on technology, but I then use that large-scale system to form a daily task list on paper. This keeps me focused and burning through the tasks in rapid succession.

    However, there was a time when I was using paper task lists and receiving no benefit at all from it. In fact, I may have been getting even less done than when I relied on the computer to manage my daily tasks.

    At that point in time, my lists were long, written in small print to fit everything on one page. And I don’t know how paper size is measured in the United States, but I’m talking about an A4 sheet of paper.

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    No wonder I got nothing done. I had days and days worth of tasks on one page. There was no direction of attention nor anything to assist in focusing on only that day’s tasks. Just a blob of everything I needed to do.

    If your task list looks like this, like most people’s do, you’re not really writing up task lists. These are more like a mind sweep or capture, because you’ve captured everything you need to do in one place, but haven’t yet processed it in the various appropriate ways to create lists that actually help you in getting stuff done.

    So, here are the rules that I implemented to take that sheet of paper that sucked me dry of motivation and focus and turn it into something that helps you get stuff done.

    It’s Probably Too Big

    If you’ve gone and taken a piece of paper out of your printer or you’ve used a notebook that’s fairly large (say, pages the size of a standard letter), your piece of paper is too big. You need to be limited to make good decisions. You need something about a quarter of that size. A small notebook is perfect for the job.

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    When you’ve got a big piece of paper, you’re tempted to fill it up. That’s really where the root problem lies with many people and their inability to craft effective task lists: they see a space, and they want to fill it up. Sure, it’s instinctual. Humans, for some reason or another, want to fill every space and niche and vacuum they can find. Look at the Internet – it’s one of the biggest spaces filled with junk for the sake of filling it.

    The first step is to restrict yourself. This gives you limited space and scope to work with, which means you immediately put more thought and consideration into the development of your list. You think things through and only list the things that need to be done.

    One Day at a Time

    Often, people will try and make one task list that covers several days, or worse, just create a task list that attempts to cover everything, no matter what the timeframe for it is. You only want to cover one day.

    You’ve got software like Things to help you capture and sort tasks on a larger scale, but the whole point of having a small sheet of paper in front of you, in tangible form, is to help you focus on a daily basis. You need to refine your list to cover only the necessities of each day, the most important tasks that are going to move your projects further in real ways. These are high-yield tasks for the day, which are usually comprised of many smaller, seemingly low-yield, tasks.

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    Never try to squeeze your week into one list. Heck, don’t even try for two days. You’re going to blow it. The task list will serve you best when you use it as a tool to keep you highly focused for one day at a time, and by including tasks for subsequent days, you lose the advantage of keeping highly focused. You might be tempted to jump to that more interesting task three days down the track!

    Prioritize Every List

    Even with less space and less timeframe going into each task list, you will probably still have quite a few tasks to juggle and will need to identify the most important tasks for the day so you can tackle them first, or otherwise plan your day so that they get done. Of course, you want to get everything on that list done and you shouldn’t include more than you can handle if you want to have any hope of feeling motivated when the time to write your next list comes around. But prioritizing helps you focus further and know which tasks can be postponed (if necessary) to complete others.

    If you don’t prioritize, you risk spending all day on a project that, it turns out, was far less urgent than the task just underneath it on the list.

    The best way I’ve found to do this is to choose three tasks and three tasks alone and place a star or asterisk next to them, just to the left (keep a margin when you start jotting your list down so that you don’t find yourself cramming your asterisks into corners!).

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    Do not exceed three asterisks. It totally defeats the purpose. You just want to know your three, most urgent, most high-yield tasks for that day.

    And if you can manage to get under three asterisks, even better. You’ve got great focus!

    More by this author

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    Last Updated on January 2, 2019

    7 Steps For Making a New Year’s Resolution and Keeping It

    7 Steps For Making a New Year’s Resolution and Keeping It

    Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

    Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

    Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

    Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

    1. Just pick one thing

    If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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    Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

    Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

    2. Plan ahead

    To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

    Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

    Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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    3. Anticipate problems

    There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

    4. Pick a start date

    You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

    Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

    5. Go for it

    On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

    Your commitment card will say something like:

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    • I enjoy a clean, smoke-free life.
    • I stay calm and in control even under times of stress.
    • I’m committed to learning how to run my own business.
    • I meditate daily.

    6. Accept failure

    If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

    If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

    Perseverance is the key to success. Try again, keep trying and you will succeed.

    7. Plan rewards

    Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

    Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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    Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

    Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

    Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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