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The Not-Do List: 9 Things You Need To Stop Doing

The Not-Do List: 9 Things You Need To Stop Doing

    We’ve all familiar with creating a to-do list to increase our productivity. Another list which can jumpstart our productivity is the not-do list – things we shouldn’t do. By being conscious of what to avoid, it’ll automatically channel our energy into things that we want to do. Doing both hand in hand will maximize our performance.

    If you want to take your productivity to the next level, here are 9 habits avoid:

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    1. Trying to do everything

    I mention 80/20 rule a lot in my articles because it’s true. And I’ll repeat again. Not all tasks are equal. Each task has its own importance. In fact by the 80/20 rule, 20% of the tasks on our to-do list account for 80% of the value. So cut ferociously at your to-do list and slice away the 80% low-value tasks. When you’ve streamlined it to the minimum essential, laser focus all your energy on those 20% high value ones. Do the same thing the next day. Rinse and repeat. Keep only the absolute important things and let go of the rest.

    Read Strategy #6 on 13 Strategies To Jumpstart Your Productivity for more on the 80/20 rule.

    2. Answering all emails (or calls and messages for that matter)

    I used to think I have to reply to all emails until I noticed that not all my emails were replied to. In fact, many weren’t, even when they were follow-up replies to reader mails asking for help. Seemingly, all the effort that go into meticulously typing, wording and formatting my mails wasn’t really getting me anywhere. I would be stuck in email land the whole day long with no output to claim of my own except for an increase in mails in my sent box. So I began to selectively reply to higher priority emails , and the world didn’t stop. In fact, I now have more time to create more high value content and articles for readers, which is a big win for everyone.

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    3. Thinking you have to do everything immediately

    Apart from my to-do list and not-do list, I also have a do-later list. This is to collect the items that drop in mid-way through the day, usually administrative, nitty gritty tasks that don’t take much time but aren’t majorly important too. If I drop what I’m doing at the moment to work on them it can be disruptive, so instead I put them in my do-later list. Then at the end of the day, I batch and process everything at one go. It’s a lot more effective.

    Likewise for my emails, I have a “Reply by Tue/Thu/Sat” folder where I archived mails to deal with on the respective days.

    4. Putting important tasks off

    Procrastination is the mind killer. It may seem like a good idea to put off that task now, but that’s just setting yourself for a jam later on, and it’s not worth it. Get started on your most important projects now and stop putting them off. Out of all the people I’ve met in all my life, I’ve never come across anyone who gets authentic joy and happiness from procrastination. The ones who claim to be happy procrastinating are usually living in an illusion, alternating from “Oh I’m happy the way I am” to “I wish I don’t have to do this” to “Sigh I wish I started earlier” in a matter of seconds.

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    Don’t subject yourself to such a situation. It’s all about a matter of getting started. Once you start, it gets easier. I’ve written 11 simple, yet practical steps which can help you move out of the procrastination cycle.

    5. Trying to get things perfect the first time round

    Interesting, it’s the perfectionist in us that causes many of us to procrastinate (see #4). If the perfectionist side of you is hindering you from getting things done in the first place, that’s something you should look into. Get into the notion of ‘drafts’ – let yourself work on a 1st draft, where you work on the core content, then return for a 2nd or 3rd draft where you iron out the little details. Give yourself the permission to make mistakes which you can correct later on. It’s much easier this way than trying to get everything right in the 1st version. I do this when writing my articles and my books and my productivity is higher.

    6. Being hung up over details

    Being detail oriented is good. I’m a very detail oriented person myself. However, don’t be so obsessed with details that it holds you back. Does this matter a year from now? 3 years from now? 5 years? If not, then maybe it’s  not worth worrying so much about it now. Go for the bigger picture; that’s more important to you.

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    7. Not having clear goals

    Do you know your goals for this month? How about your goals for this year? And the next year? If you can answer these 3 questions with absolute certainty and conciseness, then you’re good to go. Otherwise, perhaps it’s good to spend some time to think over them. While it may take a bit of time in the beginning, after you work out your priorities, your days become very sharp and focused. I have clear monthly goals and targets which I work toward and review every week, and these help me to stay on track towards my long-term goals. This month, my biggest goal is to  finish and release my 2nd book. Being conscious of this goal has helped me to push away the unimportant tasks and prioritize the ones essential for the launch, so I can meet the launch timing. Right now everything is going on track and I’m excited to see the final outcome. Read Strategy #1 of 13 Strategies To Jumpstart Your Productivity for more about setting your targets.

    8. Not taking breaks

    Humans are not robots. While robots can sustain constant output over a long period of time, we need to rest and recharge. So schedule a short break in between your work hours, say for 5 or 10 minutes, and take a breather. You’ll find your focus markedly higher when you return.

    9. Trying to please everyone

    I like this quote by Colin Powell, which says “Trying to get everyone to like you is a sign of mediocrity”. You’re never going to be able to control what others think, so don’t spend too much time sweating over it. Instead, work on the things you have control over – yourself, your emotions, your thoughts and your actions. Spend your energy in the creation process, and on people who do deserve your attention and love. Try it for a week – You’ll find it’s a lot more rewarding this way.

    How about you?

    Which of the 9 items in the not-do list above apply to you? Do you have anything that will increase your productivity markedly once you stop doing them? Share in the comments area.

    Image © Shutterstock

    More by this author

    Celestine Chua

    Celestine is the Founder of Personal Excellence where she shares her best advice on how to boost productivity and achieve excellence in life.

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    Last Updated on September 16, 2019

    How to Stop Procrastinating: 11 Practical Ways for Procrastinators

    How to Stop Procrastinating: 11 Practical Ways for Procrastinators

    You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

    We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

    The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

    Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

    1. Break Your Work into Little Steps

    Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

    For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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    • (1) Research
    • (2) Deciding the topic
    • (3) Creating the outline
    • (4) Drafting the content
    • (5) Writing Chapters #1 to #10,
    • (6) Revision
    • (7) etc.

    Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

    2. Change Your Environment

    Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

    One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

    3. Create a Detailed Timeline with Specific Deadlines

    Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

    Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

    My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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    Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

    4. Eliminate Your Procrastination Pit-Stops

    If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

    Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

    I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

    5. Hang out with People Who Inspire You to Take Action

    I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

    Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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    As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

    6. Get a Buddy

    Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

    I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

    7. Tell Others About Your Goals

    This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

    For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

    8. Seek out Someone Who Has Already Achieved the Outcome

    What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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    9. Re-Clarify Your Goals

    If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

    Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

    10. Stop Over-Complicating Things

    Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

    Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

    11. Get a Grip and Just Do It

    At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

    Reality check:

    I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

    More About Procrastination

    Featured photo credit: Malvestida Magazine via unsplash.com

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