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3 Simple Tricks to Prevent you from Losing Your Lists

3 Simple Tricks to Prevent you from Losing Your Lists

“I can’t find that list I created” is a common problem that occurs if you’re a list maker. Often, we create a lot of lists and when we can’t find them, we end up creating similar or duplicate lists. It doesn’t matter if all the lists are kept in the same place, we still end up with duplicate lists because it becomes painful to go through each list just to find the thing that we are afte. The technique is to Categorize; add a Convention and Flag your lists. This mini toolbox of tricks should be usable on any app. Here’s the simple trick I use –

Categorize Your Lists

Whenever I create a list, I always put it into a category. This makes it easy to identify what the list is about, whether it’s a movie list, a book list, web articles to read, shopping list or a bucket list. It’s important to ensure that you consistently use the same categories for the types of lists that you create.

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Why would you want to do this? An example for myself is movies. I list out all the movies I would like to watch into different genres and sometimes into different years. Why not create a sublist? The issue is that they are not always searchable, some apps don’t search in your sublists and since this technique can be applied across all apps, it means you don’t have to be stuck to using any specific tool. That means if you change tools, you can still use this technique.

Create a Naming Convention

It’s important to be consistent about how you name your lists, it makes them easier to sort through and easier to search. So now that you have thought up some categories, when you create you lists put them in square brackets. e.g. [Movies] Comedies 2010. You instantly know that this list is about movies and comedies. You don’t have to use square brackets, you can use any identifier you want e.g. {Movies} or <Movies> or !Movies! anything that makes it easier for you to see.

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Screen shot 2013-03-04 at 12.15.51 PM

    From the above example, you can see I’ve categorized my lists with Movie, Shopping, Books, People, Christmas, New year, Recipes, Videos etc. It’s easy for me to identify what the main purpose of the list is for.

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    Search Becomes Easier

    Search becomes a lot easier. Can’t remember what you called the list? Well you should be able to remember the category, so if I’m looking for a recipe, but can’t remember the name of the recipe, and also can’t remember the name of the list I put it in, then I can search for the category. Now I have some clues which should help me to remember which list it is in, or at least it will reduce the amount of searching I have to do to find that recipe.

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    Screen shot 2013-03-04 at 12.16.33 PM

      I can select the appropriate list that the recipe would be under. I’m demonstrating this using Listible, but this technique should work in any list app.

      Flagging Important Lists

      If you use lists to prioritize what you want to accomplish, you can use advanced identifiers. For example you can place an asterix hash (*#) in front of the list name. This makes it easier to see visually, and also easy to search for the ‘important tasks that need to be accomplished.

      Screen shot 2013-03-04 at 6.01.21 PM

        These techniques work on file based lists, so even if you are keeping your lists on your mac or windows pc inside word documents or spreadsheets, using this technique will still make it easier to know what your lists are about, how important they are, and makes them easily searchable. So remember, the technique is to Categorize, to Convention and to Flag your list names.

        More by this author

        Hoi Wan

        Hoi is a mobilist who blogs about technology trends and productivity.

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        Last Updated on March 23, 2021

        Manage Your Energy so You Can Manage Your Time

        Manage Your Energy so You Can Manage Your Time

        One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

        The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

        You need more than time management. You need energy management

        1. Dispel the idea that you need to be a “morning person” to be productive

        How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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        I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

        I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

        2. Determine your “peak hours”

        Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

        Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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        My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

        In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

        Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

        3. Block those high-energy hours

        Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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        Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

        If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

        That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

        There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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        Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

        Featured photo credit: Collin Hardy via unsplash.com

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