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5 Practical Ways to Make Your To-Do List Work

5 Practical Ways to Make Your To-Do List Work

Your to-do list is the heart and mind of your daily work; it works like your personal assistant, or rather your own private Boss who tells what you should do and when you should do it. Without a written to-do list, you get stressed, you lose time, and you end up being unproductive and inefficient.

Therefore, to free up your brain, you have to make a clear and efficient to-do list. Think of it like your external brain, and start imagining how you can arrange it to make it as powerful as possible.

Find the right tool

The very first thing you have to do is to find the right tool to manage your to-do list. I highly recommend that you use an online task management application because they’re flexible, sharable, and they’ve already proven their efficiency in terms of productivity. Plus, most task management applications give you the opportunity to add content and due dates to your tasks, to delegate work, and to collaborate with your teammates.

Forget using post-its, whiteboards and paper to-do lists. You won’t be able to do anything efficiently with a to-do list written on a piece of paper.

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Organize and Prioritize

tasks list

    Once you’ve picked the right application for your to-do list, you need to organize your tasks. Your to-do list should be easy and practical to use.

    To get organized, you should first make sure that you only add the tasks that you’re actually going to work on in a reasonable amount of time. So if something you’re working on is complex, you should break it down into smaller tasks.

    Secondly, you need to prioritize your tasks. Always put the most important tasks at the top of your list. Prioritizing your tasks helps you focus on the most urgent/important things you have to get done.

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    Add content

    task content

      After you create a task, you’ll need to enrich it by adding content so that when you’re ready, you’ll have all the resources you need to start working. Think of it like cooking: you first need to gather and prepare all the ingredients before you turn the oven on, right?!

      A task’s content can be anything you need, like a document, a note, an email, a link, a description or a list of subtasks. It’s all about adding everything you need to complete your work.

      Don’t forget that your to-do list is your personal assistant, and that the role of a personal assistant is to give you a maximum amount of information so you can do whatever it is you have to do easily.

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      Besides, adding content to your to-do list helps you focus on your work so your workflow can be easily managed.

      Keep it short

      If you have too many tasks on your to-do list, you might feel overwhelmed before you even get started. To be efficient, your to-do list needs to be doable. In other words, it needs to be short so that you’re subconsciously motivated to start working.

      If your to-do list is too long, move your tasks to another day or week. The objective is to have a clear picture on what you have to do, and can do, today. Tomorrow is another day, and you don’t need to have those tasks in today’s field of vision.

      Some people say to keep your to-do list under 20 tasks, and others say no more than 3. It really isn’t a matter of numbers, but rather the nature of your tasks. Some things take a few minutes to get done, others hours. You need to feel comfortable with the size of your to-do list and be able to tell yourself, “I can definitely get all of this done today”.

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      Make it collaborative

      The more we are, the merrier we will be, right? The same theory works with your to-do list.  If you keep it to yourself, you’ll have a harder time accomplishing your tasks.

      Therefore, when you’re choosing a task management app, you should make sure it’s collaborative. That way, you’ll be able to share ideas and get in sync with your coworkers. The idea is to get your teammates involved in your tasks and accomplish your work faster. If every member of your team is on the same page and using the the same information, your to-do list will work almost all by itself.

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      Last Updated on October 16, 2019

      Invaluable Lessons You Can Learn From Your Mistakes

      Invaluable Lessons You Can Learn From Your Mistakes

      Do you like making mistakes?

      I certainly don’t.

      Making mistakes is inevitable. Wouldn’t it be wonderful if we could be at ease with them?

      Perhaps there is a way to think of them differently and see their benefits.

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      Why Mistakes Feel Dangerous

      Mistakes often feel dangerous. Throughout human history, our errors have often been treated as dangerous for a variety of reasons:

      • Our vulnerability. We have limited and fragile support systems. When those systems fail, people often lose their lives.
      • Real dangers. Nature can be dangerous, and making mistakes can put us at the mercy of nature and its animal residents seeking a meal.
      • Ignorance. Many cultures scapegoats someone whenever there is a failure of some kind. Scapegoating can be serious and deadly.
      • Order. Many societies punish those who do not conform to the prevailing orthodoxy and treat difference and non-conformity as a mistake. Even our brains flash an error message whenever we go against prevailing social norms.

      We have a history of handling mistakes and failure in an unpleasant way. Since each of us carries our human history with us, it can be a challenge to overcome the fear of making mistakes.

      If we can embrace the reality of mistakes, we can free ourselves to be more creative in our lives and dig up some interesting insights.

      Why We Can’t Avoid Making Mistakes

      Many people operate under the notion that making mistakes is an aberration, a mistake if you will. You can call it perfectionism but it is a more substantial problem. It is really a demand for order and continuity.

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      When we think we can eliminate mistakes, we are often working from a perspective that sees the world as a fixed place. The world, however, is not so obliging. Like it or not, the world, and everything in it, is constantly changing.

      Change is more constant and pervasive than we can see with our own eyes which is why we often miss it. Our bodies are constantly changing. The natural conditions of the earth change constantly as well. Everything, including economic and cultural systems have life cycles. Everything is in a constant state of flux.

      We cannot see all of the changes going on around us since rates of change vary. Unfortunately, when we try to create a feeling of certainty and solidity in our lives or operate from the illusion of stability and order, we are fighting reality and our natural evolution which is built on adapting to change.

      It is better to continually bend into this reality rather than fight every change we experience. Fighting it can cause us to make more mistakes. Finding the benefits in change can be useful and help us minimize unnecessary mistakes.

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      Lessons Learned from Making Mistakes

      Life has so many uncertainties and variables that mistakes are inevitable. Fortunately, there are many things you can learn from making mistakes.

      Here is a list of ways to harness the mistakes you make for your benefit.

      1. Point us to something we did not know.
      2. Reveal a nuance we missed.
      3. Deepen our knowledge.
      4. Tell us something about our skill levels.
      5. Help us see what matters and what does not.
      6. Inform us more about our values.
      7. Teach us more about others.
      8. Let us recognize changing circumstances.
      9. Show us when someone else has changed.
      10. Keep us connected to what works and what doesn’t work.
      11. Remind us of our humanity.
      12. Spur us to want to better work which helps us all.
      13. Promote compassion for ourselves and others.
      14. Teach us to value forgiveness.
      15. Help us to pace ourselves better.
      16. Invite us to better choices.
      17. Can teach us how to experiment.
      18. Can reveal a new insight.
      19. Can suggest new options we had not considered.
      20. Can serve as a warning.
      21. Show us hidden fault lines in our lives which can lead us to more productive arrangements.
      22. Point out structural problems in our lives.
      23. Prompt us to learn more about ourselves.
      24. Remind us how we are like others.
      25. Make us more humble.
      26. Help us rectify injustices in our lives.
      27. Show us where to create more balance in our lives.
      28. Tell us when the time to move on has occurred.
      29. Reveal where our passion is and where it is not.
      30. Expose our true feelings.
      31. Bring out problems in a relationship.
      32. Can be a red flag for our misjudgments.
      33. Point us in a more creative direction.
      34. Show us when we are not listening.
      35. Wake us up to our authentic selves.
      36. Can create distance with someone else.
      37. Slow us down when we need to.
      38. Can hasten change.
      39. Reveal our blind spots.
      40. Are the invisible made visible.

      Reframe Reality to Handle Mistakes More Easily

      The secret to handling mistakes is to:

      • Expect them as part of the process of growth and development.
      • Have an experimental mindset.
      • Think in evolutional rather than fixed terms.

      When we accept change as the natural structure of the world, our vulnerability and humanness lets us work with the ebb and flow of life.

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      When we recognize the inevitability of mistakes as part of the ongoing experiment which life is, then we can relax more. In doing so we may make fewer of them.

      It also helps to keep in mind that trial and error is an organic natural way of living. It is how we have evolved over time. It is better to be with our natural evolution than to fight it and make life harder.

      When we adopt an evolutional mindset and see ourselves as part of the ongoing human experiment, we can appreciate that all that has been built up over time which includes the many mistakes our ancestors have made over thousands of years. Each one of us today is a part of that human tradition of learning and experimenting,

      Mistakes are part of the trial and error, experimental nature of life. The more you adopt the experimental, evolutional frame, the easier it becomes to handle mistakes.

      Handling mistakes well can help you relax and enjoy all aspects of life more.

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      Featured photo credit: Sarah Kilian via unsplash.com

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