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8 Productivity Hacks to Get Out of To-Do List Purgatory

8 Productivity Hacks to Get Out of To-Do List Purgatory


    You feel like you can’t get anything worthwhile accomplished today, yet the tasks keep piling on.

    I call it “To-Do List Purgatory” because it’s a hellish rut where important tasks never seem to get done.

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    I’ve been there often enough to share with you my best methods to stop yourself from getting trapped. Use these following 8 productivity hacks and get out (and stay out!) of to-do list purgatory:

    1. Hit Restart

    Rewrite your task list and give yourself a realistic selection of things you can do today. It makes no sense to create a giant laundry list of things that you’ll never get done. Make tasks that fit into the time you have available. Spend 5 minutes each morning preparing a daily to-do list with a handful of priority tasks that you know you can accomplish today. Park the tasks you don’t see doing today on a holding list for another day.

    2. Use Laser-Focus

    Everyone should have a “Laser-Focus Mode” where they shut out the world and concentrate with intense focus. Set a timer for 15 minutes and commit to working with laser-point focus on one and only one task. Once you get going you’ll find it’s an addictive habit. Assist this process by creating an uber-productive atmosphere: close your door, turn off your phone, and unplug from the internet.

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    3. Toss ‘Em Out

    Sometimes you take for granted that something must be done just because it’s on your list. Retrain yourself to know it’s not always the case. When in doubt, the best way to see if something is truly a priority, delete it from your list. It’ll come back if it’s truly something important.

    4. Choose Your Big Three

    Each day, you need to declare three clear-cut priorities to which you should focus most of your energy. Choose the tasks that offer you the highest yield per hour of effort. Yes, I know you have much more to do, but it’s important you learn to take advantage of the 80/20 rule, where 80% of your success comes from the top 20% of your daily tasks.

    5. Eat that Freaking Frog

    Start your day doing the worst task possible and you’ll have a much easier time working through your to-do list. Too often, we avoid those “ugly frog” tasks we hate. That, in turn, creates a black hole affect where other tasks are sucked in and your list grows totally stagnant. There’s a good reason eating the frog is one of the top procrastination tips – it works! Don’t trick yourself into thinking you need to start your day slowly, you’ll never get started.

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    6. Improve Your Grammar

    Re-write each task so your list offers detailed instructions. Don’t just write the words “do budget” — it’s a daunting and unapproachable statement. Instead, create phrases that begin with a verb and offer clarity as to the outcome. “List monthly bills due.” If your task can’t be turned into a specific action, it needs to be broken down into smaller steps, as I did in this example.

    7. Set Deadlines

    Setting deadlines for your major daily tasks is an effective way to keep focused during your task time. You’ll be amazed how much more gratifying it feels to maintain start-stop points in your task times. The structure of time constraints offers you a tangible comfort zone for doing your work, and it offers a much greater sense of accomplishment than the alternative — working until someone or something else distracts you.

    8. Just Keep Moving

    The next time you find yourself getting stuck in your day feeling like you’re not getting anywhere and not knowing what to do next, there are two simple choices. Do the next thing you can think or, or quit the task and move on to the next one. Either way, don’t let yourself freeze up… it eventually leads to procrastination and futility. Keep yourself moving and maintain your momentum — it’s the lifeblood of having a productive day.

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    Remember, your best bet is to avoid to-do list purgatory altogether. It’s truly just a matter of making a well-defined, list of priority tasks and following through on your commitments to that list each day. Do this and you’ll be in productivity heaven.

    What’s your sticking point each day? Please share with me in the comments section and I’ll do my best to offer a tip that best fits you.

    (Photo credit: Frustrated Businesswoman via Shutterstock)

    More by this author

    Jeff Doubek

    Jeff believes time management success is just a few good habits away for anyone wanting to achieve their dreams.

    8 Productivity Hacks to Get Out of To-Do List Purgatory

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    Last Updated on September 18, 2019

    15 Best Organizing Tips For Office Organization and Getting More Done

    15 Best Organizing Tips For Office Organization and Getting More Done

    You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

    Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

    A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

    Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

    So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

    1. Purge Your Office

    De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

    Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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    Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

    2. Gather and Redistribute

    Gather up every item that isn’t where it belongs and put it where it does.

    3. Establish Work “Zones”

    Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

    Place the appropriate equipment and supplies are located in the proper area as much as possible.

    4. Close Proximity

    Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

    5. Get a Good Labeler

    Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

    6. Revise Your Filing System

    As we move fully into the digital age, the need to store paper files has decreased.

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    What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

    Here’re some storage ideas for creating a smooth filing system:

    • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
    • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
    • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
    • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
    • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
    • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
    • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

    Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

    7. Clear off Your Desk

    Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

    If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

    8. Organize your Desktop

    Now that you’ve streamlined your desktop, it’s a good idea to organize it.

    Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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    Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

    9. Organize Your Drawers

    Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

    Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

    10. Separate Inboxes

    If you work regularly with other people, create a folder, tray, or inbox for each.

    11. Clear Your Piles

    Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

    Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

    12. Sort Mails

    Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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    13. Assign Discard Dates

    You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

    Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

    14. Filter Your Emails

    Some emails are important to read, others are just not that important.

    When you use the filter system to label different types of emails, you know their priority and which to reply first.

    Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

    15. Straighten Your Desk

    At the end of the day, do a quick straighten, so you have a clean start the next day.

    Bottom Line

    Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

    Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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    Featured photo credit: Alesia Kazantceva via unsplash.com

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