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Are You Making This Major Daily To-Do List Mistake?

Are You Making This Major Daily To-Do List Mistake?


    Odds are if you’re reading this post, you probably use some kind of daily to-do list system in your life, right? The question is, are you using that system to it’s maximum potential? Are you getting everything done on that list each day?

    If you’re like a lot of people, you use a daily to-do list and you may even check some things off each day, but you may be making a mistake that many people make that causes a HUGE problem not only in terms of productivity, but also in the fundamental way you organize your thoughts.

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    Don’t feel bad. It’s a common mistake, and I’m here to help you fix it.

    Consider this question for a moment. What does your daily to-do list contain? Is it sufficiently broken down into manageable tasks and tasks only? Can you realistically complete those tasks in a maximum of a couple of hours each?

    If not, you may be making this mistake as well. And it may be drastically affecting your life.

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    How to Construct a Proper Daily To-Do List

    A daily to-do list should be composed of small tasks that don’t take more than a couple of hours at most to complete. Otherwise, they have no place here.

    This is where a lot of people go wrong. They use daily to-do lists as a reminder of the things they need to work on, but their use of lists ends there. They fail to ever separate the large projects on their lists from the small tasks they need to accomplish in the first place.

    The result is often a major short-term focus, and is a huge reason why a lot of people in this world fail to think in a proactive fashion. They think a day at a time, and never a step ahead.

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    See, by not separating out your long-term goals and projects onto other forms of productivity documentation, the only list you’ll ever have is your daily list, which at this point is only a reminder of things to work on. It’s not being used in a productive fashion to help you achieve your goals.

    Enter Your Long-Term Productivity Lists

    See, a lot of people don’t realize that there are more types of lists than just a daily list that you can use to enhance your productivity. And not only will they enhance your productivity by allowing you to keep your to-do list more clean, but they’ll also allow you to be a much more of a long-term thinker, and will allow you to take control of your day rather than let your day control you.

    Consider this structure of lists to arrange your productivity, rather than the typical “daily list only” approach that most people use:

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    • The Master Goal List – Use a Master Goal list as a long-term list of 90 – 180 days to plan out what you want to accomplish in this time frame. What do you want to get done in the next 3 – 6 months? What are the things that are going to make a huge impact on your job or your life? These are the items that should go on your Master Goal List. This is the “What” and the “When” of what you want to accomplish.
    • The Weekly Project List – Use a Weekly Project list as a breakdown of the items on your Master Goal list. These items have a project focus as well, but are broken down into smaller subsets of the large items on your Master Goal list. This allows you to see what you need to work on from week to week to reach your goals and will allow you to start seeing how your daily schedule can be arranged.
    • Your Daily To-Do List – Then finally, use your Daily To-Do List to break down your Weekly Project List into small tasks that you can accomplish in just a couple of hours each. These tasks filter down from your other two lists to ultimately enable you to complete each project you wish to accomplish. Think of this list as the “How” of what you want to get done.

    The Result?

    It might seem a little strange to keep three lists, but look at what happens as the result.

    Suddenly, with the creation of your long-term lists, your daily list starts to mean something. It becomes free of long-term projects and you only include the small tasks that you need to get done each day to allow you to complete your projects. You’ll start crossing off everything on your daily list every day.  Then you’ll relate those back to completing your projects and eventually your ultimate long-term goals.

    The result is your daily to-do list goes from being just a dumping ground of everything you have to do, to being a key driver of your productivity and success.

    And that’s the ultimate goal of “lifehacking” – to enable you to get things done!

    (Photo credit: Crumpled Wads of Paper on Table via Shutterstock)

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    How to Fight Information Overload

    How to Fight Information Overload

    Information overload is a creature that has been growing on the Internet’s back since its beginnings. The bigger the Internet gets, the more information there is. The more quality information we see, the more we want to consume it. The more we want to consume it, the more overloaded we feel.

    This has to stop somewhere. And it can.

    As the year comes to a close, there’s no time like the present to make the overloading stop.

    What you need to do is focus on these 4 steps:

    1. Set your goals.
    2. Decide whether you really need the information.
    3. Consume only the minimal effective dose.
    4. Don’t procrastinate by consuming too much information.

    But before I explain exactly what I mean, let’s discuss information overload in general.

    The Nature of the Problem

    The sole fact that there’s more and more information published online every single day is not the actual problem. Only the quality information becomes the problem. This sounds kind of strange…but bear with me.

    When we see some half-baked blog post we don’t even consider reading it, we just skip to the next thing. But when we see something truly interesting — maybe even epic — we want to consume it. We even feel like we have to consume it. And that’s the real problem.

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    No matter what topic we’re interested in, there are always hundreds of quality blogs publishing entries every single day (or every other day). Not to mention all the forums, message boards, social news sites, and so on. The amount of epic content on the Internet these days is so big that it’s virtually impossible for us to digest it all. But we try anyway.

    That’s when we feel overloaded. If you’re not careful, one day you’ll find yourself reading the 15th blog post in a row on some nice WordPress tweaking techniques because you feel that for some reason, “you need to know this.”

    Information overload is a plague. There’s no vaccine, there’s no cure. The only thing you have is self-control. Luckily, you’re not on your own. There are some tips you can follow to protect yourself from information overload and, ultimately, fight it. But first…

    Why information overload is bad

    It stops you from taking action. That’s the biggest problem here. When you try to consume more and more information every day, you start to notice that even though you’ve been reading tons of articles, watching tons of videos and listening to tons of podcasts, the stream of incoming information seems to be infinite.

    Therefore, you convince yourself that you need to be on a constant lookout for new information if you want to be able to accomplish anything in your life, work and/or passion. The final result is that you are consuming way too much information, and taking way too little action because you don’t have enough time for it.

    The belief that you need to be on this constant lookout for information is just not true.

    You don’t need every piece of advice possible to live your life, do your work, or enjoy your passion.

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    So how to recognize the portion of information that you really need? Start with your goals.

    1. Set your goals

    If you don’t have your goals put in place you’ll be just running around grabbing every possible advice and thinking that it’s “just what you’ve been looking for.”

    Setting goals is a much more profound task than just a way to get rid of information overload. Now by “goals” I don’t mean things like “get rich, have kids, and live a good life”. I mean something much more within your immediate grasp. Something that can be achieved in the near future — like within a month (or a year) at most.

    Basically, something that you want to attract to your life, and you already have some plan on how you’re going to make it happen. So no hopes and dreams, just actionable, precise goals.

    Then once you have your goals, they become a set of strategies and tactics you need to act upon.

    2. What to do when facing new information

    Once you have your goals, plans, strategies and tasks you can use them to decide what information is really crucial.

    First of all, if the information you’re about to read has nothing to do with your current goals and plans then skip it. You don’t need it.

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    If it does then it’s time for another question. Will you be able to put this information into action immediately? Does it have the potential to maybe alter your nearest actions/tasks? Or is it so incredible that you absolutely need to take action on it right away? If the information is not actionable in a day or two (!) then skip it. (You’ll forget about it anyway.)

    And that’s basically it. Digest only what can be used immediately. If you have a task that you need to do, consume only the information necessary for getting this one task done, nothing more.

    You need to be focused in order to have clear judgment, and be able to decide whether some piece of information is mandatory or redundant. Self-control comes handy too … it’s quite easy to convince yourself that you really need something just because of poor self-control. Try to fight this temptation, and be as ruthless about it as possible – if the information is not matching your goals and plans, and you can’t take action on it in the near future then SKIP IT.

    3. Minimal Effective Dose

    There’s a thing called the MED – Minimal Effective Dose. I was first introduced to this idea by Tim Ferriss. In his book The 4-Hour Body,Tim illustrates the minimal effective dose by talking about medical drugs. Everybody knows that every pill has a MED, and after that specific dose no other positive effects occur, only some negative side effects if you overdose big.

    Consuming information is somewhat similar. You need just a precise amount of it to help you to achieve your goals and put your plans into life. Everything more than that amount won’t improve your results any further. And if you try to consume too much of it, it will eventually stop you from taking any action altogether.

    4. Don’t procrastinate by consuming more information

    Probably one of the most common causes of consuming ridiculous amounts of information is the need to procrastinate. By reading yet another article we often feel that we are indeed working, and that we’re doing something good – we’re learning, which in result will make us a more complete and educated person.

    This is just self-deception. The truth is we’re simply procrastinating. We don’t feel like doing what really needs to be done – the important stuff – so instead we find something else, and convince ourselves that “that thing” is equally important. Which is just not true.

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    Don’t consume information just for the sake of it. It gets you nowhere.

    In Closing

    As you can see, information overload can be a real problem and it can have a sever impact on your productivity and overall performance. I know I have had my share of problems with it (and probably still have from time to time). But creating this simple set of rules helps me to fight it, and to keep my lizard brain from taking over. I hope it helps you too, especially as we head into a new year with a new chance at setting ourselves up for success.

    Feel free to shoot me a comment below and share your own story of fighting information overload. What are you doing to keep it from sabotaging your life?

    (Photo credit: Businessman with a Lot of Discarded Paper via Shutterstock)

    Featured photo credit: Pexels via pexels.com

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