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Last Updated on December 1, 2020

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 its 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.

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

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

Consider this question for a moment:

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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, then you’re not using this system to its maximum potential.

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.

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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.

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.

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:

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?

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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.

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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!

More Tips on Getting Things Done

Featured photo credit: Pexels via pexels.com

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Cody Wheeler

Cody is a self-improvement blogger at Academy Success, the place to learn life skills you don't learn in school.

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Published on April 8, 2021

10 Simple Ways To Refocus a Wandering Mind

10 Simple Ways To Refocus a Wandering Mind

Want to know what Steve Jobs thought was the ultimate key in achieving success?

“Focus and simplicity… once you get there, you can move mountains.”—Steve Jobs

And this belief is even more important today than it was years ago. At your fingertips is a literal world of information and entertainment. So, it’s no wonder we all have such wandering minds nowadays.

Thanks to the internet and smartphones, attention is practically a currency we should be more budget-minded about. In fact, a person who can stay focused is not only more likely to get more done but also be more satisfied at the end of the day because of it.

Going further, a person who’s focused will more easily achieve their goals—anything from losing 20 pounds to getting a promotion at work is within the reach of this type of person.

So, in the spirit of that idea, here are 10 ways to tame that wandering mind of yours and turn it into a laser-focused brain that gets things done.

1. Find Your Totem

Remember the totem in the movie, Inception? It’s an item that reminded people they weren’t in a dream when they touched it, and it was able to keep them grounded in reality.

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You can replicate this idea when it comes to staying focused as well. All you’ve to got to do is find something to be your “focus totem,” and it’ll remind you that you should stop daydreaming and get back to work. Ideally, it’s something you can see and touch.

In the movie, a chess piece and a spinning top were used—both are good ideas. You could also use a picture of your family, a mini trophy, or even wear a ring to focus your mind as well. (In fact, a green lantern ring might be kind of cool for this.)

2. Promise a Reward

Incentives are an obvious way to go. Having gold at the end of any journey makes you want to press forward just for the sweet results. In general, rewards should correlate to the difficulty/length of the work.

For example:

  • Finish a quick house chore = a piece of chocolate
  • Complete an annoying administrative task = 10 minutes of Youtube
  • A successful day of work = a whole movie on Netflix

Pretty simple stuff, right? But you’d be surprised how often you forget to reward yourself for doing solid work on the regular.

3. Make It Stupid Easy for Your Wandering Mind

I don’t know about you, but if I perceive my work to require more effort than I care to use, I’m instantly turned off. This then leads to distraction and procrastination. But you can offset this by breaking a difficult task into a bite-sized piece.

Case in point, what seems easier: 30 pushups or 3 pushups?

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It’s obvious, but sometimes our brains need to be “convinced” we’re only doing a small amount of work to get things going.

But here’s something cool about this tactic: You can (and most likely will) keep going past your stupid easy benchmark. You don’t have to, but my experience tells me once you get going like this, it’s easy to go beyond your bare minimum goal.

4. Empty Your Mind With Journaling

Sometimes, there’s too much stuff floating around in your brain that is making your mind wander. In that case, it can help to spill everything in your head onto a journal to free up some space. You can use a pen and pad for this or something digital like Evernote.

There are two basic ways to go about it:

  1. Freestyle – where you just write whatever randomly flows through your brain without thinking or pausing. This is great if you’ve got a million different ideas racing through your brain.
  2. Focused – where you create prompts or an outline to streamline your thinking and you just respond to the questions or format. This is best when you want to grasp a certain topic.

5. Use the “Just 5 Minutes” Method

Try telling yourself that you’ll work for “just 5 minutes” and then you can stop. You’ll find that the task feels far easier to handle. And like the “stupid easy” method, this tricks your brain into thinking the task is lower effort than it really is. After all, 5 minutes for even the worst task is psychologically manageable for any person out there.

The key is to honestly allow yourself to stop at 5 minutes—no matter what. That’s what allows your brain to accept the method as legit and also lets it overcome the mental hurdle that makes your brain want to wander around and focus on anything but your task.

6. Recite a Focus Mantra

I like to think of mantras as a totem you can take with you anywhere you go. They serve the same purpose—reminding you to stay focused—but can be done anywhere and anytime.

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I find the most powerful type of mantra to be based on reality. I learned this approach from Dr. Jon Fader—a performance coach who was on “Good Morning America”—and his book Life as Sport: What Top Athletes Can Teach You about How to Win in Life. He calls this “objective optimism.”

Basically, you create a mantra that’s based on personal success in your life. That way, the mantra isn’t just a fluffy positivity statement, there’s also the weight of real-life success giving it power

Some examples:

  • If you’re struggling to make yourself go to the gym but have technically been there many times already, you could say, “just another day of heading to the gym—easy.”
  • If you’re suffering from impostor-syndrome after accepting a promotion, just say, “I’m here for a reason” to remind yourself that your efforts were recognized by others and are the real deal.
  • If you’re nervous about an upcoming sports competition but have trained diligently for it, you could say, “I’ve done all the work possible” to remind yourself that your earlier efforts have created the best version of you for the event.

As you can see, the most powerful mantras are evidence-based and positive. So, just find proof of relevant success in your life and transform it into a motivating mantra.

7. Use the “Multi-Yawn” Approach

One of the best ways to be distracted is to be tired. And sometimes, you’ll be tired in such a way that you’re “sort of” working but not realize that you’re actually constantly distracted.

If you can notice when you do this, one thing I like to do is crank out as many big, satisfying yawns as possible. Olympic athletes sometimes do this before their big events. It calms them down and helps them perform better in the process. And it works just as well for us regular folks. I find it has a similar effect to taking a good nap (and actually works best in unison), so you can imagine how effective this can be.

8. Find an Easy Win

Nothing feels good like winning. So, it can help to find a few simple tasks you can do with little effort and just get them done immediately. This will create momentum and propel your productivity forward. The feeling of success will lock your focus in on the task at hand and refocus your wandering mind. Use this when you feel “resistance” to getting your work started.

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9. Create a “Wins” List

Feeling like a capable person who can win at life is motivating in and of itself. In light of this fact, it can help to have an ongoing “wins” list to prove you’re an able person.

Just keep track of all your daily wins—big and small. And whenever your focus starts to wane, give that list a peek and remind yourself that you’re more capable than you realize.

10. Add Stakes to the Mix

If you were to lose $20 if you failed to complete a task, would you be more focused on completing it? Of course!

Try and find ways to put something on the line when it comes to completing your tasks, and you’ll find your focus, motivation, and ability to things done to be higher than ever before.

For example, if you’re at work, you could involve a co-worker by saying you’ll buy their food if you don’t complete a task before lunchtime rolls around. At home, you could say you’ll also mow the lawn if you don’t remember to wash the dishes before the day is over. Or you could just use something like Beeminder or TaskRatchet, which actually charges you cash for failing to complete a task or goal on time. (It’s scary but effective)

All are viable methods, so just give one of them a shot.

Who Else Wants More Success?

Of the many methods of winning at life out there, focusing is definitely a top-three contender. You can’t get anything you want in life if you don’t buckle down and get your work done—a wandering mind won’t create success.

But with these 10 focus tips, you’ll be ahead of the competition and be closer to a fitter body, higher income, and a flat-out better life than before.

More Tips on Sharpening Your Focus

Featured photo credit: Clay Banks via unsplash.com

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