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How to Actually Get Things Done with Your To-do List

How to Actually Get Things Done with Your To-do List

For the original unedited article, visit Greatist.

Now that the sparkly ball has long since hit the ground, we’re supposedly off and running on those New Year’s resolutions. Unfortunately, between work, family, and other real-life obligations, achieving our goals is almost always harder than it seems. But the problem may have started way back in 2012, when we first jotted down those goals on a piece of loose leaf or a dirty bar napkin. Creating an efficient to-do list is a feat in itself, and that’s where we come in. We’ve prepared 13 tips to help you organize your life into a manageable list, then cross off each entry in time to make some new resolutions for next year.

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TO DO OR NOT TO DO — THE NEED-TO-KNOW

List-making is a pretty personal thing. Some of us border on obsessive, organizing even our bathroom runs into a series of numbered bullet points. Others prefer to wing it, writing important telephone numbers on the backs of their hands. But even the most basic outline of must-do tasks can help us tackle our most important goals. For one thing, writing out a bunch of to-do’s forces us to set concrete goals (take out the trash), which can be way more effective than just thinking about vague objectives (get cleaner). Plus, making a written list can help us remember important information (meaning that trash won’t sit waiting in the kitchen for weeks).

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The problem is that even those of us who believe fervently in the power of to-do lists might not know how to make a successful one. Luckily Greatist is here to help, with a step-by-step guide to creating — and completing — an awesome list of stuff to get done.

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JUST TO-DO IT — YOUR ACTION PLAN

  • Pick a medium. To-do lists come in all shapes and sizes, so it’s all about what works for the individual. Some research suggests writing information by hand helps us remember it better, but if you last picked up a pen in 1995, fear not: There’s a huge range of digital apps that help create personal to-do lists.
  • Make multiples. Create a few lists of stuff that needs to get done. One should be a master list, with every item you’d like to accomplish in the long-term: Clean out the closet, sign up for a language class, etc. Another can be a weekly project list, with everything that needs to take place in the next seven days. The third should be a HIT (that’s high-impact tasks) list, with the tasks that need to get done today: Call Aunt Sue for her birthday, pick up the dry cleaning, finish that presentation for work. Every day, see which items from the master list and weekly project list should move to the HIT list.
  • Keep it simple. There’s nothing more intimidating than a mile-long to-do list. And, realistically, it’s impossible to get that much stuff done in 24 hours anyway. One trick for keeping a HIT list simple is to make a list of stuff you want to do today and slice it in half. There shouldn’t be more than 10 items remaining; the rest can go on the weekly projects list or the master list.
  • Meet the MITs. That’s “most important tasks.” Start the list with at least two items that absolutely must get done today, so you don’t end up vacuuming instead of finishing a project report due tomorrow. Even if the rest of the list stays untouched, the really meaningful stuff will get finished.
  • Start easy. Even before those MITs (see above), stick a few simple items on the list. “Fold clothes,” “wash breakfast dishes,” and “shower” are all good examples. Even crossing off silly stuff helps us start the day feeling super-productive.
  • Break it down. Goals such as “work on research paper” are much too vague and intimidating, meaning we’ll be too afraid to actually start tackling them. One way to reduce the fear factor and make goals seem more manageable is to break projects into smaller tasks. Instead of “work on research paper,” try something more specific, such as “write first half of chapter three” on Monday and “write second half of chapter three” on Tuesday.
  • Stay specific. All to-do’s should have these qualities in common: They’re physical actions; they can be finished in one sitting; and they’re tasks that only the to-do-list writer can do. For general projects that require lots of time or other people’s help, list specific steps you can take toward your goal. Instead of “save the animals,” try “write cover letter for internship at World Wildlife Fund.”
  • Include it all. For every task on the list, include as much information as possible so there’s literally no excuse for not getting the job done. For example, if the task involves calling someone, include that person’s phone number on the list so you won’t waste time scrambling for it later.
  • Time it. Now that you’ve made the list (and checked it twice), go back and put a time estimate next to every item. It might even help to turn the to-do list into a kind of schedule with specific times and places. So, for example: laundry 4-6 p.m. at Suds & Stuff, clean out inbox 6-7 p.m. at Starbucks on 6th Ave. When time’s up, it’s up; there’s no spending six hours at the Laundromat.
  • Don’t stress. Every master list has a few tasks on it that we’ve been meaning to do for days, weeks, maybe even years — but haven’t yet. Try to figure out why not in order to learn what steps are necessary for actually completing the task. Not calling Uncle Pat out of fear of getting stuck on the phone for the whole afternoon? Replace “Call Uncle Pat” with “figure out a way to get off the phone with Uncle Pat.” This way the big task will seem easier, and eventually get done.
  • Make it public. Sometimes the best way to stay accountable is to have someone watching over us. Try sharing that to-do list, whether by posting it on the family refrigerator or setting up a digital calendar that everyone on the work team can access.
  • Schedule scheduling. One of the trickiest aspects of the to-do list is actually sitting down to make one. Pick a time every day, whether it’s the morning before everyone else wakes up, the hour right before going to bed, or lunchtime, when you can organize all your tasks and determine what still needs to be accomplished.
  • Go in with the old. One way to boost productivity is to remind ourselves how productive we were yesterday. So keep a written list of everything you accomplished the day before, even the small stuff.
  • Start fresh. Make a new list every day so the same old items don’t clog up the agenda. It’s also a useful way to make sure we actually get something done every 24 hours and don’t just spend time decorating the paper with fancy highlighters.
  • Be flexible. Pro tip: Always leave about 15 minutes of “cushion time” in between items on the to-do list or calendar in case something pops up (say the washing machine overflows or the computer crashes). And if a crisis does strike, the most important thing is to remember to stop and breathe. You’ve probably already accomplished at least one MIT — you’ll get the rest under control!
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Forget Learning How to Multitask: Boost Productivity 10X More with Focus

Forget Learning How to Multitask: Boost Productivity 10X More with Focus

There’s a dark side to the conveniences of the Digital Age. With smartphones that function like handheld computers, it has become increasingly difficult to leave our work behind. Sometimes it seems like we’re expected to be accessible 24/7.

How often are you ever focused on just one thing? Most of us try to meet these demands by multi-tasking.

Many of us have bought into the myth that we can achieve more through multi-tasking. In this article, I’ll show you how you can accomplish more work in less time. Spoiler alert: multi-tasking is not the answer.

Why is multitasking a myth?

The term “multi-tasking” was originally used to describe how microprocessors in computers work. Machines multitask, but people cannot.

Despite our inability to simultaneously perform two tasks at once, many people believe they are excellent multi-taskers.

You can probably imagine plenty of times when you do several things at once. Maybe you talk on the phone while you’re cooking or respond to emails during your commute.

Consider the amount of attention that each of these tasks requires. Chances are, at least one of the two tasks in question is simple enough to be carried out on autopilot.

We’re okay at simultaneously performing simple tasks, but what if you were trying to perform two complex tasks? Can you really work on your presentation and watch a movie at the same time? It can be fun to try to watch TV while you work, but you may be unintentionally making your work more difficult and time-consuming.

Your brain on multi-tasking

Your brain wasn’t designed to multi-tasking. To compensate, it will switch from task to task. Your focus turns to whatever task seems more urgent. The other task falls into the background until you realize you’ve been neglecting it.

When you’re bouncing back and forth like this, an area of the brain known as Broadmann’s Area 10 activates. Located in your fronto-polar prefrontal cortex at the very front of the brain, this area controls your ability to shift focus. People who think they are excellent multitaskers are really just putting Broadmann’s Area 10 to work.

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But I can juggle multiple tasks!

You are capable of taking in information with your eyes while doing other things efficiently. Scientifically speaking, making use of your vision is the only thing you can truly do while doing something else.

For everything else, you’re serial tasking. This constant refocusing can be exhausting, and it prevents us from giving our work the deep attention it deserves.

Think about how much longer it takes to do something when you have to keep reminding yourself to focus.

Why multitasking is failing you

Multitasking does more bad than good to your productivity, here’re 4 reasons why you should stop multitasking:

Multitasking wastes your time.

You lose time when you interrupt yourself. People lose an average of 2.1 hours per day getting themselves back on track when they switch between tasks.

In fact, some studies suggest that doing multiple things at once decreases your productivity by as much as 40%. That’s a significant loss in efficiency. You wouldn’t want your surgeon to be 40% less productive while you’re on the operating table, would you?

It makes you dumber.

A distracted brain performs a full 10 IQ points lower than a focused brain. You’ll also be more forgetful, slower at completing tasks, and more likely to make mistakes.

You’ll have to work harder to fix your mistakes. If you miss an important detail, you could risk injury or fail to complete the task properly.

This is an emotional response.

There’s so much data suggesting that multitasking is ineffective but people insist that they can multitask.

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Feeling productive fulfills an emotional need. We want to feel like we’re accomplishing something. Why accomplish just one item on the to-do list when you can check off two or three?

It’ll wear you out.

When you’re jumping from task to task, it can feel invigorating for a little while. Over time, this needs to fill every second with more and more work leads to burn out.

We’re simply not built to multitask, so when we try, the effect can be exhausting. This destroys your productivity and your motivation.

How to stop multitasking and work productively

Flitting back and forth between tasks feels second-nature after a while. This is in part because Broadmann’s Area 10 becomes better at serial tasking through time.

In addition to changing how the brain works, this serial tasking behavior can quickly turn into a habit.

Just like any bad habit, you’ll need to recognize that you need to make a change first. Luckily, there are a few simple things you can do to adjust to a lifestyle of productive mono-tasking:

1. Consciously change gears

Instead of trying to work on two distinct tasks at once, consider setting up a system to remind you when to change focus. This technique worked for Jerry Linenger, an American astronaut onboard the space station, Mir.

As an astronaut, he had many things to take care of every day. He set alarms for himself on a few watches. When a particular watch sounded, he knew it was time to switch tasks. This enabled him to be 100% in tune with what he was doing at any given moment.

This strategy is effective because the alarm served as his reminder for what was to come next. Linenger’s intuition about setting reminders falls in line with research conducted by Paul Burgess of University College, London on multitasking.

2. Manage multiple tasks without multitasking

Raj Dash of Performancing.com has an effective strategy for balancing multiple projects without multitasking. He suggests taking 15 minutes to acquaint yourself with a new project before moving on to other work. Revisit the project later and do about thirty minutes on research and brainstorming.

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Allow a few days to pass before knocking out the project in question. While you were actively work on other projects, your brain continues to problem solve-in the background.

This method works because it gives us the opportunity to work on several projects without allowing them to compete for your attention.

3. Set aside distractions

Your smartphone, your inbox and the open tabs on your computer are all open invitations for distraction. Give yourself time each day when you silence your notifications, close your inbox and remove unnecessary tabs from your desktop.

If you want to focus, you can’t give anything else an opportunity to invade your mental space.

Emails can be particularly invasive because they often have an unnecessary sense of urgency associated with them. Some work cultures stress the importance of prompt responses to these messages, but we can’t treat every situation like an emergency.

Designate certain times in your day for checking and responding to emails to avoid compulsive checking.

4. Take care of yourself

We often blame electronics for pulling us from our work, but sometimes our physical body forces us into a state of serial tasking. If you’re hungry while you’re trying to work, your attention will flip between your hunger and your work until you take care of your physical needs.

Try to take all your bio-breaks before you sit down for an uninterrupted stint of work.

In addition, you’ll also want to be sure you’re attending to your health in a broader sense. Getting enough exercise, practicing mindfulness and incorporating regular breaks into your day will keep you from being tempted by distractions.

5. Take a break

People are more likely to head to YouTube or check their social media when they need a break. Instead of trying to work and watch a mindless video at the same time, give yourself times when you’re allowed to enjoy your distracting activity of choice.

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Limit how much time you’ll spend on this break so that your guilt-free distraction time doesn’t turn into hours of wasted time.

6. Make technology your ally

Scientists are beginning to discover the detrimental effects of chronic serial tasking on our brains. Some companies are developing programs to curb this desire to multitask.

Apps like Forest turn staying focused into a game. Extensions like RescueTime help you track your online habits so that you can be more aware of how you spend your time.

The key to productivity: Focus

Multitasking is not the key to productivity. It’s far better to schedule time to focus on each task than it is to try to do everything at once.

Make use of the methods outlined above and prepare to be more effective and less exhausted in the process.

If you want to learn more about how to focus, don’t miss my other article:

How to Focus and Maximize Your Productivity (the Definitive Guide)

Featured photo credit: Pexels via pexels.com

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