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How to Cultivate a More Meaningful To Do List

How to Cultivate a More Meaningful To Do List


    To do lists are vital to ensuring that we have a way to keep tabs on all of the “stuff” we’ve got going on in our lives. One of the problems with to do lists is that we tend to throw a lot on them and have a difficult time breaking it down into manageable and – better still – meaningful chunks. We tend to tackle it in the order it appears or based what we do on the deadlines that have been set for each item. Not everyone is going to be able to easily break the habit of focusing on time over task, but there are methods you can use to better connect with what’s really important to you on your to do list to make sure you’re not just checking off boxes. Instead, you’ll be checking off the right boxes.

    One of the best ways I’ve found to cultivate a better to do list is through the use of more meaningful contexts.

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    What is a Context?

    A context (in the realm of David Allen’s Getting Things Done methodology) is described as follows:

    “A context describes the tool, location or person that is required to be able to complete an action.” – via Evomend.net


    That essentially means you can attach a context to a task that can be based on where you need to be or what you have available to you at particular moments so that you can work on said task. But tasks like “Reply to email X” and “Go shopping for anniversary gift” somewhat lend themselves to place-based contexts without you really having to think about it.

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    So what I suggest is that you attach deeper meaning to those tasks by connecting those tasks to trait-based or emotion-based contexts.

    For example, “Reply to email X” may be an email you have to send thanking someone for coming through for you on a particular project or endeavor. So rather than tag that task with a context like “Email” or “Computer”, use “Gratitude” instead. Not only does it put you in a better mindset to send that specific email, but it also connects all of the tasks that are based on gratitude together when you search for that context (or “tag”, depending on what task management software you are using).

    Sample Trait-Based and Emotion-Based Contexts

    • Knowledge: When you are doing research for a project or learning about something.
    • Love: When you are doing a task associated with romance or fostering a romantic or family relationship.
    • Passion: When you have a burning passion for the to do list item, then this is a great context to use to stay focused on what it is you are truly passionate about (you can filter the passionate items from the ones that aren’t tagged as such).
    • Practice: When you are working towards getting better at something, using this context can help you track those things – as well as how much time and energy you are spending on them.
    • Willpower: Use this context when you really need to tap into your sense of willpower to power through a task.
    • Kindness: When you are doing something just to be kind, then this context can be very useful.

    There are plenty of other contexts you can use that can help you connect more deeply with what would normally be a list of boxes you need to check off – attaching them to these boxes won’t just give them a deeper meaning…they may actually play a much bigger part in your productivity.

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    By adding a deeper meaning to your tasks, they will become more important. That, in turn, will drive you to get more done. When you remove the known logical contexts from the equation (Home, Work, Computer, Phone) and replace them with something more “holistic” like the examples I mentioned above, there’s less of a coaxing involved to keep you moving forward.

    After all, we all know where we physically need to be to get certain things done. The trick to compelling you to do them involves tapping into the “why” you are doing them – and that’s where emotion-based contexts come into play.

    Give it a try – even with just one context to start. I bet you’ll find that a deeper meaning to your to do list will mean a deeper connection to what really matters to more than just what’s on that to do list. It’ll mean a deeper connection to what really matters to you.

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    Photo: Businessman Holding Plates with Smiles via Shutterstock

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    Mike Vardy

    A productivity specialist who shows you how to define your day, funnel your focus, and make every moment matter.

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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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