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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 December 10, 2019

    How to Stay Motivated and Reach Your Big Goals in Life

    How to Stay Motivated and Reach Your Big Goals in Life

    It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

    So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to stay motivated and get what you want:

    1. Find Your Good Reasons

    Anything you do, no matter how simple, has a number of good reasons behind it.

    You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

    If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

    Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

    Some ideas for what a good reason can be:

    • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
    • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
    • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
    • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

    2. Make It Fun

    When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

    Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

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    Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

    They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

    Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

    A simple approach is to start working on any task by asking yourself a few questions:

    • How can I enjoy this task?
    • What can I do to make this task fun for myself and possibly for others?
    • How can I make this work the best part of my day?

    As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

    Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

    However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

    3. Change Your Approach And Don’t Give Up

    When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

    You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

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    That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

    If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

    Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

    My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

    4. Recognize Your Progress

    Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

    We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

    Here’s how tracking and recognizing your progress is different:

    Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

    For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

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    You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

    Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

    For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

    5. Reward Yourself

    This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

    Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

    Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

    For some tasks, just taking a break and relaxing for a few minutes will do.

    For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

    For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

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    Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

    The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

    Mix and Match

    Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

    Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right way. Mix different approaches and match them to your task for the best results.

    Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

    Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

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    Featured photo credit: Lucas Lenzi via unsplash.com

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