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How to Make a List Doable in 6 Steps

How to Make a List Doable in 6 Steps

No wonder that you are stressed. Your days are very busy and even though you carefully plan them, the amount of work is just crushing you.

You blame it on your task list.

It seems very doable when you first look at it in the morning, but when it’s afternoon, the amount of tasks is far from decreasing. Instead, it stays the same or even increases – no matter how hard you work.

You wonder if there is a way out of this situation and I’m happy to say that yes, there is! The solutions may sound simple, but you need to adjust your working habits a bit and make a list that is doable until they work.

Is your list out of control?

Here is the thing: You keep feeding the baby monster, so that it’s keeps growing and growing. And instead of killing the monster while it’s a baby, it grows to a huge proportions and that’s how it becomes virtually impossible to eliminate.

In other words, you keep adding new tasks to your list throughout the day. So, no matter how well you plan your tasks the day before, you are sabotaging your own productivity and success by doing so.

Also, you never complete the original tasks you planned because you are distracted. Instead, you focus on the newest tasks on the list, but unfortunately they are not the ones you should be doing.

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At the end of the day, you feel a lack of accomplishment. This is a direct result of not getting all the tasks done that you planned. This feeling isn’t doing your self-confidence any good. When you feel that you weren’t able to finish all the tasks, you see yourself as a loser.

You are trying to do too much

So what is causing these negative feelings – even if you work hard?

Well, I would say there are four reasons:

  • Lack of control
  • Lack of focus
  • Lack of priority
  • Afraid to say “no”

Let’s explain each one of those in more detail.

First, there is lack of control – you are not controlling what enters to the list and when. This in turn makes a list that keeps growing and growing – instead of shrinking.

And when you let this happen, it’s no wonder that you start to show the signs of burning out – even if the clock just passed the noon.

Then, there is the lack of focus. This happens when you are not committed enough to complete the original tasks on your list. Instead, you let new tasks distract you.

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All of a sudden you start working on some new, unplanned tasks, while neglecting the ones you should be focusing on. The prioritization to your current tasks needs improvements, so that the distraction could be prevented in the future.

Finally, you don’t have the courage to say to the other person that you can’t accept new assignments to your list today.

This happens for example in your workplace, when your boss walks to your cubicle and asks you to do something as soon as possible. So instead of finishing the task you are doing in that very moment, you are expected to do this new task right away.

Since you want to be a good employee, you find yourself re-prioritizing your work because your boss asked you to.

As you can see, there are plenty of ways to feed the baby monster (your task list in the morning). Since you keep doing it, the list (or the monster) grows and grows this gets you overwhelmed and stressed.

However, I’m going to tell you two different strategies for dealing with the overflowing task list.

Are you ready?

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Do it tomorrow and close the list

Back in 2008, I read a great book called: “Do It Tomorrow and Other Secrets of Time Management” by Mark Forster.

In that book, here presented two solutions to improve your productivity. With these solutions you can make your task list more manageable, thus you are cutting down your stress while doing so.

First, he talked about closing the list.

What he meant was that instead of adding tasks to your list throughout the day, you should stop doing so and make your list a closed one. And the way you do it is to draw a line under the last task of the list.

When you close the list, you are making an agreement with yourself: You decide not to add any new tasks during the day. This is how your list becomes more manageable and the size is shrinking as the day goes by – not staying the same or increasing.

Second, his advice was to postpone the execution of tasks a bit. What this means is that when someone asks you to do something, you aren’t trying to do it the same day. Instead, you let the person know that you are doing the task tomorrow.

Although this may sound like procrastinating, in reality it’s not.

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It’s all about respecting your current task list and giving its tasks enough focus and priority. This way you can get the tasks done and you also make sure, that the other person and his/her tasks gets your full attention the next day – when you actually do the task.

Now, there are cases when you have to deal with the task right away, but in majority of cases you should postpone the task – till tomorrow.

The step-by-step plan to make a list that is doable (and kill the baby monster)

Here are the step-by-step actions for eliminating the baby monster until it grows too big.

  1. Plan a list. Make a task list realistic by giving it a little more thought the night before. Instead of stuffing it with dozens of tasks, try to find the most important ones to focus on.
  2. Close it. After creating the list, draw the line under the last task. This marks the list as a closed one. New tasks shouldn’t be added to the list during the day.
  3. Protect the list from distraction. Focus on finishing your planned tasks by the end of the day. When you have closed the list, you can be calm knowing that the number of tasks is decreasing. You also give your full attention for the tasks of the day and nothing else.
  4. Move the unfinished tasks. If you are unable to finish all the tasks in a certain day, move the unfinished ones to the next day. It’s also worth analyzing why you didn’t accomplish the tasks, so that you can avoid a similar thing happening in the future.
  5. No new assignments. It’s important to deal with other people the right way. When someone comes to you and asks you to do something now, let him/her know that you are doing the task – but only tomorrow. This way you are protecting your time and your task list the best way possible.
  6. Deal with the emergencies. Of course, there might be emergencies that have to be taken care of right away. These emergencies are exceptions and you should definitely take care of them right away. Once the emergency is handled, you can return back to the original plan and continue executing the tasks if possible.

It’s very easy to keep adding new tasks to your list during the day.

Unfortunately, even if this may be a very compelling thing to do, it is also making you more overwhelmed.

That’s why it’s important to focus on your daily task list by closing it and postponing any requests by other people till tomorrow.

That way you can keep your list manageable and you can avoid the frustration, when you are not getting all your work done.

Over to you: How do you make sure your task list is not growing during the day? Do you try an app like Listible to create any list you want digitally or do you stick with a paper and pen method? Let me know in the comments below.

Featured photo credit: Beautiful blonde girl writing via Shutterstock

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Timo Kiander

Productivity Author and Founder of Productive Superdad

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Last Updated on September 18, 2020

How to Be More Self-Assured and Get More Done During the Week

How to Be More Self-Assured and Get More Done During the Week

Time is a great leveler isn’t it? We all have the same 24 hours in a day. Even if you’re self-assured, the day may never feel quite long enough.

Why is it that some people can be so much more productive and achieve so much more in a typical day, while others struggle to achieve anything apart from feeling time crunched and overwhelmed?

Everyone I know and work with wants to make the best use of their time. They want to learn how to be more self-assured, happier, and work less—all while growing in their career.

How effectively we use our time—and how we actually work in our business—can make a huge difference to the amount we accomplish in a day or week. It can also make us more focused and more confident.

Do you want to have more thinking and creative time? Do you want to spend more time working on your business rather than working at or in your business? In this article, we’ll show you how.

Get More Done by Gaining Confidence

What if you had a strategy for making the best use of your time that brings you more joy and allows you to focus on the biggest activities and opportunities in your business? You may find the following outline below to be helpful:

1. Create an Exciting Vision

If you don’t know where you’re going, how do you know when you get there?

You want to be more productive and spend more time getting the right stuff done. Well, you need to create a compelling and exciting vision of your future.

What does this future look like? How will you feel when you get there?

Creating a new vision, especially one that is a lot bigger than where you are right now, has a way of igniting your passion. It may be something that feels hard to achieve, but every step you take towards that bigger vision will certainly build your confidence.

Create a vision board to feel more self-assured.

    Commitment to this vision, and accomplishing continual daily progress depends on your ability to look at any situation you’re faced with or currently in, feel self-assured, and see something bigger ahead.

    Also, when you know where you’re headed, you will instinctively start to see all the new opportunities and connections that will get you there.

    Make a vision map to get you started on the path to better productivity. This doesn’t have to be fully actualized, but you should know at least what direction you are heading.

    2. Build a Strategic Plan

    Once you have your future vision mapped out, the next step is to build a strategic plan to get you there.

    Your future vision may be for 3 years or 5 years, or you may choose a longer time frame. Any timeframe over 3 years may feel like a long way away.

    You may wonder how you are ever going to feel confident and motivated on this bigger future years from now when you feel as though you have so much to accomplish today.

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    The first step is to decide on some specific goals for the next 12 months. Don’t list too many or you may begin to feel overwhelmed.

    The magic number for me and my clients is usually five annual goals.

    These are big goals that will create massive change in your business and life and bridge your current situation to your bigger future; accomplishing these goals one by one will help to increase your confidence on a daily basis.

    3. Get on Goal Planning

    Get yourself a piece of blank paper and a pen and divide the paper into 4 columns: A, B, C, and D.

    Ask yourself the question: What is great in my business and life right now? Write these things down in Column A. This might be a couple of things, five things, ten things, whatever feels right to you.

    Then ask yourself: What things are happening right now that I don’t want in my future? Write these things down in Column B.

    This is your opportunity to take a step back and look at the things that are simply not working. You may list people that are bringing you down or projects that you don’t want to work on any more. Maybe you’ll include a service offering that’s going nowhere. It could be the people you’re working with, or it could be your pricing.

    Now, let’s look at your personal strengths. Write down everything that you’re great at in Column C.

    These could be things that you’re doing right now and having success with. It could also be things you know you’re awesome at but you’re not spending enough time on.

    Column D is for your biggest opportunities. Is there a new service/product you could offer your ideal customers? Is there a new innovation you could bring to market? Just take some time out and really think and list these things in Column D.

    Once you’ve analyzed everything you’ve written down, take some time to really think about what goals you want to set for your business and life in the next 12 months.

    4. Set Outcomes to Build Confidence

    You now have your goals, and you’ll feel self-assured and raring to go. They are written down and you’re committed to achieving them. You feel self-assured and motivated.

    But how do you ensure that you stay on the correct course to achieve these goals?

    Managing and juggling day-to-day projects can get in the way. Dealing with problems can get in the way. Staying on top of orders, managing cash flow, and handling day-to-day stuff can move your ship off course.

    You want to be productive and achieve your goals, but you also need to ensure the day and week runs smoothly.

    One way to ensure this happens is to set 90 Day Outcome Goals; within those Outcome Goals, put some specific process goals that need to be undertaken.

    Let’s say you want to get 10 more speaking jobs in the next 90 days, and you know that you typically convert 50% of opportunities.

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    Therefore, your process goal needs to be to have 20 conversations in the next 90 Days to deliver the 10 new pieces of work. You will then work out who you can have those conversations with.

    It’s smart to overshoot, so you will more easily hit your target. This is a clear plan to work through because with every win, your confidence will grow.

    5. Completely Commit to Your Success

    If you are not truly committed to achieving your goals, then chances are that you won’t reach them.

    Motivation can only take you so far. It is the intentional commitment[1] and emotional investment in your future success that will move you forward.

    Think back to any time that you really committed to achieving something. There must have been a reason you actually achieved what you set out to achieve. What motivated you?

    Were you fully invested? Why did it matter? Did you have to be really courageous to achieve it?

    How did it feel when you achieved it? What difference did it make?

    When have you felt truly self-assured? When you are committed to something, then you are propelled into action. Your mindset is focused, and your body follows; you want to get it done.

    And, when you do get it done, your confidence goes through the roof. You feel a level of certainty in achieving the goal you set out to accomplish.

    6. Focus on Your Strengths

    To feel self-assured and build up the confidence needed to achieve our biggest goals, we need to focus on our strengths.

    What are you best at? What are your unique skills? You want to spend as much time as you can working in the areas that you’re great at.

    Multiply your strengths. These areas are where you add the biggest value. They often bring you the biggest amount of joy, and you feel more and more confident when you are using your unique skills.

    If you think there is a specific capability you need to learn or be better at, spend more focused time in that area.

    Many of us want to do it all. We want to be good at everything. We want to offer a lot of services. But, in reality, there are some very specific things we are great at; nobody is good at everything!

    Spending more time adding value in the areas where you excel can create breakthrough results and boost confidence.

    7. Embrace the Present

    Sometimes we spend so much time thinking about the future or worrying about the past that we forget the present moment[2].

    Are you spending most of your day reacting to things, or have you taken the time to think about what your perfect day looks like?

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    We all have the opportunity to create rather than react, to decide what we do with our day. All of our future success can be created in the present moment if we just take a step back and take action.

    Sometimes, doing it now is more important than doing it perfectly. There are hidden opportunities in every moment. We need to make sure we don’t miss them if we want to feel self-assured.

    8. Calm the Whirlwind

    The day-to-day life in business and life can be hard, which leads us to feel less self-assured.

    Your mind may be full to bursting with all of the things you feel you have to do. The phrase “I don’t have time” has almost become an instant reaction by so many people when new opportunities are presented.

    There is a whirlwind happening inside our minds.

    Appointments, notifications, tasks, phone calls, errands, cash flow, staffing issues, networking, marketing all can clutter up our timeline. The sheer volume of things we feel we should do creates procrastination, stopping us from pursuing the projects and people that matter.

    Many of us feel we have to do everything within our business.

    Rather than simplifying things and doing less, we do more. We work longer, which creates a lack of energy and focus. Because of this, we lose clarity on our biggest opportunities. If you feel this way, take some well-deserved time off.

    Look at where you’re spending your time. How much of your time is being spent moving your ideas forward?

    In the next 90 days, if you could delegate or outsource more daily tasks and spend more time focusing on where you add the biggest value, what difference would it make?

    Calm the whirlwind by slowing down and doing less.

    Focus on areas that you add the biggest amount of value. By doing this, your energy levels will increase, your confidence will grow and you will have more success.

    9. Take More Time off

    This may seem counterintuitive, but taking more time off to recharge and refocus can pay huge dividends.

    If you are constantly fighting fires and caught up in the myriad of different activities that you have to do each day, then how can you move your business forward?

    You may be being pulled in difference directions without any focused time on your biggest projects. If that’s the case, then it’s almost impossible to gain any real momentum in moving your business forward and hitting your goals.

    The best way to get off that treadmill is to take more creative time out of the business.

    Could you realistically take one day off per month to work on your business? If you could, what would you do with this time?

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    Just imagine no distractions, only focused time on the strategic development and growth of your business.

    Every day off per month could have a different focus: New product innovation; Thinking about your biggest clients; Improving operations.

    Add to this a quarterly review to check in with your goals progress, and this could have a dramatic effect on where you spend your valuable time.

    10. Celebrate Wins

    Sometimes you just want to get through the day, right?

    You have so much to do. There are so many things on your task list that you just complete what you can and then start another day. But what would happen if, at the end of each day, you took some time out to look at what you’ve accomplished?

    Celebrating success keeps you motivated and helps you become more self-assured. It is not just another day. It’s a day that included things that should be celebrated.

    If you’re struggling to feel motivated, try celebrating a couple of wins each day.

    Celebrating success combined with the gratitude you have for achieving those wins will boost your confidence and inspire you for the next day.

    11. Give Yourself More Space

    When was the last time you gave yourself time to think?

    Within the hustle and bustle, it can be difficult to give yourself a little bit of space and time to just think[3].

    Imagine giving yourself just an hour a day to just let your mind wander or think about a specific thing.

    If you think about it, we can all free up an hour a day for something without really losing any efficiency or really impacting our business.

    In fact, that hour could be transformational for your business and life.

    A new idea for a product could form, or an idea for adding value to your existing clients could materialize. Perhaps you could do a check in to your ideal future and your goals. You could decide that you want to take your business in a new direction.

    Try this: Just sit alone for an hour with a notebook and let it be your creative thinking time. See what happens.

    Final Thoughts

    Ultimately, being self-assured happens when you have a clear direction.

    This, coupled with having clear goals and working in your unique skill-set, gives you the biggest opportunity to be more productive and get more of the right things done.

    The old mantra that “less is more” is right on the money. By giving yourself more time to work on your goals, you will inevitably increase your confidence; at this point, your ideal future can be anything you want it to be.

    More on How to Be Self-Assured

    Featured photo credit: Nathan Dumlao via unsplash.com

    Reference

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