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Be More Productive Using A Mind Map As a Task List

Be More Productive Using A Mind Map As a Task List

A mind map is a great tool for capturing ideas quickly, presenting them in a nice, graphical and hierarchical form. But can it be used as a task list?

Your task list can exist in many different forms and you probably already have it on a sheet of paper, sticky notes or captured in some electronic device. Some people use good, old Notepad, but there are many applications to help you capture your tasks, such as Remember the Milk, Evernote, IQTell, OmniFocus, or simply Microsoft OneNote.

I have been successfully using mind maps to store my tasks for several years and there are a number of people that have liked and adopted this idea. I believe there are some great advantages: just try it!

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Starting out

First, you need an application to build and manage the mind map. It can be used on a computer or 10″ tablet (smaller devices don’t work that well). If you don’t know where to start, try FreeMind, which is free and can be used on different platforms and operating systems.

Name the root of the map as “Tasks”, “ToDo”, or simply your name, and add four basic sections: “Urgent” and “Projects” on the right-hand side, and “Delegated” (or “Awaiting”) and “Done” on the left-hand side.

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Mind Map Structure

    Using the mind map

    The whole process of building the map and the operation is described in this video:

    As you can see, the rules are simple and very intuitive, and using a mind map as a task list has some advantages over traditional techniques, as follows:

    It’s visual

    Your task list is no longer just a flat list with some text — some people hate task lists because of that. By using a mind map, you can preserve the hierarchy and priorities of the tasks, nest them and reorganize easily. You can also apply different fonts and colors, or make hyperlinks. It’s your list, so you can organize it your own way.

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    It involves emotions

    With just one look your mind map can show you where you are. You can see it and you can feel it. Sometimes you can see that one of the projects is overloaded, that you have far too many delegated tasks, or there is one task that has been there since forever because the goal was not clear. With each completed task you can see your progress by simply noting how the “Done” section grows. It is great to look at it at the end of your week and be proud of that!

    It tracks delegated tasks

    I can often see that many people struggle because their task lists do not have the ability to track the task that was delegated to someone else. It is either marked as “Done” (I’ve done my part) or stays there, calling for action and making the picture blurry. Dedicated section for delegated tasks solves the problem and also keeps the list visual.

    It tracks the progress

    Because there is a separate section for already completed tasks, you can see how this grows and feel good about it. With just one look you can see where you are and how much you have already accomplished this week, and it is much easier to write reports or summarize your work. These small achievements are your small victories.

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    It calls for retrospectives

    After one week, the “Done” section is probably quite large and this is the moment to clean it up. Of course you can simply delete the tasks that were completed from the mind map, but you could also spend half an hour, or even just few minutes, and reflect on them. Which gave you the most satisfaction? Which drained energy from you? What could you do better next week?

    When you are done, delete them, but it will give you the feeling of a small victory. Many people are really surprised when they see that list at the end of the week!

    It can be personalized

    Another great thing is that you can apply your own format to it. You may change fonts, apply different colors or add images to different projects. You may add icons to some tasks, for example when you think there is some risk associated with it. The mind map is all yours, when you think something can be done your own way, just do it!

    Summary

    I believe this technique has many advantages over traditional, “flat” task lists. It can be used on any device using any mind mapping application you like. There is no special magic behind this. You can easily improve it over time and fine tune it to your personal style. You can see and you can feel the progress.

    If you try this technique, I would love to hear your comments about it below!

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    Piotr Nabielec

    Author, CEO, Consultant

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    Published on April 16, 2019

    How Self Care Can Help You Live Your Best Life

    How Self Care Can Help You Live Your Best Life

    When was the last time you did something for yourself?

    Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

    Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

    However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

    And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

    So how can you make that happen?

    Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

    Listen to Yourself

    The bulk of self-care is knowing yourself.

    This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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    What is your purpose?

    Have you ever thought about this question?

    Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

    In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

    Do you feel like you are fulfilling your purpose through any of these roles?

    All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

    If you have your purpose defined, then that’s awesome! You know what drives you and why.

    But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

    For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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    If you’d like to learn more about finding your purpose, then I recommend you check out this article:

    How to Get Motivated and Be Happy Every Day When You Wake Up

    Seek Out Continuous Education

    Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

    It’s Super Practical

    Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

    You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

    When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

    Your Confidence Will Skyrocket

    You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

    You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

    You’ll Be More Desired in the Job Market

    Another obvious reason for continuous education, is that your employability will also increase.

    With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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    In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

    Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

    People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

    We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

    “Knowledge is choice.”

    Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

    Improve Your Habits (Both at Work and at Home)

    Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

    Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

    Good Habits Allow You to Reach Your Goals

    Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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    When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

    Habits Make Your Time a Priority

    How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

    It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

    This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

    Your Well Being Comes First

    We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

    If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

    The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

    Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

    Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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