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The Power of the List: Essential Lists for Productivity

The Power of the List: Essential Lists for Productivity

    If there is anything that I have learned from trying to become “more productive” and “doing” GTD over the last few years is that you are only as productive as the weakest part in your system. Your system can be anything really; it doesn’t have to be a mass of expensive online and digital tools, it can be a crappy notebook and pen as long as you are using and reviewing as much as you need to keep things out of your head and moving forward.

    After almost 4 years of doing this GTD and productivity thing, I have to say that the most important part of my system are lists; they are the core of anything that I have used as a tool and without them my system wouldn’t exist. If you aren’t a list keeper or a wannabe list keeper, take a look at the following lists that are considered to be essential.

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    Context specific Action Lists

    The action list, or what some of you non-GTD peeps might call “to-do lists”, are list of one-off tasks that you have to complete. The list is composed of single tasks that you can complete in a sitting like making a phone call, drafting a letter, reading a chapter in a book etc.

    Action lists that are context specific mean that you can create a list that is related to a tool or location like a list of stuff that needs finished while at home, on the computer, away from home, or even a specific tool like Visual Studio or Photoshop.

    Projects Lists

    Following action lists, we can’t forget about project lists. There are two different types of project lists:

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    1. A full list of projects
    2. A list for one project that outlines the steps of the project

    A full list of projects entails a flat list of all the current projects that you are currently acting on. We are talking about canonical GTD project lists here. You can also get sort of creative with this list by making sperate projects lists that match your “Areas of Focus” in your life, like School projects, Work projects, Home, Personal, etc.

    A list for one project that outlines the steps of the project can be used as a “Master Plan” for that project. This of course isn’t a frozen plan of any kind, it can be updated as you see fit. If you are using a task manager that doesn’t handle outlining very well (think Outlook) you could create an outline of the project in a Word document and then put a link to it in the note field of the project task in Outlook. This allows you to refer to the project when you need to, especially after you finish a few actions off of your action lists.

      Running Lists

      Running lists are lists of things that you add to on a consistent basis like books to read or restaurants to try out. Running lists are super powerful in that they keep the entries out of your “core” task management system and can be referred to when you need them.

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      The way that I handle running lists is that I have all of them stored on Dropbox in simple text files. I can open them from anywhere I have internet access and the best part is that I don’t have to rely on some “proprietary” format like Springpad or Evernote to handle them. They are just plain ol’ text files and because of that, highly portable.

      Some of the running lists I suggest are books to read, bands to check out, restaurants to try (with the city included in the title), things you want to buy, movies to watch, red flags of things that kill your productivity, and even a daily journal.

      Template Lists

      Once I figured out the idea of creating templates for projects that happen again and again, it gave me back a large amount of time that I would have used creating a project and setting up all the actions and dependencies in my task manager. I now create a project template inside of OmniFocus and set its status to “on hold”. When I need to use it I copy it and then change the copies status to active and go from there.

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      The thing is that you don’t have to be a OmniFocus user to use project templates. You can just as easily create a document or text file with the outline of what the project entails and then refer to it when you need it.

      Some of the template lists I suggest would be getting ready for a personal business trip, family vacations, morning and evening routines, end of week routines, bills to pay every month, etc.

      Conclusion

      The power of the list is truly amazing. You wouldn’t think something so easy to make and dumb could have such a huge impact on your life, that is unless you have a set of important lists that you use on a daily basis. Lists help you stay focused and learn from your past successes and mistakes. They help you remember mundane things that you would forget otherwise and provide a way for you to stay organized. They are a good way of seeing where you came from and where you are trying to be in your profession and/or personal life.

      I know there are some list users that read Lifehack, so with that, what are your essential lists for productivity? Post them in the comments below.

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      CM Smith

      A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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      Last Updated on April 6, 2020

      15 Best Productivity Hacks for Procrastinators

      15 Best Productivity Hacks for Procrastinators

      Let me guess.

      You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

      Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

      First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

      Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

      Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

      1. Give (10+2)*5 a Try

      Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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      The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

      2. Use Red and Blue More Often

      Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

      3. Create a Break Agenda

      List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

      Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

      4. Set a Timetable for Your Tasks

      Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

      9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
      9:10 – 10:00 am – Internet research
      10:00 – 10:45 am – Look through existing files
      10:45 – 11:00 am – Break time!
      11:00 – 12:00 pm – Outline the research report

      Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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      5. Take It Outside!

      Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

      6. Become Productively Lazy

      Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

      7. Assign a ‘Task Deputy’

      It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

      8. Consider a Gadget-Free Desk

      According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

      Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

      9. Prepping the Night

      Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

      Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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      10. Do a 7-Minute Workout in the Morning

      Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

      Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

      11. Set-up Mini Tasks

      If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

      Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

      12. Create an Inspirational Board or Reminder

      I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

      Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

      13. Redecorate Your Room

      Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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      14. Ready Your Nibbles

      You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

      Bonus productivity hacks you can do at home:

      15. Schedule Your Chores

      Write down your chores in a weekly basis with matching day and time when you should be doing these.

      For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

      More Tips to Overcome Procrastination

      Featured photo credit: Glenn Carstens-Peters via unsplash.com

      Reference

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