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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 November 19, 2019

      7 Signs That You’re Way Too Busy

      7 Signs That You’re Way Too Busy

      “Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

      “Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

      As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

      Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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      The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

      To help you in that self-assessment, here are 7 signs that you’re way too busy:

      1. You Can’t Remember the Last Time You Took a Day Off

      Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

      “The time to relax is when you don’t have time for it.”

      2. Those Closest to You Have Stopped Asking for Your Time

      Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

      3. Activities like Eating Are Always Done in Tandem with Other Tasks

      If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

      It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

      4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

      One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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      If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

      5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

      It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

      If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

      Try these 5 Ways to Find Time for Exercise.

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      6. You Dread Getting up in the Morning

      If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

      7. “Survival Mode” Is Your Only Mode

      If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

      So, How To Get out of Busyness?

      Take a look at these articles to help you get unstuck:

      Featured photo credit: Khara Woods via unsplash.com

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