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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 July 8, 2020

      How to Prevent Decision Fatigue From Clouding Your Judgement

      How to Prevent Decision Fatigue From Clouding Your Judgement

      What is decision fatigue? Let me explain this with an example:

      When determining a court ruling, there are many factors that contribute to their final verdict. You probably assume that the judge’s decision is influenced solely by the nature of the crime committed or the particular laws that were broken. While this is completely valid, there is an even greater influential factor that dictates the judge’s decision: the time of day.

      In 2012, a research team from Columbia University[1] examined 1,112 court rulings set in place by a Parole Board Judge over a 10 month period. The judge would have to determine whether the individuals in question would be released from prison on parole, or a change in the parole terms.

      While the facts of the case often take precedence in decision making, the judges mental state had an alarming influence on their verdict.

      As the day goes on, the chance of a favorable ruling drops:

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        Image source: Proceedings of the National Academy of Sciences

        Does the time of day, or the judges level of hunger really contribute that greatly to their decision making? Yes, it does.

        The research went on to show that at the start of the day the likelihood of the judging giving out a favorable ruling was somewhere around 65%.

        But as the morning dragged on, the judge became fatigued and drained from making decision after decision. As more time went on, the odds of receiving a favorable ruling decreased steadily until it was whittled down to zero.

        However, right after their lunch break, the judge would return to the courtroom feeling refreshed and recharged. Energized by their second wind, their leniency skyrockets back up to a whopping 65%. And again, as the day drags on to its finish, the favorable rulings slowly diminish along with the judge’s spirits.

        This is no coincidence. According to the carefully recorded research, this was true for all 1,112 cases. The severity of the crime didn’t matter. Whether it was rape, murder, theft, or embezzlement, the criminal was more likely to get a favorable ruling either early in the morning, or after the judges lunch break.

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        Are You Suffering from Decision Fatigue Too?

        We all suffer from decision fatigue without even realizing it.

        Perhaps you aren’t a judge with the fate of an individual’s life at your disposal, but the daily decisions you make for yourself could hinder you if you’re not in the right head-space.

        Regardless of how energetic you feel (as I imagine it is somehow caffeine induced anyway), you will still experience decision fatigue. Just like every other muscle, your brain gets tired after periods of overuse, pumping out one decision after the next. It needs a chance to rest in order to function at a productive rate.

        The Detrimental Consequences of Decision Fatigue

        When you are in a position such as a Judge, you can’t afford to let your mental state dictate your decision making; but it still does. According to George Lowenstein, an American educator and economy expert, decision fatigue is to blame for poor decision making among members of high office. The disastrous level of failure among these individuals to control their impulses could be directly related to their day to day stresses at work and their private life.

        When you’re just too tired to think, you stop caring. And once you get careless, that’s when you need to worry. Decision fatigue can contribute to a number of issues such as impulse shopping (guilty), poor decision making at work, and poor decision making with after work relationships. You know what I’m talking about. Don’t dip your pen in the company ink.

        How to Make Decision Effectively

        Either alter the time of decision making to when your mind is the most fresh, or limit the number of decisions to be made. Try utilizing the following hacks for more effective decision making.

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        1. Make Your Most Important Decisions within the First 3 Hours

        You want to make decisions at your peak performance, so either first thing in the morning, or right after a break.

        Research has actually shown that you are the most productive for the first 3 hours[2] of your day. Utilize this time! Don’t waste it on trivial decisions such as what to wear, or mindlessly scrolling through social media.

        Instead, use this time to tweak your game plan. What do you want to accomplish? What can you improve? What steps do you need to take to reach these goals?

        2. Form Habits to Reduce Decision Making

        You don’t have to choose all the time.

        Breakfast is the most important meal of the day, but it doesn’t have to be an extravagant spread every morning. Make a habit out of eating a similar or quick breakfast, and cut that step of your morning out of the way. Can’t decide what to wear? Pick the first thing that catches your eye. We both know that after 20 minutes of changing outfits you’ll just go with the first thing anyway.

        Powerful individuals such as Steve Jobs, Barack Obama, and Mark Zuckerberg don’t waste their precious time deciding what to wear. In fact, they have been known to limiting their outfits down to two options in order to reduce their daily decision making.

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        3. Take Frequent Breaks for a Clearer Mind

        You are at your peak of productivity after a break, so to reap the benefits, you need to take lots of breaks! I know, what a sacrifice. If judges make better decisions in the morning and after their lunch break, then so will you.

        The reason for this is because the belly is now full, and the hunger is gone. Roy Baumeister, Florida State University social psychologist[3] had found that low-glucose levels take a negative toll on decision making. By taking a break to replenish your glucose levels, you will be able to focus better and improve your decision making abilities.

        Even if you aren’t hungry, little breaks are still necessary to let your mind refresh, and come back being able to think more clearly.

        Structure your break times. Decide beforehand when you will take breaks, and eat energy sustaining snacks so that your energy level doesn’t drop too low. The time you “lose” during your breaks will be made up in the end, as your productivity will increase after each break.

        So instead of slogging through your day, letting your mind deteriorate and fall victim to the daily abuses of decision making, take a break, eat a snack. Let your mind refresh and reset, and jump-start your productivity throughout the day.

        More Tips About Decision Making

        Featured photo credit: Kelly Sikkema via unsplash.com

        Reference

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