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The Power Of The Master List

The Power Of The Master List

My brain functions in overdrive mode 99% of the time. It is as if I have a 6th gear just beyond my reach which it auto slips into, without me willing it in that direction. I am highly responsive to stimuli in my environment and I find that most events, people, and discussions spark a myriad of ideas off inside of me. My brain races with these concepts, builds legs onto them and before I know, a fully fleshed out, actionable plan is making itself at home. If this crazy web of ideas is not contained or channeled, my productivity nosedives and I struggle to pull myself back into a place of focus and directed work time. I have learned to develop a system that helps me to not only manage the flow of ideas, but also to stay focused to get the critical work out the door.

The master list is the most important part of the system I have developed:

The master list has come to define my every day working life. It has in fact come to form the very backbone of my week. The master list is the list of all lists, the list that ties all other smaller lists back together. It is the place of consolidation where your brain can dump its over-stimulated, multitasking self and have a cup of tea.

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A Master List Needs to Be:

  • Accessible at all times
  • Within easy reach
  • Easy to edit

Think: “What object is always with me?” In most cases, it will be a diary or mobile phone. My preference is a digital list on a mobile as notebooks and diaries often get left behind on desks, in drawers, next to beds and in vehicles. Your mobile tends to be with you for the greater part of every day.

I use my Master List as follows:

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  • I add every possible item in my life that needs doing onto it (yes, it’s a long list).
  • In order to clear my mind, I jot down ‘to-do’ items systematically according to work/business/clients, family, relationship, friendships, home, fitness, admin, hobbies, and travel.
  • Every Sunday evening or Monday morning before I do anything else, I take out my master list and determine which 10 items relating to work and business I am going to focus on for that week.
  • I then create a new ‘to-do’ list specifically for that week and transfer these items onto it.
  • I prioritize these items according to their revenue value, the closer they are to revenue generating, the higher prioritize they are.
  • I then transfer five other admin or personal items from the master list onto my weekly list.
  • Every Friday I review my list to either carry forward or mark complete the items that were done.

I own a business so sales and revenue are very important for me. If you work as a creative director in an advertising agency, other activities such as client briefings, brief write-ups, sourcing of artwork suppliers and team management will be the core functions within your workweek. These core work functions are what should be priorities on your list no matter what your vocation is. To determine what your core work functions are, ask, “What was I employed to do?” and “Why am I here?” Make your core functions the highest priority in your working week. After this, you are able to pad up the week with peripheral ‘to-do’ items that matter but are not critical to your core job.

I choose to transfer 10 items at the start of every week because I have found this to be my optimal productivity space. If I complete two highly critical tasks for the day that lead to revenue and then attend to less urgent matters, I am able to bring in a good revenue stream and still experience a work/life balance. You will need to analyze your own rhythms to see what your optimal space is. This takes time but soon becomes very apparent when you are either completing your to ‘do-list’ by Tuesday or only getting to three items out of the 20 you listed every week.

I have discovered many benefits from using this system. The benefits specifically related to productivity include:

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  • I can empty my mind of everything that is whirring around inside of it
  • I can focus on what really matters on any particular day without stressing that I will forget something
  • It is always with me
  • It syncs up to all my electronic devices when I update it on one device
  • I can easily share it with other people who need to be kept up to date with a particular list
  • I can assign lists to freelancers and employees that I am working with
  • I can create multiple lists in one place without losing any of them
  • I can back my lists up
  • I can share interesting lists with blogs and Twitter people who highlight interesting lists
  • I can use a tool like idonethis.com to see visually over a year how many items on average I cross off every day, which are my most productive days and which are my least productive days.
  • I can view the word clouds in idonethis from my lists to see what activities dominate over others.

I use two tools to manage my Master List:

  1. Wunderlist: This is an iPhone application that allows you to very easily create, share, and manage lists.
  2. idonethis: This is an accountability tool that sends you an email at the end of every day, asking you what you did for that day. I decided to use it to keep myself accountable. I look forward to replying to the email with all the items I ticked off of my list for that particular day.

Implementing this system has not come naturally to me but I have increased my productivity (which I track using Rescue Time) by 34 percent to date. That has reflected back onto my revenue that has also increased by approximately 30% since I have deliberately become more sales focused. I find that I have to keep reminding myself to come back to Wunderlist and idonethis. My natural inclination is to revert to sticky notes, scraps of papers and journals that all just amount too many plans and no actions. However, I remind myself that this way, I am happily moving forward ten steps every week.

Tell us about your lists. Do you use them and if so, how do you manage them? (Ed: We’re building Listible to help you create lists)

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Featured photo credit:  Young dark woman writing on notepad via Shutterstock

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Last Updated on December 13, 2019

7 Steps For Making a New Year’s Resolution and Keeping It

7 Steps For Making a New Year’s Resolution and Keeping It

Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

1. Just Pick One Thing

If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

2. Plan Ahead

To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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3. Anticipate Problems

There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

4. Pick a Start Date

You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

5. Go for It

On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

Your commitment card will say something like:

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  • I enjoy a clean, smoke-free life.
  • I stay calm and in control even under times of stress.
  • I’m committed to learning how to run my own business.
  • I meditate daily.

6. Accept Failure

If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

Perseverance is the key to success. Try again, keep trying and you will succeed.

7. Plan Rewards

Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new? Why not pick one from this list: 50 New Year’s Resolution Ideas And How To Achieve Each Of Them

Featured photo credit: Ian Schneider via unsplash.com

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