The to-do list is perhaps one of the oldest staples for anybody trying to get organized and productive. Whether it’s on paper or as part of an app, it’s such a simple concept – write down a list of things you need to do and tick them off as you complete them. Unfortunately, as our workload has got more complicated and large over the years, so too as the traditional to-do list. It can take a little bit more thought and organization to make it work and that can cause problems. So, I thought I’d create a list of the most common problems I’ve come across and how you can fix them.
Problem A: My to-do list is too long and it depresses me!
A long to-do list is very overwhelming and de-motivating for obvious reasons. It serves as a (bad) reminder as to how much stuff you have to do and it’s often difficult to know where to start with any of it. However, the problem isn’t always how much work you have to do, it’s how you organize it all.
- Solution 1: How many of those tasks do you need to do now? How many of those tasks do you need to do at all? Separate your to-do lists into tasks you need to do this week, tasks you need to do next month, tasks you’d like to do someday, maybe in the future, etc. All that you need to focus on is what you need to do today. Don’t cloud your vision with stuff that doesn’t require any of your attention.
- Solution 2: Your to-do list is full of junk and needs to be cleaned up. Refer to my extensive series on achieving a slim to-do list (part one and two).
Problem B: I just stare at my list and never do anything with it
When people talk about to-do lists they think it’s just about putting down whatever comes to mind that needs attention. A to-do list sounds like a simple idea but to make it genuinely useful you need to really think about what you’re writing down. If it’s not actionable, all you’re doing is staring at a list of vague projects that don’t tell you very much, rather that it telling you what you need to do.
- Solution: For each task you want to write down on you to-do list, ask yourself what the next physical action would be and write that down instead. “Arrange birthday party for Sarah” is not actionable, because where would you start with that? “Collect a list of Sarah’s friends” is a much better item to have. If you see that on your to-do list you know immediately what you’re doing.
Problem C: I can never complete my to-do list
It’s 5PM and everybody is putting their coats on and making their way out of the office. You meanwhile, are still sat at your desk, staring at a half complete to-do list. Yet another unproductive day, but don’t blame the to-do list just yet. There are numerous causes as to why you might not be completing it.
- Solution 1: Your to-do list is too long, refer to problem A
- Solution 2: Your to-do list isn’t actionable, refer to problem B
- Solution 3: When home time or a deadline is looming and you still have several tasks left on your to-do list to complete, is there an inner drive to get on with it? If not, your personal trust is low. When you add something to your to-do list you’re making a personal promise to complete it. Every time you don’t do it, your personal trust drops. To rebuild this trust, identify the small number of tasks you genuinely need to do and focus purely on ticking them off as complete. Once you’re confident you can come away everyday having completed what you say you’re going to complete, you can increase the length of your to-do list.
I enjoyed writing this little guide to common to-do list problems and I’d like to write a second part to this series. However, I need your help. The above have been my main problems but I need yours too. What common to-do list hurdles have you had to deal with and how did you resolve them (assuming you have done)? Share them in the comments or on Twitter and hopefully I’ll be able to include them in part two!
September 8, 2009 at 03:33PM
I’ve been using to-do lists for years. I use a small notebook I keep in my desk. It’s not a daily list, but a running reminder. When the items are almost all scratched off, I put the left over item(s) at the top of a new page and start over. I only have one item that keeps moving from page to page… clean out the closet in the den! I also have a large calendar on my fridge where I put all appointments and dates.
I thought I was pretty organized, but I had no idea what was in store for me when I started school. I had to-do items all through my notebooks, circled and starred, and written on the back of printouts… in other words, it was all a big mess. So I picked up a free planner and spent about two hours filling in the calendar from all my lists. I made it through the end on September, then I spent two days working from it. It feels so awesome looking at all the to-do items I have scratched out! Now if I can just keep it up….
September 10, 2009 at 04:51AM
I think a big part of the problem is that people don’t have good daily systems in place to ease the to-do list. My to-do list is made up of things I need to do for my business, and anything extra that might need to be done that day like running to the post office, or picking up cleaning, and so on.
I don’t put down something like cleaning the kitchen, because that is part of my daily habit. I don’t have a house cleaning listing because that’s a routine and I don’t have to devote any special attention to it. Does that make sense?
I plan dinner for example, but it doesn’t have to go on my to-do list unless I need to go to the store or make some special effort to make what I’m cooking that day.
I try to keep my to-do list to about three major things a day. Any more than that and it probably won’t get done or it will just overwhelm me. I know that tends to happen with me so I keep my list reasonable.
Betsy sounds like she found a system that works for her, to keep everything streamlined and in one place. I can’t imagine planning a month out. I might have to try that. Day by day is enough for my brain to handle.
September 11, 2009 at 12:06AM
This is really good, practical stuff. More please!
September 23, 2009 at 02:21PM
This topic is huge for people in family leadership! It’s been my biggest problem for years. I’ll definitely be making some of the changes suggested here.