Ten Tips for Taking the Tyranny Out of Your To Do Lists

 

My recent post, Don’t Let Your To Do List Keep You From Living Your Best Life, was born of a growing awareness that a fixation on to-do lists and time management systems can actually work against you if you’re not careful.  That being said, with or without to-do lists, there is never a shortage of things that need tending to.

So how do you get stuff done without becoming trapped in your system?   Here are ten tips for how not to be a slave to your to-do list:

1. 1) Write things down to get them out of your head, but don’t let them become set in stone. You are just freeing up brain space so that you can take a look at the gook in there and sort through it.  Think of your list more as a collection of options than an inventory of things that all have to be done.  Challenge yourself on whether these tasks (a) really need to get done at all (b) really need to get done now and (c) really need to be done by you.  The more often you engage this filter, the more your to-do list will become an accurate of a reflection what you really, honestly need to do.
2. 2) Don’t allow your list to be something that hangs over your head and haunts you. Procrastination is largely a function of avoiding a decision we think will be painful.  But the resistance this procrastination reinforces and feeds ultimately becomes more painful than anything it could protect you from.  So, make some decisions about the things you will commit yourself to, and those you will give yourself permission to delegate, defer, or dump.
3. 3) Schedule some time each day to do something you really love – even if it is only twenty minutes or a half-hour. Dedicate yourself fully to it – do whatever you can not to let anything interfere with it.  This little gift you give yourself will make you feel good throughout your whole day, and the energy you gain by doing something that feeds you will help you to get more of the mundane things done in less time and with less effort.
4. 4) If there is something that must be done by a certain time, designate a block of time to work on it. This is especially helpful with big projects that can (and often need to be) broken down into smaller steps. Even a half-hour here and there will allow you to make progress.  When you put it in your calendar you can be certain that you will get to it, and it will not weigh heavy on your mind and suck up energy that you can use to do other things.
5. 5) Remember that little things expand. So designate blocks of time to tend to the little things that you think will only take a few minutes but often end up taking three or four times longer than you anticipated.  These little things expand for many reasons – sometimes we just underestimate how long they will take, but other times we linger over them and allow them to become avoidance mechanisms that keep us from doing what’s really important (and nurturing for ourselves and others).  This could be anything from checking email to scheduling meetings to going through a pile of papers.   When you set limits on how much time you will designate for these things, you’ll be surprised at how quickly you can get through them.
6. 6) Allow for flexibility so that you can listen to your intuition on what to do in each moment. As you go to undertake a task, pay attention to how you feel about it.  If a wall goes up as you sit down to do something and you just can’t seem to make any progress or if you keep running into obstacles, it may be an indication that it just isn’t the best time for you to work on it.  You may want to designate another time to work on that thing and in its place, do something you have more energy around.  Often when you come back to what you were snagged on, you will find that things flow much better.
7. 7) Don’t let things sit for too long. If it can be done (or delegated) in the time it takes you to write it down or find another time to do it – and you are not in the middle of something more important, just take care of it quickly.  This nugget applies to little things – like dropping someone a quick note or filing something in its proper place instead of putting it in a pile you have to sort through later.
8. 8) Reflect and celebrate. At the end of the day, spend some time reflecting on what brought you most satisfaction, rather than all the things you have yet to do.  Celebrate the progress you are making and the degree to which you really brought your whole self to whatever it is you did that day.
9. 9) Be sure to zoom out and not just in. Taking care of your to-do list involves a lot of keeping your head down.  So, make sure you take some time to look up and out every once in a while.  Check-in with yourself on the bigger picture of what you most want to create, achieve and become and let that vision guide your actions. Doing this regularly will keep you from getting caught in the weeds and allow you to have a bigger, more strategic impact.
10. 10) Rest in the knowing that you will get done that which is most important. You no longer need to run that loop in your head that has you worried that something will fall through the cracks.  You have it handled, so you can devote your full attention to whatever you choose to do in each moment.

To-do lists are only a small part of moving the needle and making the impact you are capable of.  For more tips on achieving and sustaining the success you desire, download my special report: Why Real Leaders Don’t Set Goals (and what they do instead).  

 

 

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