Sometimes I think, if I could just check every last item off of my to-do list, I would finally be able to think clearly. The world would spread out before me like a big blank canvas, and I would feel limitlessly creative and free.
When I was in real estate, my to-do list was a never-ending, never-enough-time-in-the-day futile exercise in completion. Checking one thing off usually meant adding three more in its place. My personal to-do list sat dusty and neglected somewhere underneath my half eaten lunch, mocking me. If I got to the grocery store in the evening and my phone didn’t ring after 10 pm, that was a good day.
Now that I have more time and energy to devote to the things that matter, I still find myself battling my to-do list. The things I want to do and the things I need to do and the things that I think I should do but don’t really want to do all compete for my attention.
This weekend, I checked off several items that had been bugging me for a while (one of them for over a year!). I felt this wonderful sense of relief at having tackled and defeated these energy draining to-do’s that were always at the back of my mind.
For five whole minutes.
And then? I started to think about those other things I still haven’t gotten around to.
The reality is, no matter your official job title, there is no end to life’s little tasks. Unless you give it all up and go live on a commune. Even then, I’m pretty sure you have to remember to hoe the potato patch or something.
Leo from Zen Habits suggests ditching your to-do list all together and just doing what you want with your time. While I admire his minimalism and aspire to be as in-the-moment as he is, I don’t think I’m evolved enough to go completely listless. I’m an out of sight, out of mind gal. I will usually forget that really awesome, life changing thought I had thirty minutes ago if I don’t write it down. Same thing goes for less awesome stuff like picking up the dry cleaning.
Here’s my beef with to-do’s: if we write a list of things we have to get done, it hangs over our heads all day or week. Any given moment becomes an opportunity to pay bills, crunch numbers or run errands. Then, if we don’t use that time “wisely,” we feel guilty about the activities we do instead, like watching the season finale of Downton Abbey.
This is a self-defeating, soul-crushing way to schedule our lives. So I’ve been playing around with a few methods to turn my to-do list on its head. Here are some of the ideas that have been working for me:
Work on Yourself First:
How many of you check your email in bed when you wake up in the morning? I used to do that (sometimes I still do), but reading about MIT’s (Most Important Things) last year changed my mindset on this too-convenient little habit.
If we let the demands of the outside world (via email or facebook or flipboard) in first thing every morning, we unwittingly allow those demands to chart the course of our day.
Instead, make a list of one or two “Most Important Things” for each day and do those first. These can be working on a chapter of your book or going for a run or tweaking an essential component of a project–the things you most want to accomplish in your day but often put off or skip entirely because it’s a lot easier to check and respond to email than it is to lace up running shoes or do a downward dog. Though I haven’t perfected this as an everyday habit, I try to do it as often as possible. It’s an awesome feeling to accomplish something personally fulfilling first thing in the morning.
You can read more specifics on MIT’s on Life Hackers or Zen Habits.
Batch the Crap:
This one is from the lovely Jess Lively. Instead of feeling guilty about procrastinating on all of the un-fun stuff on your to-do list, schedule a chunk of time one day a week to “batch the crap.” This is the time for paying bills, making appointments, scanning receipts, and doing the most procrastination-worthy tasks. Showing up for this pre-arranged appointment with yourself may not be great fun, but it gives you the mental space to do what you want with the rest of your free time. No more gross “to-do’s” hanging over your head each and every day of the week. Now you know exactly when and where you’ll take care of them.
Stop Over-Listing:
I don’t know about you, but I find list-making addictive. Once I start to make a list, I think of a bunch of extra things to put on it, just in case I’m feeling really ambitious. The result? I end up feeling bad about myself when I don’t accomplish everything on my list. Those things that were originally intentioned as “extras” become tiny unintentional failures. What a rip-off! Now I consciously make an effort not to over-list. Too much space in a day can create inertia but too little leaves no room for creativity, spontaneity and play. We often over-schedule ourselves in an attempt to feel productive and worthy. But research shows that rest and play are essential to creativity and productivity. So, let the “extra” stuff go. Does it really matter anyway?
View The To-Do List as a Fluid Life List:
A traditional to-do list might as well be called a nag-list. We can schedule ourselves to death with inane, petty tasks that detract from what we really want out of life. Or we can flip that notion on its head. If we use our lists to minimize the small, unimportant stuff and maximize the tasks that will help us accomplish our goals (publish our first book, open our own business, run a marathon) then to-do lists become life lists: fluid, ever-evolving and growth-inducing.
How do you manage all of the tiny tasks of daily life? What systems or thought processes have you found most beneficial?
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Categories: Nitty Gritty Truths
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Truth and Cake 
Great post. Like you, I am a to-do list maker and I can make lists from my lists. But as much as I would like to one day move away from being busy for the sake of being busy do to my always long lists, I don’t think I will ever actually be able to. There is just something incredibly satisfying about crossing things off your lists of tasks…
*”due to” not “do to”
It is satisfying (and addictive) to cross things off. That zing of accomplishment is pretty darn powerful.
Definitely is.
Good post, Rian. I think that the concept of Tomorrow was developed in response to the first To-Do list.
Ah, yes, the old standby: “I’ll do that tomorrow.” :)
As always, this was exactly what I needed to read today, Rian! I actually just started a series of print works based on this very idea. I, too, am a major to-do-lister. I feel like I can’t function if I don’t have my thoughts and priorities organized, so any time I need to remember something I scribble it down on a post-it note and stick it somewhere on my desk. However, what is funny is that eventually I become incredibly overwhelmed again because my desk is littered with numerous post-it reminders. Once again, I can’t clearly understand what my priorities are. They are no longer reminders but become an overwhelming pile of to-do’s. It seems to be a never ending cycle…no matter how many lists or reminders I write, there will always be more looming. Maybe I will have to try some of your suggestions! As of right now, I certainly do not have it figured out (and am starting to wonder if I ever will). Thanks for your thoughts :)
Your print series sounds awesome, Amber. I’d love to hear/see more about it. I’m picturing your desk covered in post-it notes and imagining it might make a good art project itself ;) Your comment, “Once again, I can’t clearly understand what my priorities are.” rings so true for me, which is why I started trying to give my to-do list a makeover in the first place. Easily distracted, visual, enthusiastic at the start–does any of that ring a bell? I don’t think any of us have it figured out. All we can do is keep trying. Good luck with your project!
Ever the intuitive blogger, this is exactly what I needed to read! I’ve been stressing about all the things I “need to do” in anticipation of upcoming events and I’ve been feeling like I’ve let some things fall by the wayside as I worry about my to-do list. It’s all about deciding what is truly important and “batching the crap” to get things done. Thanks for the reminder, Rian!
Hey Jessica, I’m glad I intuited what you needed to read :) I hope some of it is helpful for your event planning. It’s a pretty satisfying thing to say when something small you don’t want to do comes up: “Batch that crap!”
I will be using “Batch that crap!” from now on and when anyone asks, I’ll just say, “Rian made me do it.” ;)
Yes! I love it.
I’m a big fan of “Most Important” at work. I rarely start my day by checking email or phone messages. The first hour or two is a great time to focus on that project that I really want to see move forward. As soon as I open my email, I’ll be zipping down rabbit holes and might not resurface for the rest of the day.
But I also need a To Do list or else I’d forget all about the phone bill. This week, I’ve finally checked off two things I’ve been meaning to do for probably a year and it feels great! The trouble with those little things is that they drain energy. (But you’re right: I immediately added new things…)
It’s awesome that you’re able to maintain your focus first thing. I find myself doing well for a while and then one little slip can upset the apple cart. “As soon as I open my email, I’ll be zipping down rabbit holes and might not resurface for the rest of the day.” Whoever invented email was an evil genius–I can’t imagine life without it but it sure can be a time suck.
I’m all about the to-do list but maybe I need to take a step back and work on some other things first… great post!
Absolutely loved this post! I’m so OCD with list-making that I end up feeling guilty when I don’t get round to ticking everything off on it. I agree that I couldn’t be absolutely “listless” as such but I love the idea of “batch the crap,” so much easier to do things when you get all of the annoying, tedious tasks out of the way! When you live your life by your Outlook at work, its so easy to become bogged down by tasks but doing the most important things for the day first gives you such a sense of accomplishment, everything after that will get done when it gets done! Thank you for the links also!
Email and facebook (and pinterest) are my kryptonite–if I jump in first thing, it’s so hard for me to get back on task and remember what the heck I wanted to do in the first place. If I’m having a particularly distracted day, I also use a program called Self Control–it allows you to block specific websites for a set amount of time. It’s great for when you want to dive into a specific task on your computer and don’t want any temptations.
I like to have big-picture goals, which I suppose are the ‘most-important’ things’ – and keep those going as much as possible in small goals that lead to the accomplishment. It’s a lot easier to write a paragraph or a page today than to “work on finishing novel.” At the end of a to-do list, I do like to look back and revel in the sense of accomplishment.
Then, I dig in and update the new one.
Absolutely–breaking things into manageable tasks is something I wasn’t very good at until last year. I would just want to rush in and do it all at once! Sounds like you have a great system that allows you to achieve your goals.
I love that I’m reading this as I’m rewriting my giant work to do list! I definitely need my lists to keep me on track or I lose focus, but I want to work some of these suggestions into my days.
I hope they help. Good luck with that giant list!
Once again, Rian, your post hits home because I am a chronic To-Do list-maker. I love Jess’s idea of “batching the crap.” My mother is also an inspiration—when she gets a bill in the mail, she immediately whips out her checkbook, writes a check, slips it in the envelope, stamps it, and has it in the mailbox waiting to be picked up within 5 minutes. She claims that if she does those irksome little tasks immediately, she never has to remember to do them later. It’s ambitious and disciplined but it does make sense!
I’m also guilty of adding things to the To Do list that I’ve already done that day, just for the satisfaction of crossing them off. :)
“I’m also guilty of adding things to the To Do list that I’ve already done that day, just for the satisfaction of crossing them off.” Ha! I totally do this too! I mean, I figure I DID IT, right? ;)
Guilty…I do that too. I’m glad I’m not alone, though :)
Lists have always been the means to an end for me. I don’t get compulsive about them. They are a tool to help me stay organized or remind me of important things. I like them. I do have family and friends who get overwhelmed because they put too much on them, or don’t use them at all. They suffer from mental challenges that make lists torture devices or provides them with much needed security. It’s all about what works for you (or doesn’t) personally with no judgement. Priorities change as we do. Good post Rian.
I have to have a list if I’m to get anything done. I like your tips, though. Everything in moderation, right? I have developed a system where I put really important items on my list during the week–the ones that have to be done–and save the smaller items for a Saturday.
I needed to read this so much today, Rian. I’m addicted to lists too- they help lowering the pressure to remember everything. Sometimes, I can’t feel calm until I have written a to-do list. But they can become overwhelming, so I try to limit them- on paper at least. My brain seems to be making other lists of its own too. I’d heard of the MITs concept before- thanks for the reminder, I will try to apply it more. I also like your “Batch the crap” idea. Great post :)
It’s kind of crazy how much I can relate to this post.
If I don’t write down what I need to do, I often forget about the thing or delay doing it until unnecessarily late. Having a task written down (especially if its something I don’t really want to do, but know I should) forces me to confront it.
My principle is to get on with the To Do as soon as I sit down, and plough onn through. I get distracted easily (checking Facebook, browsing my social media sites), so I want to do things whilst my mind is still ficcussed. THEN I can look at my Facebook notifications :) .
Would your to-do list be any easier if it were written on this gorgeous new pad from Rifle Paper?! Tee-hee… I know we have a shared love of their products, so I had to pass it along.
http://riflepaperco.com/item/Rosalie_Notepad/369/c7
Umm, yes! Swoon. I love it. (And no, I’m totally not heading over to their website right this second ;)
I limit the size of my lists. Each Saturday, I write one post-it sized list of things to do on the weekend. If it doesn’t fit on the post-it, it doesn’t need to get done this weekend. This really helps prioritize my need-to-do’s. Also, when the weekend ends, and if there are things still on the post-it that I didn’t get done, I just throw it away. No guilt. I did what I could, that’s enough. I also usually throw the post-it away sometime Sunday afternoon, so I leave myself some Sunday down time also before the onslaught of my insanely busy weekdays.
However, I will admit to keeping a long long long list of potential things I could be doing if I ever had time beyond the post-it sized weekend list, but I hide it on the fridge on the side that’s between the fridge and the wall. It doesn’t chide me, it just hangs out until I remember it’s there.
Batching. I LOVE Batching. I have a great batching tip that I recommend for everyone. My recycling bin goes out once a week on Tuesday nights. I roll it right in front of my mailbox which is at my curb. Then, and only then, I collect the mail. I can not stand going to a mailbox each day and bringing in handfuls of ads and catalogs I never subscribe to or order from. I also don’t like reading the bill envelopes each day and having them pile up on my desk. What a drag…so stressful. So back to the curb. I open the mailbox which is now packed, and slide it all into my arms at once. Between the weight of it and the chill of the night air, I quickly and with little hesitation toss each piece of junkmail including credit card offers, dental ads, real estate cards, and boring catalogs straight into the recycling bin. They never get through my front door. What I am usually left with is a small handful of maybe 3 to 5 bills. I go inside, pay them on-line, tear them in half and the misery is over. I’ve become so good at this that even birthday cards come in, get read and immediately tossed. I’ve had 41 birthdays now. I’m good with it. My postman hates me as by tuesday afternoon, he is stuffing the mail in that box, but tough! And if you’re worried about paying bills late, I have never received any bill notice closer than 10 days to its due date. They can wait too. It’s so amazing how reaching your 40’s puts priorities into perspective. By the time I’m in my 80’s. I’ll be intolerable. ; ) Happy Batching!
I forget things easily, so I have to have some type of list. A lot of times, I email the things to myself with it listed in the heading. When I read my email, 1st thing, I see what has to be done today. If I do it or decide it doesn’t need to be done, I get to delete that email. It helps me organize and orchestrate the day and the week.
Scott
“…because it’s a lot easier to check and respond to email than it is to lace up running shoes or do a downward dog.”
YES. I’ve found that doing my Artist’s Way morning pages every day gives me a built-in sense of accomplishment, but I’m still reallllly guilty of checking my phone before I start writing the pages, and I do think that (sometimes unwittingly) changes the course of your day and priorities.
I’m working really hard on not beating myself up for not getting it all done, but lately I feel like I’m slipping back into the habit of doing the trivial ‘chore’ shiz and not focusing on my writing (by the time I’m done with all the stuff I “have” to do, I’m exhausted and don’t feel like writing)!
Some good ideas! It might help me on my job hunt! I definitely spend way too much time on facebook and twitter! Thanks!
I can so relate to this post. I have many issues with the to do list.I can never accomplish everything. If i do check it all off, I come up with moreto do. Time must be used wiselyorthat guilt you noted arises.
Reblogged this on eighteen thousand feet above the clouds.
Love this! I’m an out-of-sight, out-of-mind, list-addicted gal myself and I procrastinate like CRAZY. I’m going to try to do the MIT thing! I always check my email first thing, while still in bed. I will try to make myself do push-ups or something before I check what that notification/email is about! :)
Great post! I totally do this, and I think this is actually going to help my morning a lot. I am going to do two really important things. Also, I loved that you referenced the season finale of Downton, because TRUTH gurl. truth.