I have a lot on my plate at the moment. I was the one who put it all on my plate so you don’t have to feel sorry for me. I’m happy to have all the things to do, but the long list can get overwhelming. That’s why it was so good to wake up yesterday* with the thought,
There’s a difference between the things I have to do, and the things I have to do today.
To-do lists are fascinating things. I think we all approach them differently and that’s why there are so many different methods out there. And because a part of my brain thinks that if I write the to-do list perfectly then I will get a whole lot more energy and miraculously get a whole lot more done, I have tried many different methods.
Is this even a to-do list? I mean, really? It’s not even list shaped.
I find mind-maps great for when I’m trying to get a handle on the overall shape of my life. Like the time when I was trying to figure out what options belonged to the various parts of my life and what I could just say no to because it didn’t fit in what my life was supposed to be. I don’t use it so much for everyday use. I much prefer list shaped lists like…
The Autofocus System
This system from Mark Forster had me tempted in a big way. You can watch the video here. Look at him – he seems so calm and there’s this huge list that gets crossed off as you go so there are pages and pages of finished items. And I loved the idea of looking at all you have to do and picking the things that jump out at you as the things I could do now.
But when I tried to use this method I found that the list was overwhelming. I felt like all the things on the list were on my plate. They were all tasks I had to do. And if I didn’t differentiate them somehow by writing them differently, then in my head they were all tasks I needed to do today.
I use a long list like this as a master list. I need to put every task down somewhere so I put them all in one long line in a list book (a small notebook) and use it as my depository of all the things I need to do at some stage. I’ll tell you what I do with this master list later. It’s good for my poor brain to know that all the things are written somewhere and that I know where that place is. That brings peace.
When I told Moz about this method he found another problem too. He said that if he worked that way he would only do the tasks that he found easy. The harder tasks he would leave until some magic time when he would be able to get his brain around them instantly. So when he is working on a long to-do list he uses…
The Four Quadrant Method
For Stephen Covey’s method you take a piece of paper and and divide it into four. Across the top you write Important and Not Important, and down one side you also write Urgent and Not Urgent. So you have four quadrants: Important and Urgent, Important and Not Urgent, Not Important and Urgent, and Not Important and Not Urgent. You divide your tasks into each of these.
It’s pretty self explanatory but you need to remember to do the ‘Not Urgent but Important’ tasks as well as the ‘Urgent and Important’ because the not urgent tasks are usually the things that will move you forward to your dreams and such. For more info look here.
Here is my guilty secret: I love watching bullet journal videos. Like this from Little Coffee Fox. Bullet journals are awesome. Beautifully created pages from scratch. Beautiful lettering, lovely little charts of different colours taking note of the amount of water drunk each day and the amount of exercise performed, monthly pages and daily pages and goals and targets. All gorgeously laid out and coloured.
Who has time to do that?
So while I have time to watch the videos, and I use Washi tape as bookmarks to draw attention to my list pages in my everything note book, and I now write a form of an index in the front of my notebook, I couldn’t say I use a bullet journal.
Sticky Note Method
This comes from Mark McGuinness who wrote a great book called Productivity for Creative People. I think everyone is creative in some way so it should probably have been called Productivity for People. Anyway, the idea is that you write your tasks for the day on a sticky note, a Post-it note. A reasonably large one – he uses three inch by three inch size. But the day’s tasks can only be tasks you can fit onto that sticky note. Once it’s full, your day is full. The next tasks go on the next sticky note for the next day.
So what do I do? I do a bit of a combination of the lot. I keep a notebook where I list all the jobs I can think of as a running list, a bit like the autofocus method. That’s the bucket where I put all my thoughts so I don’t forget them. I also put everything else in the notebook – notes from seminars and meetings, things I need to remember about a paper I’m writing, all the stuff. So I use the bullet journal index idea in the front of my everything note book so that I can find the pages easily afterwards. I also mark the list pages with Washi tape so I can turn from one list page to one five pages earlier with ease.
I have a Collins Debden diary, a diary that my hairdresser recommended, it’s a week to a page. That gives me a place to write a list for each day, and each thing I write gets given a time segment too which sometimes I pay attention to and sometimes I don’t. But like the sticky note method, the amount of stuff I try to do each day is limited. I like being able to look at the day and see that at 2pm I should be writing a blog post and at 4pm it is time to go shopping for groceries. This could be done in a bullet journal but I like the fact that the layout is done for me.
Some very small tasks get completed easily within the time allotted. I will either put more than one thing on the line for that hour or I will just write ‘household tasks’ and use the longer list to inform what I should be doing.
I sometimes cross things off the list, and sometimes put a tick next to them, and sometimes I give myself a gold star if I’ve done extra exercise or written more than 2000 words or met some other arbitrary goal that I’ve set myself.
So I still occasionally get overwhelmed but I know I have the tools I need to divide that never ending list of tasks into smaller, more achievable chunks. And I need to trust that when I don’t get it all done today, that won’t be a problem. We are all given enough time, we just need to use it wisely and trust God with the outcome.
While I’d love to have affiliate links there are none in this post, I just have appreciated the info and pretty videos and thought you might too.
*If you’re wondering why I didn’t write this yesterday when I had the thought, it turns out that yesterday was a ‘to-don’t’ day. I needed to stop and do basically nothing yesterday. I finished reading one book and started reading another, and had lunch and dinner with friends. That was enough. No tasks crossed off. No productivity. Not even as much as one hour of exercise. But that was really necessary and important and today I’m ready to write a nice short to-do list in my diary and get on with it.