Tag: increase productivity

Get More Done : Strategies for an Effective To-Do List

The term ‘To-Do List’ evokes different images for different people. For some it is that of a never-ending-ever-growing scroll of magic paper that gives them nightmares. For others it might come across as something only the boring folks, who schedule even their loo breaks, do. And then there is another bunch who considers it to be their life saviour which keeps them sane through the madness of their daily chores and tasks. 

Whatever be the image that you have conjured up, a fact that one cannot deny is that an effective to-do list is one of the simplest yet powerful productivity tools that can work wonders in increasing your overall productivity. 

Though it is one of the best and most efficient productivity techniques around, the success of it depends on how effectively it is being used. Moreover, if not used in the correct way, it can do more harm than good. 

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So, let’s now see some of the strategies to help you kick-start your art-of-making-the-perfect-list journey 

Pick a suitable medium

Choosing a medium that you are comfortable with is the first and foremost thing to be considered while making a list. It may differ according to the personal preferences of people. It doesn’t matter whether you choose an app or the good old pen and paper, what is important is to stick to the one that you have chosen.Having your tasks scattered across different mediums makes managing and tracking the tasks difficult.

Dump all those tasks eating up your brain to the list

Transfer all those ideas, goals and tasks to the medium that you have chosen. Don’t bother assessing its value or prioritising it (yet). For now, just dig out every single thing from your brain and dump it onto your list.

Identify the ones which align with your purpose

It’s important that you need to have a clear idea about what you want to accomplish in life and accordingly pick tasks that’ll help you realise your goals. Write down clearly why you need to do the task and how it adds value to your life. Identifying your whys gives the brain the much needed motivation and energy to tackle the task.

Break the list into multiple lists

So now you have a big list of all the items that aligns with your long-term goals listed right in front of you. This list will contain all your goals listed out together. Let’s now split them into separate lists . Three basic lists that you can use are : 

  • The Master List , where you keep a list of your long term goals .For eg: Write a novel. Here, you could categorise the goals as personal, professional, finance, health etc. 
  • The Weekly List contains all those items that need to be ticked off by the end of the week. This would essentially contain tasks which would help in achieving your long term goals, plus other things that need your attention during the week. 
  • High Impact List is the one that contains the tasks which are of the highest priority and needs your immediate attention. These might or might not be related to the other two lists. 

Apart from these you could also keep a separate list for the daily activities that you need to track. For eg : If Doing exercise is something that you want to track on a daily basis, then instead of adding this item to your high impact list, add it to a separate list which is meant solely for daily activities. 

You can come up with as many lists as you want. But I would suggest not to overdo it (then you might end up having to come up with another list to track the list of lists ! ). 

List down tasks, not goals on your list

Your master list is the one where you have all the goals listed and when it comes to creating weekly lists, you need to make sure that you break your goals down into actionable items and put those on the list. In this way, you get clarity on how to go about with achieving the long term goals. Make it as specific as possible.

Prioritize 

From the weekly list, identify the items that are of the highest priority and move them to the High Impact List. This is the list that you need to follow to keep track of the items that need to be completed by the end of the day. Sit with your list and identify the ones that are urgent and important and rank them accordingly. Setting priorities makes sure that you don’t end up cleaning your kitchen drawer when you have an important assignment due for the day.

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The shorter the better

One of the mistakes people make while creating a list is to cram up the list with as many items as they can think of. By doing so chances are high that you may end up not finishing most of the tasks on your list. And, there is nothing more depressing than staring at a long list of pending tasks at the end of the day. So keep it short. There is no hard and fast rule as to the maximum number of items that you can put on your list. Start with as low as three and experiment and find out the number that works for you. 

Set a time limit for each task and measure the time taken

Each person has a different pace at which he works. To find out yours, roughly estimate the time you think you would need to complete a task and once you are done with the task, compare it with the actual time taken. This way, you will have a realistic idea about how many tasks you can complete in a day and can accordingly decide the length of your list. 

Break bigger tasks into a set of smaller tasks

While you time your tasks, you might come across some tasks which need more time.Say for example, writing a blog post might not fit into the two hour window that has been allotted to it. In such cases, break the task down into a number of smaller tasks – research the topic, write, edit, select pictures etc. By breaking it down, you will have a clear step-by-step strategy listed right in front of you.Also, instead of waiting to check off that one big monstrous item, you can now check off 3-4 small items. That’s a pleasure in itself, isn’t it ?

Create a May-Be-Later-If-I-Feel-Like list

This is one of my personal favourites. All those items that you want to do but which are neither urgent nor important go on this list. Say for eg: learn to knit, may be something you might want to do but definitely not when you have a project release coming up the following week. 

Always expect the unexpected

As much as we all want everything to go as planned, in reality that’s not always possible. At times, unexpected events may pop up. So, it’s always a good idea to leave a bit of cushion time between your tasks. Not just that it leaves you with some wiggle room in case of emergencies but also provides you that much needed breather from the tasks on normal days.

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Block time for yourself

Always always always make sure to take some time out of your schedule to relax. Burnout is real ! So it’s really important that you find time to pause, breathe and relax. Adding break time to your list is essential to help the brain maintain its focus and energy levels. 

Revisit and Re-evaluate your list periodically

Constant evaluations and reevaluations are needed for this productivity tool to work effectively. At the end of each day set aside some time to sit with your list and reflect on what worked and what didn’t. Move those items which you feel are of low priority to your may-be list. Re-prioritise the list, play around with it and you will eventually figure out a strategy that works best for you. It’s all about experimenting, buddy !

 Make the list the day before

Though it is not a rule that you should make the list on the previous day, it is always better if you can do so. At the end of each day, after you evaluate your list for that day, you would already be in a state of mind where it is easier for you to figure out what items need to go on the list for the next day. Also, if you have a list of tasks ready right in front of you in the morning, you know exactly what’s on your plate for the day and hence you can use your morning energy on productive stuff rather than wasting it on planning your day.

Create a Done List

Even if you hate every other list mentioned above, this is one list that you are gonna love. It is a list of all the tasks that you have accomplished. Once you complete a task, along with crossing it off from the main list, add it to your Done List. That’s double the euphoria, you see ! This list is a reminder to yourself of how close you have come to your end goal and is an instant mood booster on days you feel low. Also, do not forget to celebrate even the smallest of your milestones.

Bottom line

Learning to make an effective to do list is not something that you can master overnight. It takes a lot of experimenting to figure out the strategies that work for you. There are no hard and fast rules here. Remember not to obsess too much with the idea of making that perfect list in the first go. Have patience and keep experimenting until you figure out a strategy that best suits your needs. Good Luck !

How To Break The Procrastination Cycle & Get Things Done

It’s 9 in the morning. You are fresh and focused and all set to work on that challenging project which needs to be completed urgently. You sit at your desk and fire up the laptop and while waiting for it to boot, you reach for your phone and then, as if on auto pilot, you find yourself opening Instagram (or Facebook or YouTube or news or whatever that is that you are obsessed with!) and start scrolling, and bam, the next thing you realise is it’s already 11, you are exhausted and you haven’t even logged in. Sounds familiar ? What exactly do you think happened here? Where did all that morning energy go ? Did the time just fly ? Well, this trap that most of us fall into is nothing but procrastination. 

What is Procrastination ?

Procrastination usually involves doing something easy or enjoyable instead of the unpleasant but important things that you are supposed to be doing. It is the irrational avoidance of a task or an activity. Most of the time we confuse it with laziness. Though outwardly both of them may seem similar and produce almost the same outcomes, they are fundamentally different.

Procrastination vs Laziness

Laziness is when a person is unwilling to put in the effort or energy needed to carry out a task. It is about avoiding responsibilities completely.Procrastination, on the other hand, is when a person has an intense desire to do the task and is even willing to put in the effort needed, but is stopped by an inner resistance or barrier that has been put up between his mind and the task at hand. Say for example, on a Sunday if you decide that you are not going to do anything but curl up on the couch and binge watch your favourite show, then you are deliberately making a choice not to do anything else at all on that day. On the other hand when you have an important assignment to submit and the deadline is fast approaching but you decide to put it off and  watch Netflix instead, then that’s a classic example of procrastination.

Effects of Long Term Procrastination

Long term procrastination can have serious adverse effects on our mental and physical health.The longer you procrastinate, the more overwhelming the task becomes, which in turn may cause anxiety, guilt and stress. Overall productivity of the individual decreases over time with procrastination and this might even lead to depression. As our mental health and physical health are deeply intertwined, a decline in one can have a serious negative impact on the other. Over time, chronic procrastination not only has productivity costs but also impacts our physical and mental wellbeing adversely.

Causes of Procrastination

Procrastination may stem from the need of the emotional part of our brain for instant rewards. When you have to deal with a task that is overwhelming or boring or unpleasant, the brain tries to find out ways to avoid doing it by replacing it with something easy or comfortable or instantly gratifying. And the momentary relief that the brain feels while putting off the task is the reward it gets for procrastination. And it’s our natural tendency to repeat things that we are rewarded for and thus this becomes a cycle rather than a one-off behaviour.

Procrastination may also be due to underlying mental health issues. People with ADHD (Attention Deficit Hyperactivity Disorder) find it hard to stay organized and have difficulties with time management which can make a task seem overwhelming. Consider a chinese enrichment class to help them learn faster. 

Those suffering from depression tend to have low self esteem which makes them doubt their ability to successfully complete a task. Anxiety also plays similar tricks on the brain and instills a fear of failure and lack of confidence in the person. 

Surprisingly, perfectionists are often procrastinators.The fear of doing a task imperfectly can lead them to putting off the task indefinitely. 

Certain other traits like poor decision making skills, lack of structure, ambiguity, absence of personal meaning and lack of instant gratification may also lead to procrastination.

How to Overcome Procrastination ?

  • If you are procrastinating because you find it boring or unpleasant, then try to focus on the long term benefits of completing the task. Identifying the long term benefits would help in aligning your present self with the future self. Also, it is equally important to focus on the consequences of putting off the task.  Think about all the ways in which not doing this task would affect you. Listing down the impact of avoidance of the task in the major areas of your life would give a realistic view about the situation and give the brain that necessary push to get you started on the task.
  • The brain finds it easier to deal with tasks which are unambiguous and properly structured. When you have a pile of half finished or pending  tasks, your brain goes into a state of panic, which makes focusing even on a single task difficult. Setting a roadmap with well defined milestones and breaking down the task into tiny manageable units can help in tackling those tasks which might otherwise seem overwhelming. Knowing what, how and when to do a task brings about a structure and clarity to the task.
  • More often than not, procrastination may also be a result of underlying mental health issues. Emotional regulation and stress management under the guidance of a therapist may be the best course of action in such cases.
  • In most cases, the biggest challenge one may face is in getting started on a task. For those struggling with the starting trouble, taking the tiniest possible first step would help in overcoming the inertia. Keep a timer for 5 minutes and tell yourself that you would stop after 5 minutes and get started on the task. Once you are successful in getting the brain to stay focused for those 5 minutes, then you are most likely to get into the flow of the task and continue doing the task. Just push yourself to take that initial step and the rest will follow.
  • Fear in any form – The fear of failure, fear of judgement or fear of rejection- holds you back from getting out of your comfort zone and is yet another reason why most people procrastinate. List down all possible fears and  worst case scenarios that you have conjured up in your mind. Once you have it all listed out right in front of you, analyse each of the scenarios. If you feel that your fear is logical and rational, then try and find ways to combat it. Cross out the irrational ones. Think about your whys and about what really matters to you. Ask yourself – Would you rather do it and face the consequences or give in to your fears and regret not doing it, years later ? 
  • The brain often looks for instant rewards. Putting off a boring or difficult task provides a relief which gives the brain the much needed instant gratification. Unless you give the brain a better offer, it continues to find ways to satisfy its craving for quick rewards. So rewarding yourself with a treat after the completion of a milestone would be a good idea to trick the brain into doing similar difficult tasks. Also focusing on and internalising the ‘feel good vibes’ that you get once you complete a difficult task would make the brain crave for such similar experiences which would eventually help in breaking the procrastination loop.
  • Thanks to scroll-culture, the attention span of most of us today has reached almost to the level of a goldfish’s. It just takes a beep from the phone or a mail pop up or even the sound of our own internal voices for us to get distracted. Not surprisingly, people who have difficulty in staying focussed on the task at hand tend to be master procrastinators. So stay away from the phone, close all those unnecessary tabs and if possible disconnect from the internet before you start an important task. When it comes to the constant chatter of your mind, try and find ways to calm it down through meditation or other calming techniques. You can also try writing down the random thoughts that come to your mind during a task so that they can be dealt with later. Assuring the brain that you have set aside a certain amount of time to deal with those thoughts will help in calming it down and bringing the focus back to the work that you are doing.
  • Last but not the least, rephrase your inner dialogue. When you tell yourself that you have to or you need to do a task, it creates an internal pressure on you to do it. The phrases ‘Have to’ or ‘Need to’ creates an impression that you have no choice but to do the task. Most of us do not like it when somebody forces us to work, even if we like the task. The rebel in you starts to resist and finds ways to avoid doing it. The conflict here is between you and your internal voice. So, be it any task,  rephrasing the internal dialogue to ‘I want to’ or ‘I choose to’ , puts you in a position of power. Here, you are not doing it because you have to, rather you are doing it because you want to. It makes you feel more in control and you start owning the work. Once this change in perception happens, it’s much easier to do the task, because hey, you are the boss and you are doing only those things that you really want.

To sum up, procrastination can be best described as the constant conflict between your present self and the future self. While the future self  has big dreams and goals for you and constantly comes up with ideas and plans for your bigger and better future, the present self pulls you towards the most instantly gratifying and comfortable option available. To break out of this habit loop, it is important that you learn how to manage your emotions and moods. I hope and wish that the tips mentioned above would help you kick-start your journey towards curbing procrastination. Good Luck !