How to do a TODO list?

I have tried a lot of software and apps to maintain my todo list. I was thrilled to get the sync functionality and see my lists updated across devices and platforms. The biggest problem with the system though was in the simple idea of 'out of sight is out of mind'. I often have many items in such electronic todo lists, that they are hidden away in multiple projects/folders and often out of my sight. This affects my focus. To improve this, I have now gone back to using a paper based todo list on a daily basis. I still have some tasks hidden away in those projects and folders. However, I have found that having my list in front of me throughout the day helps me focus. Having a paper-based list also feels good as I physically check off each item from the list.

Two notebooks: 'TODO' and 'Brainstorming'

Because of my detail-oriented nature, I have often found myself making a list and then adding a whole bunch of details on the page as I progress the day. This is inefficient and as the space gets cluttered so does my thinking. So I started to dumb it down. Now I have a separate notebook fully dedicated to only maintaining running todo lists. I have another notebook, which can be called a brainstorming notebook. As I discussed in another post before, how it is very important to jot down the ideas. That's actually the real way to think. So this brainstorming notebook is to help me think through stuff. It gets cluttered and that's ok because my todo list is neatly written in my 'TODO notebook'.

How to maintain a neat list?

The idea is quite simple. When I start the day, I write down today's date and then jot down the things I want to accomplish. I often try to break it down into granular tasks as those are easier, faster and thus more likely to be completed. I have found that big tasks are easier to postpone. Smaller tasks are quickly finished and you can check off things from the list which makes you feel good and energized for the next tasks on the list.

I don't try to cross anything and add stuff in between. It is a one dimensional list. One the checkbox I might cross it with an arrow indicating the task has been moved if I move it down into smaller tasks. During the day I keep adding simple tasks when I come across them and then keep checking them off as I do it. What's left is again written the next day. This is supposed to make me feel guilty for not completing the task and thus I try to do it the same day more often.

What about long-term tasks?

You can easily have one more page at the front for monthly list which lists down your goals if you don't want to use apps at all. Even make up a calendar and put down important events for the month before starting. This can make it a lot of fun. Don't try to fill too much of 'tomorrow' and 'later' tasks in your today list. If it is simple and clear with high chances of doing everything today, it is more likely that you will be able to do it.

Should I have a separate TODO list for work and home?

Some people prefer to have a separate list. However, I think as most of our time is spent at office it means you will end up realizing some home tasks while at office. You might even be paying the utility bill while at office. Unless you want to carry around two TODO notebooks with you all the time, it makes sense to just have everything in the office notebook itself. Then if you don't want to carry the notebook home, you can simply get a stick-it note and jot down your remaining 2-3 home items and take it with you. Having everything in one place makes sure it’s all in front of you, always.

What about my outlook tasks?

For me typically outlook tasks are not tasks but rather follow-up items. It is good to flag them as it provides quick access to them when you have to reply. I typically flag them and jot it down on my notebook as well so I can keep track of it.

In conclusion, having a neat looking physical todo list that's always in front of you makes it likely that you will be focused. Keep tasks granular and check off items as you do it. Pat yourself each time you do something and move on to the next item!

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Inspired by The Happiness Advantage

I have recently come across this book and corresponding TED talk by Shawn Achor. I am writing to share my thoughts around it. When I first heard Shawn's findings, I was able to immediately connect with his ideas and agreed with them. The core thought is about how the universe's misconception with happiness. The way we are brought up has made us believe that happiness is something we achieve at the end of success. This whole idea, according to Shawn, is flawed primarily because once we reach our goal, there is always a next one. The goalposts keep moving and thus we can never truly reach the end of it, to feel happy about it. When I applied this to my life, this explains everything. With every achievement, instead of feeling happiness I just kept moving my goal. The same is true today. I should be grateful and happy for what I was able to do while working on my next goal. But without this realization itself, that seldom is the case. Shawn further argues that if we turned this around and put happiness first, we can see improved performance in our work lives which can lead to our definition of success faster. When I think back about the best things in life that I am proud of, I remember myself in a happy state of mind. A happy state of mind can lead to clearer thinking, while we are prone to make wrong decisions under stress. That brings us to the next question though.

How do we achieve this happy state of mind?

Shawn distinguishes between pleasure and happiness. Pleasure can come from short term things while happiness is a state of mind. We can feel pleasure by playing video games for hours and hours. But that doesn't change our happiness state sometimes. As pleasures often lack something meaningful, it can lead to discontent within ourselves. But then how do we pursue happiness without pursuing pleasure? I have been searching for this for a while. Shawn again has answer to this. He argues that through practicing simple techniques daily one can attain peace of mind and thereby happiness. He specifically suggests doing five small tasks daily for 21 days or more. These small tasks include writing three things you are grateful for, writing one good experience for the day, write one thank you note to somebody, meditate for 2 minutes and exercise daily. The idea is to develop these habits that generate positive energy within us by forcing us first to search for positive things in our lives and eventually and eventually making it an automatic thing.

As I have changed careers I have noticed how there is little correlation between money or position with happiness. I have seen poor people happy and rich people unhappy. I have seen employees at the lowest levels with a calm state of mind while senior managers panic. These observations prove that how our mind perceives that things around us can affect the way we feel about it. It has many a times very little to do with outer world itself and much more to do with what we are looking for. One parallel I can draw is from when I was studying words for an exam. When I learned a new word. I often started coming across them again and again at various places. Perhaps because now I was looking for it, I was finding it more often. To train my mind to look for happiness may do something similar and help me find it!

Does it work?

I am myself still in the process, I would say. So I wouldn't be the best example for this. However, I would like to mention my friend who introduced this concept to me. He is an epitome of living a meaningful life. After leaving a high paying corporate job, he went to become a teacher for underprivileged kids. He is not only taking classes but working on the complete development of these children. His life is truly meaningful. After taking a 60% salary cut, he works for 16 hours a day and still tells me that he can only remember two instances in last one year when he was unhappy about something. He attributes some of this to his regularly following Shawn Achor's 5 habits everyday without fail. He has a notebook specially for this. He calls it 'The Gratitude Journal'. He believes it has made him appreciate the things around him a lot more and feels truly blessed to have all the people in his life. Yes, it works!

How to implement?

Keeping the tasks simple is important. Make sure it doesn't take so much of your time that you start running away from it or making excuses that you were too busy and didn't have time. I spread it across the day. I usually wake up in the morning and send a thank you note/email to someone. Then after getting ready for work, I meditate for 2-3 minutes. This has a calming effect on the mind. Simply concentrating on my breathe slows things down. Then during lunch time, I usually go to gym to exercise. Then at night, after lunch I sit down quickly for 5 minutes to write down 3 things I am grateful for and one good experience. Excluding exercise, it just needs 10 minutes to complete these small tasks and if you are making excuses you are giving the stress a chance to creep back into your life!

If just one of you start following this technique, I would be happy that I returned the favor by making this world a happier place. Instead of chasing success, chase happiness, do meaningful work and appreciate small things in life. Success will find you.

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