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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