Ever feel this way?
This is a great tip that I got from Pat Flynn of SmartPassiveIncome.com - I found myself in the same shoes over and over again and thought it was important to share with all of you.
“Every time I write a post, especially the ones PACKED with the kind of advice that needs to be implemented and not just put on the back burner, I get a lot of comments referring to someone’s to-do list getting bigger by the mile each time they read my blog.
Of course, there is nothing new with “too much to do, too little time” concept.
Here’s a tip that I use (I’m not saying it’s what you should do, it’s just what I do that works for me).
It may sound counter-intuitive, but I do not write down a detailed daily to-do list. I used to, but I don’t anymore.
Consequently, I’ve been getting more done, and feeling better about myself at the end of the day.
Let me explain:
With a daily to-do list, you spend the night before or the day of listing the things that you want to accomplish. We try to judge how long something will take to complete, so as not to overfill our day and leave us with unfinished jobs on the list.
Unfortunately, no matter how much of an expert you are at estimating the length of time it takes to complete a job, the daily to-do list never gets fully checked off.
At least this was the case for me.
I wouldn’t “overbook” myself. No.
What normally happened was that there were unforeseen tasks or things that came up during the day that I had to do, which were sometimes more important and time-sensitive than what was on my list. Think of an urgent email that you have to respond to, or an emergency meeting or conference call that you must attend.
Those kinds of things are the ANTI-daily to-do list.
What you had originally put on your list gets shoved to the back of the line, and often times you finish the day with an unfinished list and feel like you didn’t accomplish as much as you wanted to, if anything at all.
That’s not good for motivation, that’s for sure.
The solution to my problem is a system I worked out which involves project to-do lists, not daily to-do lists.
Every project I’m involved in, whether it’s a particular project for my blog, my LEED exam prep site, a particular iPhone application that I may be working on, etc. gets it’s own to-do list.
The project to-do list is easy to create: just start at the bottom with your end goal (finish project X), and work your way backwards from there. You’ll have a roadmap to completion all written out, and can easily check things off as you go along.
When I work, I simply allocate specific amounts of time “working on project X”, or “working on project Y”, depending on my mood, or what may seem to be more time sensitive.
When “working on project X”, I work on the next available task on its own project to-do list, without trying to reach a specific point by the end of the day. I just work on it as much as I can in the time given, and check off parts of the list as I go.
Of course, some tasks are required to be put on a schedule, such as writing blog posts (which should be done consistently), so there will be some things that require you to finish stuff within a certain amount of time, or on a specific date, but I try to keep that to a minimum.
Using this method, I find that I can get much more done. I don’t know whether it’s because I work better because I’m not stressed out about meeting “little deadlines” throughout the day, or because I’m super motivated whenever I check off a task on my project to-do lists, but it works, at least for me!
So, that’s a little backstage pass as to how I get things done. If you’re having trouble with productivity, or always feel like you’re not getting things done, feel free to give this method a try.”
Marketing Takeaway
It works!
Made my blogging life so much less cluttered and purposeful, it’s amazing how much this little change can mean to your business!
Try it, love it, tell me about it.
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Ana has written 249 great posts for Traffic Generation Cafe.
A wife to a great husband, a mother to a beautiful and, no doubt, genius little girl, and a successful internet entrepreneur. I also devoted my life to Jesus Christ many years ago, and He remains my true priority, focus, and hope.
{ 64 comments… read them below or add one }
As always practical advice. Since I was a project manager in my “previous life”, I find this kind of list most helpful.
One other piece of advice I got from a senior executive when I started my first “big job”. No matter how bad the day seems with interruptions and feeling like you’ve accomplished nothing, find one thing on the list - small though it might be - and finish it before closing for the day. It might only be returning a phone call or sending off an email that needs to go out.
You’ll be amazed at the sense of accomplishment in the world of chaos that one thing done will give you. ;D Susan
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That’s a great piece of advice, Susan. Working from home often means countless hours of interruptions and distractions and this is something I do try to achieve.
After reading this post I took a look at my desktop - which is covered with sticky notes of ‘things to do’! LOL Some of those notes have been on there for months and I still haven’t checked them off. And you’re right - they cause me a lot of stress every morning when I log on and see them all still waiting. Deleting ALL sticky notes NOW!
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I can imagine how you feel in the morning, starting the day to so many things you have not got to (in months).
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Before i used to have that daily-to-do list… it was great having like that because all the things that i have written and all the things are happening according to plan until one day i realized that not planning what to do everyday is much fun. It was kinda thrilling because i just do whatever pops in to my head. It was great to just go with the flow and letting things happen.
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Sounds like much fun! Glad it’s working for you.
Hi Ana,
I couldn’t agree with you more. My productivity improved when I started using project lists - very effective.
Warmly,
Mavis
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Yes, mine as well. With the normal to do lists, I never got around to anything.
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Hi Ana
“too much to do, too little time” concept, boy does that ring a bell.
This is a great post and goes to emphasize how easy it is to get bogged down making lists of things to do, by the time you have made a list, you have wasted a precious hour not doing something else!
The ‘scattergun’ approach works for me too Ana, but I do keep track of things I have done whenever they are finished and I make sure everything is filed in the correct place, this is worth the little time it takes, as then you can always pick up where you left off later on.
Sometimes no matter how hard you try, you may not feel in the right mood to do a particular task, so its list placement becomes superfluous, you have to do what you feel like doing at the time, it is much more productive in the long run.
Best regards to you, keep on blogging!
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It really helps to file things right away before you lose it and to avoid having to spend time on “filing” later on. I agree that you are more productive when you do what you feel like doing, but you need to resist the urge to put it off until the deadline looms!
Hi Ana,
First time on your blog and I love it.Wow,I tested your advice right before to read this post.I use to have to do lists and many time something appears and I don’t finish all the tasks.Today I worked without looking too much on it and was more effective doing my daily marketing rituals.
It seems more effective this manner of working!
Thanks for sharing!Definitely I will come back:)
Have a fantastic day ahead,
Radu
Welcome to my blog, Radu! I look forward to seeing you around a lot. Also, try the project lists - they are very effective!
I totally agree. I’ve recently started blocking time according to projects and have gotten a lot more done—-with a lot less stress. Thanks for sharing.
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You’re welcome, Erika. Glad you are getting more done.
Lists are only used for critical tasks. All the rest go to “inbox” or some day list. Mny people fail to utilize the lists properly and it makes me sad.
Somehow everyone ends up with 45379812 tasks on their main list that never get done. Well it’s not how we use it. ABCDE principle when dealing with tasksis cruical, plus a person should limit up to 5-7 tasks per day, not all being related to their field of work.
I agree with your comment, Bojan. Thanks for stopping by.
It is indeed true that most of the times people do not adhere to the lists of jobs they make, and this is the difference between the ordinary people and the extra ordinary ones. One needs to follow his schedule, if he wants to stay ahead in the race.
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Sadly, most of us are ordinary and we get distractions that interrupt our days.
That is why I adopted the project list approach - that way I stay ahead of the race and eat the elephant bite by bite instead of becoming overwhelmed when faced by the big beast.
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This should indeed be the true spirit of handling our day to day life, and true indeed, your approach does make a difference and hence puts you where you are, ahead!
Regards
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Thanks James…
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With the information overload we’re having these days, out daily To-Do lists are increasing each day. I think to overcome this, someone needs to focus on the important things and outsource the other tasks. Thanks for sharing
Outsourcing is certainly a great option and I see more people are now doing that.
Thanks for nice posting,
I think above picture ==> Ever feel this way? snap shop is taken from Pakistan!
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Thank you, Ali.
Earlier my to do list used to be very long but the long lists would constantly hammer me on my head that I have to fulfill them. This would leave me strained and worried because of not meeting the daily targets so I reduced my to do list to very short and achievable goals that would leave me also satisfied whether they are writing a post or commenting on this many number of posts.
Thanks Ana. It is always a pleasure reading your posts. They have helped me constructively to write, think and act. If you agree I would like to write a review on your site sometime in the coming week.
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I’m glad you found a manageable solution, Kavita and I am glad you’re enjoying my blog. Always nice to have you around.
You know this is so true! I always make to do lists but I always get annoyed when I don’t tick off all the items. To hell with to do lists from now on!
LOL!!! I like your attitude!Thanks for stopping by, Harriet!
Great article!
There are both pros and cons of using a traditional to-do list and the reasons your listed here (“unforeseen tasks or things that came up during the day”) are definitely the weaknesses, that you can encounter with that kind of list.
I have been using to-do lists for years, but I used the project-list approach in my recent project and I found it to be very effective one. Although you may miss out some steps on your initial planning (defining tasks from start to finish), it is still beneficial for at least three reasons:
a) You have a step-by-step approach for dealing with a project like this in the future - with much faster completion
b) You can easily identify the points that could be outsourced
c) You can streamline your process even further
For example, if you are building niche websites, having a plan like this is very important. You can create the next niche site much faster, since you have a checklist and you know what to do next.
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That’s right, Timo. For me, the pros of a project to do list outweigh those of a daily to do list, as it is effective indeed. I like your example here. Thanks for stopping by.
LOL How true!
I have so many to do lists that end up cluttering up my workspace and ultimately end up being tossed into the too hard basket.
I agree that prioritising tasks based on projects or assignments is the key to getting anything done, especially when you have 6,782 things to do at any given time.
Hi Anna, I ‘am newbie here,but I liked your post too much.
That’s great, Rakesh! Welcome, I appreciate all my readers.
Excellent information, this is exactly what I needed. Thanks. Keep up the good work!
Thank you for the kind words and thanks for stopping by.
Hi Anna,
The best thing I like in your blog is that the tips you share works well for me, so I read your post and implement it for my website.
Thanks for sharing very useful tips!
You’re most welcome. I am glad you are able to use the tips.
Ana,
I only write down things that pop into my head while I am working. It’s more like taking notes than writing a to do list.
I don’t like to over-burden my mind with small tasks so I write those down. Big tasks are permanently imbedded in my mind until I finish them though.
Oh no, I don’t want to forget anything!
I do make notes too, though.
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My only daily to do list is concrete tasks, daily staples if you will; email, post writing, personal comments replies, reading/commenting, etc.
Other then that, i prefer the project to do list also.
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Yes, you have to make space for those daily staples, as they can often be shoved to the end of the list and before you know it, you run out of time. The project list really does work best.
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Very true, and those are not staples you want going untouched 2-3-4 days, as you will spend a week laying catch-up
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Playing catch-up is no fun at all, especially if you miss out on something very important.
I have the worst case of catch-up staring at me daily. MONTHS worth of organizing my email and hard drive.
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Hi Ana,
This project to-do lists is a new idea for me. I’m more used to doing the daily to-do lists. I keep an electronic list using Evernote and I also keep one on paper. I’m certainly going to try your idea. I will still keep a daily list but I’m going to make it very short and then I’m going to start on my project to-do list and allocate time everyday for my projects. I think one task from a project a day should do it. This is great, Ana, thanks for sharing!
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Theresa, the project list is really helpful when you have a lot to do every day, while focusing on an ongoing project.
I use this method for many of the things I want to get done although I do have a schedule for the mundane things like write posts, visit other blogs, networking, and general maintenance. But my projects are done like yours except because of memory problems I have, I write short notes in a spiral to keep me on track.
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I also do make notes as I go along and remember things.
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I get lots of goal setting and time management tips and make my own stew of them!
The tastiest morsel I ever found was from Raymond Aaron when he spoke of his Minimum, Stretch, Outrageous system.
It’s pretty simple - just jot down 3 tasks for the day.
What is the minimum task ? It’s the one you can do as a dead cert - it WILL be done and you’ll feel satisfied with the day.
The stretch goal will really be an effort and you will feel not just satisfied but proud of doing it.
The Outrageous is there to inspire you, even scare you but you would be flying a mile high if you did it
Apologies to Raymond Aaron if I mangled his system!
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That sounds like another very useful system! Thanks for sharing Sandy!
Since I’ve started blogging a couple months ago and been really focused, I don’t do a to do list for the day.
I do it by week. At the beginning of the week I have three goals to accomplish for the week. I try and make sure I get those done. Some days I’ll have to focus on one more. The other days another one.
Also I try to think at the beginning of the day, what is my most important task for the day and then make sure I at least do that.
Hope you have a wonderful weekend Ana!!
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That seems like another great strategy that would work for readers who don’t do the daily to do list thing.
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You’re right, I tried my best to keep a time line of my daily activities and I always end up 2-3 behind schedule. Working in the internet leaves you prone to too much distractions.
Exactly: an unexpected email or phone call, a new plugin to check out… there is always something!
Hiya Ana,
I find a mixture of the two strategies works best for me. I still have a to-do list, but it’s a really short one. I assign one or two important tasks that I want to get done to the next day, and then spend the rest of the day choosing items from my project to do lists, depending on what I feel like doing that day (or take the rest of the day off…). That way, I’ve finished the most important items (thus, allowing me to feel productive and like I’m on top of things), as well as giving me all the flexibility I need to not feel like I’m a slave to my own business.
Hugs,
Melody
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That’s another interesting way to manage your day. Thanks for sharing.
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Hello Ana,
I couldn’t agree with you more on this. I find that when I put a to-do list together of different things together, I tend to not get it all done, and then I feel bad. I really like the idea of project to do lists, because it keeps every task related to that project in a neat little list so that when I dedicate to that specific project its categorized and focused. I am going to start implementing this for sure. Great stuff Ana, I really appreciate your expertise and content, very very valuable stuff.
Mark Harbert
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Thank you, Mark. I like the idea of a “neat little list” that is a project to do list. It makes it so much easier to stay on task.
Hmm that’s an anti view for me. Even though I do miss or take extra time on some tasks, I find that at the end of the day I had been productive and effective with a to-do list, made on the previous night. The thing is, I just can’t start a day without knowing what to do first. Okay I will try to start tomorrow without a list and see where it takes me. After all it is weekend
Jane.
I know what you mean, Jane. A to do list really helps most people to know how to start the day. It can be overwhelming when you have so much to do and you don’t know where to start.
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Hi Ana,
As I’ve said before, you’re absolutely brilliant! I love the idea of spending time on specific projects instead of specific tasks. It reminds me of being in school, juggling several different classes, assignments, projects etc. Why didn’t I think of that sooner? Duh! I even had things colorized, blue folder for math, red for science, etc.
I bought a program a while back called the time machine that has helped me. It allows me to set up several tasks and how much time I want to spend on each of them. Like Market Me Suite, I wonder why I don’t use it more often. Maybe I’ll have to add that one to my start bar too. (MMS is open and humming today.)
Have a great weekend, Ana,
Heather
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Thanks, Heather!
Being organized is always a challenge - I found doing it this way is a lot more helpful.
I do have MMS open pretty much always; just need to remember to use it.
Spending time on social networks is counter-intuitive to me…
Have a great weekend!
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Man, I’m glad I”m not the only one who has scrapped the to-do list idea. I keep a small list of things that absolutely must get done by certain deadlines for clients, but that’s it. the other stuff…just happens. And I AM much more productive. Good stuff, Ana!
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Sounds like you were way ahead of me, Ken!
I do love doing it this way - you are right, MUCH more productive!
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