When In Doubt, Make a List

Did you miss me? I am a little later than normal in posting my blog because my workload went from normal to crazy. I am working on a large implementation project with a new organization, so getting to know the organization and trying to catch up on decisions has been fun, but challenging.

The most helpful action for me when feeling overwhelmed is to make a list. I love lists! A to-do list gives me a sense of control and makes me feel productive when I get work done. Every time I get to cross off a to-do, a little shot of adrenaline is mine. It keeps me motivated and focused on the next task to be done.

When in doubt, just start one. Sit down, start writing, and put down everything that is in your head. Many projects, despite how complex they seem, simply need someone to stand up, go to the whiteboard, and make a list of the questions you need to answer, what is missing, what remains to be done, or the major roadblocks . We often allow ourselves to believe that we are so sophisticated that if we are having trouble, it must require a complex method to save us, but that is often not true. A well written list is often the fastest way out of many problematic situations in work or in life.

A well-crafted to-do list acts as a guiding light for your day. It helps you overcome feelings of being overwhelmed, and reduces anxiety around whether you are being productive throughout the day. I am going to explain how I craft my to-do list. I would like to point out that to-do lists come in all forms—it is all about what works for you. Any kind of list will do. There are numerous apps out there to help structure your lists, but I have gone back to writing them by hand - yes paper. This method is what works for me personally and it seems to help my memory.

“Today is the day you’re going to slay your to-do list and bring home a major win.” — Michael Hyatt

Step 1 - Create a Master List

Write everything down. Writing things down is powerful. When thoughts are written down you can move them around, compare them, combine them, or divide them as your thinking progresses. You can walk away and it is still there even if you are not thinking about it and you will not forget it. No matter how big the list is, everyone feels better once the list exists. Hey! You made something! Change of mood starts with small things.

“People don’t take anything seriously until it’s written down and becomes an actual part of their daily schedule. It might take you some time to get there but once that becomes a habit, you’ll end up getting all that you planned done simply because it’s part of your to-do list for the day.” — Jim Kwikv

Step 2 - Prioritize

Once there is a list, pivotal questions can be asked: What should be done first? What is hardest to do? What tasks require more information before I can start? The list can also be put into order by priority (or due date, or cost, or a dozen attributes).

It can take hours to debate which things are more important than other things, but once you have a prioritized list you get magic powers: simply by always working from the top down you are guaranteed to always be working on the most important thing, no matter how much work you get done, or how long your list becomes. This means you can stop worrying about the bottom of your list, or how long the list is.

I often have multiple lists that come from my master list. I review and categorize the list items, and those categories may become a list of their own for personal tasks, work related items, or projects for home or work.

“When you make a to-do list, you should also make a to-not-do list. Warren Buffet was asked about the secret to success, and he said that it was saying no to almost everything. Some of those little tasks won’t matter as long as you get the big tasks done.” — Brian Tracy

Step 3 - Create a top 3

Once I have carefully crafted my to-do list for the following day, I look it over and decide which tasks will be my “top three” for the day. To determine my top three tasks for the day, I ask myself the following questions:

• What task(s) will have the most impact on my day?

• What task(s) needs to get done today?

• If I get nothing else done today, what task(s) will make me feel the most accomplished?

Once I have figured out which tasks are the most important, I number them 1, 2, and 3. I may start with a quick win to get my momentum going in my day and it helps me as I tackle the bigger/longer tasks on my list, but I do try and tackle all three everyday.

“I’m controlling, and I want everything orderly, and I need lists. My mind goes a mile a minute. I’m difficult on every single level.” — Sandra Bullock

Step 4 - Break it down and be specific

Your to-dos should be actionable and specific. Breaking larger projects down into more manageable snippets will help you to get more done. Even if each task individually seems tiny and insignificant, when added up over the course of a week or month, they compound in effect.

“To-Do lists help us break life into small steps.” — Randy Pausch

Step 5 - Plan

Scheduling time to plan out your to-do list is the single most important thing you can do to increase your productivity. At the end of each day , I plan out my to-do list for the following day. I analyze what I accomplished that day, move tasks forward, and add in tasks from my master list as needed.

Waking up each morning and already having a clear vision of what you need to accomplish that day is invaluable. It initiates a forward momentum in your day. Rather than scrambling in the morning to figure out what you need to do, you can hit the ground running on your most important tasks right away.

First thing’s first, before you go to bed at night, write your to-do list for tomorrow. Next, set your alarm clock for early in the morning, get up and go do some kind of physical activity.” — Jocko Willink

Step 6 - Mark it complete

Time to celebrate! So what do your to do lists look like? Do you score a line through your completed tasks? Tick them with a red pen? Rip them off the page triumphantly?! I am definitely one of those people guilty of adding an already completed task to my lists just so I have the satisfaction of crossing it off. I think the action of crossing it off is another reason I love the paper list so much!

“Rename your “To-Do” list to your “Opportunities” list. Each day is a treasure chest filled with limitless opportunities; take joy in checking many off your list.” — Steve Maraboli

When in doubt, make a list. I promise you will feel better.

Until next time.... - Leigh