How a to-Do List Can Help You Be More Productive
You’ve heard of a to-do list, but what you might actually need is a to- do list. Instead of focusing on all the tasks that need to be done, it can be helpful to look at everything you don’t need to or even shouldn’t do to achieve your larger goal. It sounds like a waste of time, but it’s not: having a clear understanding of what shouldn’t occupy your attention is an easy way to prioritize and focus on what’s truly important, leading to increased productivity and efficiency. There are two types of to-do lists you can use.
Don’ts 1: Bad Habits
The first type of “not to do” list refers to bad habits that need to be broken. It’s more of a goal-setting exercise and more of a life-long action plan for improving your life, rather than a technique to be applied when you have a specific goal (which is better served by the second type of “not to do” list, presented below). The habits that are holding you back may be obvious, and some you may not be aware of, but once you start writing them down, more will appear.
Here are some suggestions:
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Don’t sleep more or less than you should, that is, don’t go to bed on time and don’t snooze your alarm in the morning.
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Don’t delay responding to emails.
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Don’t skip breaks and lunches.
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Don’t save all your work until it’s due or you need to leave work.
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Don’t work day and night without setting boundaries for your rest.
By making a list, you’ll discover the problem areas you’re facing. Set aside time, say, every Monday morning, to review and update it, tracking your progress in quitting these things last week, removing what you’ve already overcome, and adding any new problem areas you’ve encountered. As simple as it may seem, writing it all down gives you an action plan and a specific goal to focus on as you fight bad habits.
If you’re having trouble identifying common bad habits that might be holding you back, you need data. Simply jotting down a few ideas each week may not be enough. In this case, try reviewing your progress at the end of each day, jotting down what went well, what didn’t, and how you’d like to improve your efforts in the future. Collecting data will take several days or weeks, but you’ll begin to notice patterns and be able to take action.
What Not to Do 2: Tasks You Don’t Need to Do
Many productivity techniques focus on the specific contribution you should make to a job, team, or various responsibilities, but some of the best ones also allow you to delegate tasks to others . The ability to say “no” to requests or new tasks you can’t complete or don’t have a reason to be responsible for is a special talent we all should develop. One way is to keep a list of tasks you don’t intend to do.
Consider making a list that includes items like the following so you can set clear boundaries and stick to them:
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Don’t take on someone else’s responsibilities in a group project.
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Don’t try to contact someone who refuses to communicate.
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Don’t waste time on emails you’re unlikely to get a response to.
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Don’t plan everyone’s work for them.
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Don’t agree to new project elements until existing issues are resolved.
Keeping a clear record of the things you’ve set for yourself will help you actually adhere to those boundaries. It’s also helpful to have an idea of what you’ll say if someone asks you to do something on your “don’t” list. With a list, you can simply say, “I appreciate you thinking of me, but I don’t have time for this in my current schedule right now. I’ll let you know when I’ve completed everything that needs to be done.”
Once you’ve made your lists, check them off. Keep them somewhere visible, like next to your computer or in a note on your phone, and let the power of writing down what you don’t intend to do help you work on the to-do list itself.
However, there’s another element to this type of “to-do” list. Yes, there are tasks you can delegate or avoid in a group setting, but there are also tasks you might simply ignore, whether at work or for your own personal goals. To figure out what they are, you need to prioritize everything you must do (or think you must do). There are a few simple ways to do this: you can create an ABC list or opt for the more objective Eisenhower Matrix . Eventually, you’ll see that some tasks are neither urgent nor important. These become your “to-do” items. In a hectic, fast-paced world, it can be difficult to remember that sometimes you just don’t have to do something. Getting rid of unnecessary tasks can help you stay focused and productive, even if it’s a difficult habit to start.