My to-do list acts as a guiding light to organize my days and get things done. Over time, I’ve discovered little hacks that help me write a to-do list which puts procrastination on a leash and launches me into productivity mode without fail.
In this post, I’m sharing those hacks. We’re all different though, so if some of these tips don’t work for you, share in the comments what works for you!
I swear by the following when it comes to writing my to-do lists.
Address the why-power of tasks prior to adding them to the to-do list.
In my experience, will power and motivation aren’t reliable. Why-power, however, is. The reason behind doing a task acts as a reinforcing factor and helps create discipline and momentum. Before I add a task to my list, I spend a moment to understand the value it creates. This simple exercise prevents me from adding meaningless tasks to my list, which I would procrastinate on as they deliver no to low value.
Complete to-do list items that take less than two-minutes to finish straight away.
I don’t see value in placing tasks that take under two minutes to complete on my to-do list. Instead, I try to tackle them straight away. Adding these small, usually low value, tasks to the to-do list makes it lengthy for no reason. Even if I do put these tasks on the list, I find myself avoiding them. So tasks like folding laundry, loading the dishwasher, setting up a meeting invite, etc. don’t make my to-do list.
Separate running to-do list with a long-term master to-do list.
I keep a separate master list to keep an overview of everything I would like to get done over time. Periodically, I move tasks from the master list to my running list. However, overall I keep the latter focused on immediate priorities only. By keeping my running and long-term lists separate, I’m able to better understand and focus on my day to day priorities.
Write actionable to-do list bullets.
I make it easy for my brain to process what it needs to do. Instead of scribbling down random words that make little sense when read later in time, I write actions that speak for themselves. For e.g. I would write “call the doctor’s office to make an appointment about neck pain” instead of “doctor’s appointment.” The latter lacks clear instruction that makes me avoid the task in the present.
Break down big to-dos into small tasks.
Similar to writing vague tasks, writing big tasks is also counterproductive. When tasks are too large, the immediate action to take on them becomes unclear. So, instead of writing “work on thesis,” which is broad and huge, I would write “read the first chapter of Foucault’s Discipline and Punish for literature review.” I’m much more likely to act on the latter.
Schedule to-dos in your agenda.
I schedule my personal and work to-dos in my Google and Outlook agendas respectively. By nature, I’m prone to taking on more. This step helps me be realistic about the tasks I can complete on a given day based my availability. It also gives me peace of mind and sound sleep when my tasks are scheduled. I know they will eventually get done without my missing any deadlines.
Use the Pomodoro technique for the difficult or boring tasks
There are always tasks that I find difficult to start with like translating a complex regulation into business requirements or that are too mundane like filing taxes. For these tasks, I find the Pomodoro technique works like magic. Essentially, the technique requires you to switch off from everything for 25 minutes and single-task. I find it easy to commit to 25 minutes of work without distractions. Usually, I build momentum in those 25 minutes and continue to work even after the 25 minutes are over.
Hope this post helps you in writing the to-do list that will take you a mile further in your goals!
Do you already use any of these hacks or come across one that you plan to use ? Share with me in the comments!
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Loved the point about the ‘why-power’. I will start doing this for sure.
Author
I’ve come to love the power in the why-power. 🙂 Good luck!
Hi Komal,
Just finished reading this post.
I do use the running to-do list and a monthly to-do list
I have also been using Google/Outlook agendas to schedule and block time for specific tasks after you mentioned the same on one of your IG posts a while ago.
I really liked the technique of breaking down difficult and huge tasks into specific small ones. (The thesis example). This for sure is going to help me.
The Pomodoro technique is new to me. Will sure try it 🙂
Thank you so much for sharing 🙂
Author
Hi Pooja, so happy to hear you found at least new two things to try! Breaking down tasks will definitely help you in time management and prevent you from getting overwhelmed. Good luck! 🙂
Loved this blog post!! Was informative and insightful for a beginner like me. I have a lot of thoughts, plans and dreams about my career and life running through my mind every time but never ever have I written it down and reflected on it. This blog post has given a gist of what to do and how to go about it. Looking forward for more such posts that can enhance my productivity.
Loved the thesis example, Komal !
Great tips! I usually get overwhelmed with tasks and this makes me procrastinate!
Have tried the pomodoro technique in the past – it does work like magic 🙂
Thanks for this, Komal. 🙂
Have been using the master and running to do list method.
Upon reading your post I realized the reason why I avoided certain tasks; it was because of the lack of clarity, that you mentioned. ‘Write actions that speak for themselves’- a revised agenda for my to-do list now.
Thanks again and more power to you!
Hi Komal,
Loved your post. Something I am looking forward to incorporate in my daily routine.
Thank you.
Loved this post. I need to push myself in writing down my to-do list more often
Thanks Melisa
Author
Glad to hear!! Thanks for reading 🌸
Re-read this post after a year and still find it very useful especially adding to-dos to the agenda and doing under two-minutes tasks right away. I’ve been into planning & organizing for as long as I can remember & getting inspiration from others on these topics gives me a kick. I’ll apply the above-mentioned two points to my schedule and will see how it goes.
Love this post. I didn’t know about ‘why-power’ and ‘pomodoro technique’, definitely going to start using these. It gets a bit hard to complete my tasks now (a new mom 🙋🏻♀️) but I think these hacks can help me. Thanks for sharing xx
Also, keeping a separate master and running to-do list is a LIFE SAVER! I’ve started doing this from last month and it is a big help in visualizing my overall progress. Earlier, it was such a mess because I was always doing a lot yet missed some deadlines here and there 🤕
Great read! Find pretty helpful.