Creating a to do list should not become a huge daily task! However, I do recommend taking some time to create your initial to do list using an excel spreadsheet. Once it’s set up, it’s easy to maintain.
The first step is to do a brain dump. Write down everything you think you have to get done in the foreseeable future. Then sort it out into categories – split it into regular, on-going work that you do all year and special projects or seasonal work that have a beginning and end. You want to try to limit it to 5-6 categories at any given time. In each category organize the major tasks and any important minor ones.
Next, open a blank excel spreadsheet and label each tab as one of the categories (this makes it easy to move back and forth, but only look at one category at a time so you don’t feel overwhelmed).
Once the categories are set, take your master list and move the items to the appropriate tab – list all the tasks. Now you’ve got everything organized on 5 or 6 smaller lists that are easy to scan between. Pat yourself on the back and take a breath.
The next step is difficult and will take a while. Plan to tackle one list at a time and for each one, split the tasks into small 15-30 minute bits. (See our December blog post for more on “bits”.) I recommend that you set a timer for 15 minutes and go at it and stop when the time is up (one bit). It might take more than one sitting to finish even one list, but pace yourself, don’t try to do it all at once. Try to do a few bits a day. In a few days. you’ll have a detailed, and easily manageable to do list. Stop and congratulate yourself!
Each day, review the spreadsheet and pull off a few bits that you want to get done that day. I hand write them so I get to cross them out by hand, which gives me my dopamine reward (crossing off electronically doesn’t do it for me). (See our February newsletter for more on dopamine.) For on-going tasks, the bits probably should stay on the list. For projects you can delete them as you finish them or cross them off so you have a record of what you did.
Notice if there are bits that you tend to avoid… and schedule them in your calendar for your high energy time (see December newsletter) as an appointment with yourself. Make sure it’s doable in 30 minutes or less, set a timer and grind it out! If you’re procrastinating on setting up this system, schedule that for a high energy slot and get it done! It may take several days or more doing it in small bits, but slow and steady gets it done!
If you follow these steps you will become the master of your to do list and make progress on overcoming procrastination.
Give it a try and let me know how it works.