By admin If you’re like me and your life often flies by the famous “to-do list” is often a valuable ally. Studies have shown that people who function and organize themselves with lists complete their work up to 40% faster. Other research has shown that people who use task lists are less likely to procrastinate and generally achieve goals better. Yet, many people don’t use lists at all!
If you’re like me and can’t live without them, there are ways to optimize your lists to increase your productivity. And for those who rarely use this simple tool, here are some tips to help adopt this good habit. After all, what’s better than the feeling of crossing items off our list throughout the day?
1 Be as specific as possible
When making a to-do list, we should always keep in mind that wording is essential and can make a difference in our productivity. Vague terms like “pants,” “bag,” or “email tracking” don’t give us a clear idea of what needs to be done. Should we buy or repair the pants? Should we fill a bag or empty it? Should we reply to or forward the email in question?
It’s a bit like writing a recipe for apple pie without detailing the steps of the recipe. Simply saying “Make an apple pie” is not enough to succeed. It’s better to break down the task: “Preheat the oven, peel and cut the apples, etc.” By detailing each step, you reduce the burden so that it doesn’t feel like a mountain.
The more specific you are in your to-do list, the simpler and more fluid the execution becomes. We want short, clean,r and precise words that are related to the task. Moreover, do not hesitate to segment the task into sub-steps if necessary. Here is an example.
Pot Pie Recipe on Social Media
- Tik Tok
- Meta
So, next time you write down a task, don’t hesitate to put a little more detail into it, it’s a small effort that will pay off big.
2 Use action verbs
Did you know that using action verbs automatically stimulates our brain and allows us to act faster? By integrating action verbs, you simplify your tasks while increasing your motivation. It’s a small trick, which doesn’t take much time, and which can have a huge impact.
The human brain needs direction and encouragement. We give it direction by using action verbs and specific words. We then encourage it by checking off a task that we have completed.
3 Separate tasks in the right way
To do this, first start by writing down everything that is in your head. This step aims to release the mental load.
If you sometimes have insomnia at night because you think about everything you have to accomplish during the day, this technique will help you. Don’t hesitate to write, even in the middle of the night, to help free your mind.
On the other hand, a long list of tasks can quickly become discouraging, I understand you. This is when the Eisenhower matrix, a tool often used in planning and organization, can greatly help you. It aims to distribute tasks into different ones according to their order of priority.
1) Urgent and important: These tasks are the ones that concern you the most and are likely to be sources of stress, so they should appear intuitively and be done first.
2) Urgent but not important: These tasks need to be done immediately, but they do not determine the success of your long-term projects. These are often tasks that could be delegated to a family member or team member. This is the best way to handle them.
3) Not urgent but important: These tasks are important but not urgent, therefore they must be planned. That is to say, we must put them on the agenda and specify a date to do them so as not to exceed the required deadline.
4) Not urgent and not important: After you have gone through your to-do list and sorted them into the first three quadrants, place the others here. Given their nature, we get rid of them when we can, we delegate them or sometimes circumstances change and we no longer need to do them.
Once your tasks are well organized and presented, you will be able to anticipate your work more efficiently. Not always easy at first, we tend to put everything in the same categories. By dint of doing the exercise, it becomes more natural.
4 Differentiate tasks from projects
Beware of projects, they are not tasks! Projects involve many tasks
such as writing a book or renovating the bathroom. If you identify a large project or task through your list, break it down into concrete actions to better visualize the steps needed to achieve your goal.
5 Keep your list up to date
Remember to update your list regularly, ideally daily, to maintain your motivation and productivity. And if you want to go even further, don’t hesitate to set deadlines for each task, which will help you manage your time even more effectively.
6 Choose the right format for you
Whether you choose a simple piece of paper, a notebook, a book, or an app on your tablet or phone, choose the medium that suits your functioning so that your list remains accessible and practical. Ideally, we want to keep all our information in one place to allow us to maintain a clear overview and avoid mental clutter.