Monday, July 27, 2009

To-Do Lists and Not-To-Do Lists

Each of us is many faceted, managing career, relationships and life. Our daily lists of tasks have grown so long, many of us have transferred them to the computer. At the risk of being called a heretic, I'm suggesting we do two things to take back the true feeling of accomplishment and be more effective in the things that really matter:
  1. Limit projects on To-Do lists to the top five, and preferably keep it on paper. Why? Because psychologically, five is a manageable number and 67 isn't. If you are working on the top 5 priorities for the day, and you get each one complete, you can always add five more, but you'll get a bigger dose of the achievement high we all crave by focusing in on the most important items and making headway on those. If we keep it on a calendar page or index card, there is a satisfaction in crossing it off that is missing with a computer, plus it simply is too easy to keep adding to an electronic list until it becomes distorted beyond reality and we stop taking it seriously. There are so many items on that list that we simply begin to ignore them--we are overloaded.
  2. Make a list of things not to do--those distractions that often take you off course and eat up precious chunks of time. E-mails, calls, drop bys, Pottery Barn catalogs. We get to decide which ones move us toward our goals and which ones slow us down.
By taking five minutes at the beginning of the day to decide what 5 things are top priority and what you will postpone, for now, your achievement and effectiveness will rapidly improve. We sometimes put ourselves under enormous pressure to stay up with all this information coming our way every day. No one can. There is simply too much. By necessity, we must become specialists who focus on those things we excel in and give our attention there. Prioritizing is a skill worth cultivating as our pace becomes crazier. We must be on target with knowing what is important to us and maintaining our focus in the face of distractions.