Most of the people at some point in their lives would have started writing a to-do list with good intentions. The majority of the people happen to abandon the to-do list because it overwhelms them. Statistics have it that 41% of the to-do tasks are never really completed.
The problem is that people do not spend much time making a plan to write a to-do list. Generally, a to-do list would consist of a mixed bag of tasks, appointments, and projects. It is really tough to get any of these things done if you are not clear about your actions. It is very natural to make mistakes but the key is to take periodic effective actions to identify these mistakes and take actions to overcome them.
Following are the most common mistakes people do and measures to fix them:
Isolating tasks from their preparation
A very common mistake that people do while writing a to-do list is they completely isolate the tasks. For example, if you have to do a writing project and write a blog for it, you simply can not dedicate just 1 hour of your time to it. 1 hour is the time you literally take to type the blog on your computer and it does not encompass the preparation. Preparation like finding a credible source of information, proofreading, etc. We write 10 such tasks with an unrealistic deadline and it leaves us feeling dejected.
Write 2-3 “Critical Tasks” for each day on a small piece of paper. It reflects the task that is of the highest importance. These are the actions that will have the highest returns, so they should be looked after first.
Not being clear
A lot of people often ambiguously state their tasks, which are far from clear. There is no clarity as to how and from the task will begin or end. You may think that by just referring to the task will work as a reminder for you to get on it, but instead, it just contributes to your stress.
For instance, if you have a deadline in office for a presentation for the next week. Instead of writing “work on the presentation”, which is an ambiguous idea because it lacks specificity and does not translate into actionable steps. You could mention tasks like, “Watch 3 Ted Talks” around the idea of presentation, “create a rough storyboard for the presentation” or “make the first draft”.
Remember the following three tips in order to avoid any ambiguity in writing of the tasks:
- Should include measurable outcomes
- Can be contained in a single time block
- Should give a clear picture of the endpoint
Failure in time management
It is very difficult to manage a to-do list if you can not estimate the time associated with each task. This will give you a clearer idea of how much time you actually need and if you will be able to finish the said task in the given time. The chances are you will be wrong in estimating if you have not been doing it before. However, if you do it a regular basis you will get better at predicting what is possible to accomplish every day.
Letting trivial things throw you off the track
Regardless of how good you are at the exercise of making a to-do list, there is always something that you can not foresee and not include in the list. We all are aware of emergencies that happen to fall in our lap. Therefore, it is very important to be flexible. Make sure you do not forget to include one hour every day for all the unplanned events. Since emergencies do not come at the time we set for it, therefore the time that you allot for unplanned events can be switched with other tasks that were compromised because of the urgency of the other event.
Crying over incomplete lists
Always remember the function of a to-do list is to push your limits, motivate you to reach your set goals, and also to prevent you from forgetting any crucial tasks. You should not agonize over incomplete tasks or lists and keep reminding yourself that the list is not about life or death.
Like I previously mentioned, start your day focusing on just 2-3 critical tasks, even if you are able to finish just two, then at least you have completed those 2 tasks for the day.