Tag Archive for: productivity

To-Do List Fix: You Never Cross Anything Off

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Why you aren't crossing things off yourI often get questions from people who need help fixing their to do list. I find that the same problems often crop up again and again.  So I figured I’d write posts from time to time to help you tackle them because I’m guessing some of you might be having the same issues.

Problem: You never check everything off your list

Fix:

1.  Use Action Words:  Your list isn’t specific enough.  Don’t just write “respond to emails” – write instead “write back to Debbie about holiday party.”  That gives you a concentrated action that you can feel good about crossing off your list.

2.  Prioritize:  Look through your list and determine what really needs your attention first.  Once you figure that out then make a separate list for those items.

3.  Evaluate:  It’s also important to consider whether or not your list is realistic. Sometimes we set ourselves up for failure by writing down tasks we couldn’t possibly complete.

4.  Divide & Conquer:  If you have a mammoth task to complete try to break it down into smaller pieces and do a little bit every day.  If you make smaller lists this will help you to feel a bigger sense of accomplishment faster. It will feel like you’ve done so much because you’ll be able to move onto the next list sooner.

5.  Outsource:  Another way to shrink your lists is by outsourcing some as much as possible. Do you really need to do all the items on your list or can you get someone to do it for you?

What are some classic list problems that you have?

Checklist to Spring Clean Your Desktop

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messyIt may seem simple but clearing clutter will do a world of difference for your stress levels.  In fact – there was a UCLA study that found whenever a woman is around clutter, her stress hormones skyrocket.  We don’t want that!   So let’s start small — like by decluttering your desktop.

I can’t believe how long I let my desktop stay littered with photos, documents and even shortcuts that I never used.  I would navigate around all the clutter and it would slow me down.  Don’t forget — every second counts!  So just having to clear away unnecessary photos and folders or wasting time looking for something you “know is here somewhere,” takes up your precious time.  Well let’s take it back!

Here’s how:

1. Create categorized folders like ‘photos’ and ‘documents’.

2. Move all the picture files into the photos folder, etc.

3. Look at the remaining files, think – do I really need this? If you haven’t looked at it in over a year the answer is probably no.

4. If you still have files left over put them in an ‘Odds and Ends’ folder.

5. Revisit this practice every so often.  I’d say every 3 or 4 months.  Because even though now you have folders and order — sometimes it’s tough to keep to using them.

Once you get in the groove of clearing digital clutter — you can attack your Facebook page, Twitter feed and even your apps.

What are some other ways to clean out your digital life?

I’m Grateful for You…

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to my wonderful readers!It’s been just about four years since I started writing this blog. My goal has been to help you become more productive and learn to use lists to get more out of your lives. It may sound a bit simple, but when you write to tell me how much this blog or my book, Listful Thinking, helps you personally — I value it so much.

I’ve written about keeping a gratitude journal in the past. It’s something I really believe in.  The act of writing a list of all that I’m thankful for can boost my mood and make me happier.   So I’m taking this opportunity to let you all know that you’ve been on my gratitude list for quite some time. Thank you to the regular readers of this blog for all the help and support you’ve given me over the years.

Below are a few of the delightful messages I’ve received recently:
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Track Your Time Challenge

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waiting-410328_640Are you wasting precious minutes of your day without even realizing it? Many complain there aren’t enough hours in a day to get things done but it turns out you could be the problem. Gasp! I know!

The issue may not be the amount of time you have but how you’re utilizing it. Staying focused is really important in order to have a productive day.

Distractions are what keep us from reaching our daily goals. Hey- we’re in a society of instant gratification. Just today I had a few spare seconds and I was instantly checking Twitter mindlessly without really even noticing.

I want to challenge you this week to track down where all your spare minutes go.  Here’s a few ideas of how to track that “busy” time:

  • Moment is an app that will track how much you use your iPhone or iPad throughout the day. You can set daily limits and receive notifications once you go over the allotted time.
  • iDoneThis is another great tool to keep track of your day. The app will email you at the end of the day to ask “What did you get done today?”  Stop, reflect, and write about your day just by hitting “reply.” This also works well if you are managing a group.  The next morning, you’ll receive an overview that shows everyone’s accomplishments from yesterday to kick off your day.
  • Rescue Time A web-based service that tracks how much time you spend on tasks. You can also set limits on how long you check emails or update Facebook.
  • Daily Journal –  Write down every single thing you do for an entire day.  This is similar to a food journal where you write out every meal, snack and drink you consume. With a time tracking journal you write out where all your minutes go.  You could also do this in an Excel sheet or in Evernote. Be honest!  This is not a judging contest – it’s a way to get to know your habits better so you can improve your focus.
  • Toggl I just learned about this one at a conference where I was a guest speaker.  It’s a digital way to track all your time.  It makes it easy to capture everything on the go so you don’t forget.

Now that you know what to do – go track those minutes.  I want to hear where you are wasting most of your time – it may surprise you!  Please leave a comment below, a Facebook message or tweet me @Listproducer.  Good luck!

The Power of Saying No

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BONUS FREEBIE: Want even more ways to stay organized, productive and less stressed? Click here to get access to my List-Making Starter Kit. It will boost your efficiency and get you back to doing more of the things you love.

Do you have a hard time saying no when someone asks you for a favor or sends you an invitation to get together? You’re not alone. I do too.

I totally understand — sometimes you just suck it up and give your precious time away.

Why we say “Yes”

  1. Wanting to help — If you’re a people pleaser, saying no is not in your vocabulary.
  2. Not wanting to come off as rude — Many of us correlate “no” with an insult.
  3. To avoid conflict — It’s common to say yes just to please a friend or coworker.

Sometimes I say yes to things I don’t want to do or have time for even if it makes me unhappy.

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