Get More Done: Toss Your Checklist in 2021
For many, it’s the bane of their existence. That checklist that grows and grows but never seems to get any shorter. The solution? Maybe it’s time to toss it!
Yes, I’m a list maker. Whether it’s old-school scribbles on a sticky note or scrap paper, tasks jotted down on a mobile app, or desktop notification bells ringing from a project management program that needs attention, it seems nearly impossible to escape “the list” on a daily basis.
Just think about it. How many of us were gloating about finally accomplishing our “to do” lists during quarantine? Things that had been on your checklist for months — maybe even years — finally done. (Heavy sigh and a few celebratory fist bumps.)
But, think again. Was your list really all that effective if it took an international pandemic and our lives practically shut down to finally check a few things off?
For years now, productivity gurus have been telling us that checklists help our brains establish order and remain focused. And that they unclutter our minds and promote creativity. I’d agree there’s some truth in those findings. In fact, neuroscientist Daniel Levitin asserts in his book, The Organized Mind: Thinking Straight in the Age of Information Overload, that “we have to shift the burden of organizing from our brains to the external world.” That’s what a list does, right?
Not so fast. I wonder how much time and energy is wasted just interacting with and tracking our checklists. Or worse, by ignoring them, have they truly done anything to help us manage our workload? Sure, getting a few things off our minds and on to a checklist may save us a few brain cells and free up some gray matter for other things. But, what if there weren’t a list at all?
You Can Survive Without a List
How can we possibly get things done without a list? I get it. Just the thought of figuratively or literally crumbling your list into a golfball-sized wad and tossing it in the trash causes major anxiety for some. Afterall, proponents of lists such as board-certified psychiatrist Carrie Barron, MD, director of Creativity for Resilence at Dell Medical School and noted blogger for Psychology Today states that “making lists can quell anxiety and breed creativity.”
Still, I say, do it. Toss out your checklist in 2021!
Why? Because the list itself isn’t actually the problem. The problem is multitasking and the stress it brings to our lives. Admit it. Just looking at your list — whatever form it takes — causes your mind, your heart, or both to start racing instantly. It’s a reminder that we simply have too much to get done; too much on our plates.
Yes, the checklist needs to go and so does most of what we put on it! Instead of reminding yourself what you haven’t gotten done, why not focus on things that you can accomplish right here, right now. It’s a simple shift in mindset.
Research has shown that if you’re an overachieving multitasker (in other words, you live by your checklist) you can actually impair your cognitive ability, says Stanford University researcher Clifford Nass. Though we may feel highly productive checking things off our list, psychologists say multitasking can actually decrease our productivity by as much as 40%.
And, ignoring the list all together? Well, why bother. That just causes even more anxiety! (Speaking from personal experience.) Instead, I challenge you to use the “rule of 3” for a more mindful approach to manage your day, your life, your world.
Here’s how it works:
- Start your day thinking about one thing you want to accomplish in each category. For most of us, the “day” category includes our daily work tasks or obligations. Our personal tasks related to self or family fall under the “your life” label. And finally, “your world” refers to tasks outside of your family life. For example, things you need to accomplish for your community, organizations or clubs you’re part of, or other activities you’re involved in.
- Limit juggling priorities as much as possible. If you’re at work, concentrate on your work tasks. When at home, focus on personal tasks. Yes, the lines have been blurred for many of us working remotely during pandemic times. But, try your best. Most experts advise staying on task for at least 20 minutes before shifting your focus to something else.
- Instead of a “to do” list, keep an “I’m done” list. If going cold-turkey on the checklist is just too much, then once you’ve accomplished a task in any one of your three categories, write it down, cross it off, and pat yourself on the back! (It’s up to you whether a celebratory beverage or other self-indulgence is in order).
Of course, we have more than three things to get done in a single day — alas most of us would be fired from our jobs. The “rule of 3” is really about focusing on completion, rather than “What’s next?” Categorizing your tasks and prioritizing them in groups of three ultimately leads to greater productivity.
Not everything deserves our immediate attention. Not everything should be on our “mental list” at the same time. Leo Babauta of Zen Habits defines these items as our MITs (Most Important Tasks). He explains, MITs are “the three things I must accomplish today” and should be part of your established daily morning routine. He thinks of it as “no matter what else I do today, these are the things I want to be sure of doing.”
It’s really a very simple, yet effective approach. Once you’re done with one of your three tasks, only then do you replace it with something else on your mental list. Note: there’s no handwritten checklist, sticky note, or task tracker app involved. Only your “top three” items occupy your headspace at once.
Give it a try. I’m confident you can toss the checklist in 2021!
