002: Ditch your ever-growing to do list part 1: Declutter
In last week’s episode I showed you how you can create a schedule that works for you. Now that you have that structure in place, you can work towards ditching your to do list once and for all, by always planning for your tasks into your schedule.
But before you can fully ditch your to do list, it’s best to do a bit of "spring cleaning" aka declutter your tasks.
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Many of us find ourselves overwhelmed with an extensive list of tasks, commitments, and ideas that can hinder our ability to prioritize and accomplish what truly matters. By applying minimalist principles and asking relevant questions, we can declutter our task list and create a streamlined approach to task management. Let's dive into the process and discover how it can benefit your productivity.
The problem with an overloaded to-do list
I used to have notebook(s….) filled with endless lists of to-dos.
The problem? A long master list of tasks (whether in paper format or on a digital task app) without a clear plan can be counterproductive. It leads to several challenges, like:
✔︎ an overwhelming number of tasks
✔︎ unclear priorities, making it hard to figure out what’s urgent or important
✔︎ an accumulation of tasks that could actually be taken off the list
We can apply decluttering principles to our task management process to address these issues.
Step 1: Brain dump
Begin by listing every task, activity, commitment, and upcoming event tyou want or need to address. Take the time to capture all these items, ensuring you don't rely solely on your memory.
If you already have a list, consider reflecting on any tasks you have been carrying in your mind but haven't written down.
Step 2: Get curious and honest about this list
Once you have your comprehensive task list, it's time to evaluate each item critically. Ask yourself a series of questions to gain clarity and determine their importance and relevance. Some guiding questions include:
Will this bring me joy?
Is doing this actually going to be useful to me?
Does this fit how I want to live or run my business?
What is the energy behind this idea?
Did this pop up because of a sense of guilt or obligation?
Is this idea based on FOMO?
Is this something an expert said needs to be done, but it doesn’t feel right for you?
Is this about keeping up with other people you see online?
Is this important or relevant to what I want to accomplish?
Is this something I’m just used to doing, but don’t want to do anymore?
Do I actually WANT TO commit time and energy to this?
Is this a “someday” item? Store it somewhere separately from your short-term plans or daily to-do list.
Allow these questions to guide your evaluation and mark off tasks that do not pass the criteria. Eliminate unnecessary tasks and free up mental space for what truly matters.
Step 3: Handling new ideas
As you go through the decluttering process, pay attention to new ideas that may pop up. Our minds constantly generate ideas, but it doesn't mean we should pursue each one.
Before adding new tasks to your schedule, evaluate their significance, alignment with your goals, and potential usefulness. Stay focused on what is relevant in the present and avoid getting distracted by every passing idea.
Managing "someday" tasks
While I generally don’t encourage keeping a list of "someday" tasks, there may be a few items you genuinely wish to remind yourself to explore sometime in the future. Instead of cluttering your current task list, create a separate space to jot down these ideas. This way they won't occupy mental bandwidth and can be revisited when the time is right.
Your decluttered to-do list
By questioning each task's relevance and importance, you have eliminated unnecessary and low-value activities, aligning your efforts with your goals and aspirations. Just remember to evaluate your to-do lists from time to time so that you can keep your schedule decluttered and focus on what matters.