Rule 2 - To Do Lists

These are quite possibly the most important tools I have in terms of productivity so naturally, they need a rule of their own.

I have been using To Do Lists to squeeze everything from my brain onto paper so it doesn’t overflow. They have grown both in size and quantity but each one, I believe is essential for organization. They are not a replacement or procrastination tool to avoid completing those tasks you just don’t want to get around to, they’re simply an organizational tool to keep track of our increasingly busy lives.

I know that To Do Lists do not work for some people, which is fair enough considering we all think and view things differently but hopefully these techniques make some form of difference to at least one person. People site various reasons for To Do Lists not working such as becoming overwhelmed just by looking at all the things they need to do (I feel the exact opposite), maybe they’re unsure how to prioritize the items on their list (which can be solved with a simple remedy), they feel that they are continuously adding to their list but not reducing it and there’s a sense of confusion seeing home tasks mixed with work tasks (this, again can be solved with a simple remedy). If you feel overwhelmed after creating a To Do List, maybe this is not for you or you need a lifestyle change to ensure the tasks you want to carry out are more manageable. If you struggle to prioritize tasks, you can add indicators for high priority tasks which I’ll get onto later. If there’s a sense of confusion between home tasks and work tasks, simply separate them.

I’ll provide overviews of each To Do List I employ with images and links to help. But first you’ll need a notebook. Now, any notebook will work fine for this but I recommend a dot print pad like the one below, this makes life easier when drawing symbols and such:

The method I use for my journaling is the Bullet Journal Method, created by Ryder Carroll.

I would recommend his book which is a crash course in this method of journaling to make life easier and more productive. You can also buy an official Bullet Journal that is laid out with an index and page numbers here. I won’t be examining Carroll’s methods from the book, I’ll just be exploring how I use the Bullet Journal Method and what has worked for me, however if the ways in which I utilize this method don’t strike a chord with you, have a look at how others have used it as there’s a smorgasbord of ‘Bullet Journalers’ who use the method in a variety of ways. You can find a range of ways to lay out To Do Lists, ideas for Collections and design ideas here or search for #bujo on social media.

To begin, it’s best to start an index at the front of your notebook, this will make it easier to locate specific information or when you come back to read over memories, it’ll make it easier to locate specific events. The index will include Collections which can include holidays, events, university/college assignments or major goals you have to plan. It will also include the page numbers for each month, any lists you’ll need to locate later or notes for a specific subject. I’d leave about 4 pages free for this just to be sure you can fit everything in. Then write your first line on the index as a Key on page 5 (if you do not have a notebook with page numbers, remember to jot down the page numbers as you go).

The Key is for the symbols you’ll use to indicate specific items or priorities. Below is the indicators I use but feel free to add as many as you like, as long as they will make your lfie easier.

Now you’re all set up to start a month Collection. So, it would be best to start this at the start of a month but don’t worry if you want to get started right away. To start a month’s Collection, I write vertically down one page the days and dates of the month with anything I have planned for that month, like below:

This gives me a broad view of anything planned for the whole month (usually, it’s not much). Then on the opposite page I’ll just jot down all the things I want to do this month, mostly broad goals and tasks which can be broken down week by week or day by day.

I realise my pages look quite simple but that’s what works for me, I don’t like spending too much time writing what I want to do, I’d rather keep the page simple and get on with what I’ve written down. However, if having your pages neat or colourful inspires you to do more, then by all means, play around a bit and figure out what works for you.

For very big tasks that can be broken down further, I use Collections which I’ll get to later in another article. Next on my Monthly plans, I write down what movies, documentaries, TV shows, books, magazines or podcasts I want to listen to (FYI, I’ve never completed one of these lists). I also complete a simple table to track my fitness goals with what type of excersise I will complete during which week.

So that’s the Monthly Lists. Now for the Weekly. I lay my weekly plan with an overview plan for the week with any events planned, shifts for the week and appointments. Then I’ll draw a quick habit table with tasks in which I complete multiple of throughout the week like meditation or runs etc. with a target total. Then I’ll just jot down everything I want to do, watch, listen to and read for the week crossing them off as go. Some big tasks from my Monthly lists will be broken down and put here.

Almost there, don’t worry. Lastly; The Daily List. This, you’ll be thankful to know is short and quick. I jot down my daily tasks for the day in a square like meditate, read, write etc. then I’ll jot down other tasks I want to get done today and lastly I note down three things I’m grateful for; this could be simple things like the smell of coffee in the morning to people and family. Studies show that giving thanks and counting blessings can help people sleep better, lower stress and improve relationships as well as reduce materialism.

And that’s Lists. I know it might seem like a lot of writing down and not a lot of doing but the Daily List takes me less than 5 minutes in the morning. I plan my week every Sunday which also takes less than 5 minutes and I plan my month at the start of the month which also takes less than 5 minutes. However, if you want to spend more time planning and making your Lists pretty, feel free. This is 5 minutes you could spend planning (which you won’t regret) rather than scrolling (which you could). Hopefully, I have given you a few ideas on how to be more organized and productive during these uncertain times and hopefully these habits will continue when we eventually return to some form of normalcy.

Next week, I’ll tackle the Daily, Weekly and Monthly tasks.

References

Npr.org. 2018. NPR Choice Page. [online] Available at: <https://www.npr.org/sections/health-shots/2018/12/24/678232331/if-you-feel-thankful-write-it-down-its-good-for-your-health?t=1587911425110>

Carroll, R., 2018. The Bullet Journal Method. [Place of publication not identified]: Penguin Publishing Group.