Summary

The article discusses a strategy for managing daily tasks more effectively by categorizing them into "MUST complete today" and "Would be NICE to complete today" lists, which helps in reducing overwhelm and increasing productivity.

Abstract

The author of the article shares a personal struggle with managing a long daily to-do list, often feeling like a failure for not completing everything. After discussing this issue with a colleague, they both realize that their to-do lists might be too ambitious for a single day. The colleague introduces a new system of creating two separate lists: one for essential tasks with immediate deadlines and another for longer-term projects that would be nice to complete. The author tries this method and finds that it significantly reduces feelings of being overwhelmed and leads to a greater sense of accomplishment, as well as progress on long-term goals.

Opinions

The author initially feels that their extensive to-do list organization is a sign of being super organized, but later realizes it contributes to a sense of failure.
The colleague's initial reaction to the idea of prioritizing tasks was skepticism, but she later devises a successful two-list system.
The author believes that not all tasks need to be completed the same day and that setting unrealistic daily goals can lead to feelings of defeat.
After implementing the two-list system, the author feels like a rock star, indicating a significant improvement in their daily productivity and satisfaction.
The author suggests that the new system helps in recognizing which days are suitable for focusing on long-term projects, based on the day's other commitments.
The author reflects that the small change in their approach to task management led to a reframed mindset and a sense of being on top of the world by the end of the week.

Your To-Do List Solution

Do you have a long to-do list each day? Do you ever struggle to complete everything on your list? If so, maybe your system needs to be adapted.

I often start my week with a nice hefty list of items I will accomplish. I then break it down into a daily to-do list. I write every item on my calendar for each day, and I review and adjust each morning. Keeping these lists makes me feel like I am super organized.

However, my lists can be very long, and I often am unable to keep up with the demands of my lofty plans. I feel like I am a failure if I lose steam. Some days when I am overwhelmed with tasks, I just give up. I think, what’s the point?

I was speaking with a colleague recently about the problem. As teachers, we always have daily tasks in addition to longer term projects going on at once. We may need to contact parents, grade essays, write report card comments, and meet with students in addition to our daily teaching schedule.

My colleague, too, was struggling to complete everything on her list each day because the list was so unwieldy. At the end of the day, she always felt defeated because she was not accomplishing everything she set out to do. I commented that perhaps we were setting ourselves up for failure.

“Maybe”, I said, “our to-do lists are too long. Do we really need to accomplish all that we set out to do?”

“But, I have all of those things that need to be done!” she rolled her eyes at me.

“Yes, but do they need to be completed today?” I replied.

My comment got her mental wheels turning. The next day, she came to me and shared a new system she created for herself. Instead of one simple to-do list, she decided to create two lists each day.

She titled her first list “MUST complete today” list. On this list were daily tasks that had a hard deadline at the end of the day. She may need to go to the grocery store before dinner because she had no food to cook. Or, she may need to pick up medication at the pharmacy.

In terms of work, items she placed on this list kept her from moving forward on the next step if not complete. For example, before she could teach a lesson, she had to have a plan for the class and copy any papers students would use.

Her second list was “Would be NICE to complete today”. On this list, she wrote longer term projects that needed to be completed. At home, she included cleaning projects that had to be completed before guests for the weekend. Or, birthday gifts she needed to purchase for an upcoming party.

At work, she included essays to be graded, private meetings with colleagues, and reports to be filed.

My colleague came to me after her first week of completing the new system.

“My system worked! Every day, I’m not feeling so overwhelmed, and I completed everything on my weekly list!”

I was intrigued with her idea and decided to try the plan myself. For one week, I crafted two daily lists instead of my one overwhelming plan. On my first day, I accomplished everything on my MUST list. In addition, I was able to cross off two of the five items on my long-term list.

I should have felt like a rock star with all I had accomplished. However, those feelings of failure lingered in my mind because I still had items remaining on my “Nice to do” list.

I continued the rest of the week with my two lists. Over the next couple of days, my mind slowly reset its expectations. I crossed off every item on my MUST list every single day, and this provided me with a sense of accomplishment. I also began to feel like I was making progress on my long-term projects simply because I was taking note of my actions daily.

With two lists, I was better able to assess what I might really be able to accomplish in a day. Some days are filled with meetings, and I started to better recognize which days would allow me to work on my long-term projects.

By Friday, I was feeling on top of the world. I had accomplished every task on my weekly list.

I made such a small change. But with the shift, I reframed my mindset.

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