But still that leaves the question of what’s left on your to-do list, and how to manage it.
It’s a question that many of us grapple with daily, and there’s no single right answer. But I’m here to propose that you embrace the concept of a Tiny To-do List, and eschew your old long, neverending to-do list(s).
Many of us have created to-do lists (or the multiple context lists of GTD) that have gone on way too long — a list that we couldn’t possibly finish in the foreseeable future. As we work hard to knock those tasks off our list, cranking them out like there’s no tomorrow, more tasks come in and are added to the list. There really is no tomorrow, because there’s no end to the list.
Instead, I suggest you adopt a Tiny To-do List: one with only three important tasks for today, and perhaps a few smaller and unimportant tasks that you can group together (emails, calls, paperwork, routine stuff). You could have a second list called “Someday” of tasks you’d like to do, or need to do eventually, but cannot do right now, but the list of stuff you’re actually going to do should be tiny.
Why a Tiny To-do List is Better
Let me name just a few of the reasons you might want to adopt a Tiny To-do List:
- Simpler. A shorter list is simpler, which means it’s less stressful, and more sane. Simple appeals to me, and if it appeals to you as well, you might consider a Tiny list.
- Focuses on the important. Actually, this is the most important benefit of a Tiny To-do List. Too often, we try to crank through the tasks on our list, without worrying about whether we should do a task, or whether it is important. Each day, when creating your Tiny list, ask yourself what the three most important things you could accomplish today would be. Ask yourself which three tasks will have the most long-term, far-reaching impact on your life and your business. If a you could do 5 tasks that wouldn’t mean anything next week, or one task that will make a huge name for you or bring in long-term business? Focus on the huge tasks.
- More likely to be completed. You’re more likely to complete a tiny list of 3 tasks than a long list of 10 or more. We often think we can do more in a day than we actually can. Make your list doable, and you won’t finish the day with a long list of stuff that didn’t get done. And if you know you can complete a list, you’re going to be more motivated to actually do that, rather than try to tackle a neverending list.
- Easier to remember. If you have 3 things to do today, you will have a hard time remembering what you have left to do. If you have 20 things on your list, you’ll have to keep referring to it to see what’s next. And that causes stress, wastes time, and is a bit of a productivity drain.
- Satisfying feeling at the end of the day. When you look at your to-do list at the end of the day, and all your items are checked off, and you know you accomplished something important, it feels great. You feel satisfied, and productive. If you go home with a long list of things not done, you don’t feel so great.
How a Tiny To-do List Works
A regular, neverending to-do list works something like this: you add any tasks that come in to your life to your list; you pick something to do, and try to complete it; you do the next thing on the list, or pick from the list depending on priorities, time available, energy, tools available, and then try to complete that task; when new tasks come in, you add them to the list, and so on, forever. The next day, you do the same thing.
Here’s how a Tiny To-do List works:
- Someday list. Just add tasks to a long list as they come in. You don’t need to be discriminate at this point — just write them down.
- Tiny List. At the beginning of each day, look at your Someday list, and decide what the 3 most important things you could accomplish today are. Just three. They should be of long-term benefit. One of them should be a task that helps you get closer to your single most important goal at the moment.
- Batch list. There may be some smaller things that you need to take care of, including email, calls, paperwork, maintenance stuff, errands, etc. You don’t want to focus on these, you don’t want to spend too much time on them, and you don’t want them to interrupt your 3 most important tasks. Batch them together as much as possible, and knock them off when you can. Don’t put more than 4 small tasks on the batch list, though, or you’ll end up not completing your 3 important tasks.
- Do important tasks first. Don’t try to do the batch list first. Get the important stuff out of the way — you want to look back on your day, at the end of the day, and say you accomplished something. If you get the important stuff done, but not the batch tasks, you can say you did something important. Devote the first part of your morning, or your entire morning if possible, to your important tasks, as well as any other time that might be your peak energy time.
- New tasks. As new tasks come in, you can add them to your Someday list, or to your Batch list if it’s a small task that should be done today. If it’s really important, and it needs to be done today, you can replace one of your 3 important tasks with this new task, but I’d be careful of doing that too often. You want to remain in control of your day if possible.
- How to batch. Schedule time to batch your tasks. For example, you might schedule 30 minutes at 10 a.m. and another 30 at 4 a.m. for batch processing your email and phone calls. Or you might schedule 4-5 p.m. for all of your batch tasks. Don’t let them interrupt your important tasks. Stay focused on the important stuff.
- Review your day. At the end of the day, be sure to check off your completed tasks, and see what important tasks you finished. If you got them all done, celebrate! Feel great about it, and let that enthusiasm carry you into tomorrow. A great way to end your day is to also plan tomorrow’s 3 important tasks ahead of time.
- Simplify. About once a week, you should go over your longer Someday list and simplify it as much as possible. It can grow quite long over the course of a week, but in truth, you won’t be able to finish all those tasks. Weed out the ones you can’t really do, or don’t need to do, or don’t want to do. Let go of the unimportant tasks. Delegate as many of the others as possible. Put others on a maybe list in a drawer somewhere. Just leave the essential tasks, if you can.