19.09.2023
SUCCESS TECHNIQUES: CAN TO-DO LISTS HARM PRODUCTIVITY?
Although their format may differ, many people use a variety of lists to keep track of their daily tasks. According to a survey by online course platform Acuity Training, 33% use a to-do list, 24% organize their day based on their email inbox, and 12% track their tasks on a calendar. The rest just deal with the things that seem most important at the moment.
While written to-do lists can provide a plan for the day, they can also hurt productivity if you don't use them the right way, says Eduardo Briceño, author of The Performance Paradox: Turning the Power of Mindset Into Action.
"To-do lists are a great self-management tool," he says. "However, they can cause us problems if we get lost in them, if we stop seeing everything on the periphery," adds Briceño.
Lisa McCarthy, co-author of Fast Forward: 5 Power Principles to Create the Life You Want in Just One Year, adds that people are very often short-sighted in their approach.
"Most human beings are focused on what they have to accomplish by Friday instead of focusing on the future and really getting clarity about what's important and investing their time and energy into it right now," she says. .
To make better use of your time and create a more efficient to-do list, avoid these five mistakes:
Excessive focus on performance
Crossing something off your to-do list is definitely fun, but not all tasks move your career or goals forward. Briceño says focusing only on getting results, rather than learning and improving, can be a mistake.
Feeling short on time
Most people have too many things on their to-do list and not enough time to complete them. This can lead to feeling overwhelmed, says McCarthy.
"Most people treat time like there aren't enough hours in the day. Your language creates your reality, and you will constantly be gathering evidence to support that claim,” she explains.
After all, you have a choice about what you say to yourself. Instead of constantly telling yourself that you don't have enough time, McCarthy suggests telling yourself, “I have enough time. I have enough energy to invest in what is important to me, both professionally and personally."
When building your to-do list with this mindset, identify the most important things you want to accomplish professionally and for your personal well-being. Start with the final and then plan your week.
Collection of various tasks
When writing a to-do list, it's normal to group together different tasks—easy and time-consuming, urgent and open-ended. This approach makes it difficult to focus on the important things.
"You can forget why you're chasing these things," Briceño says. "Instead, you need to know what your strategic priorities and high-level goals are," he adds.
The importance level of tasks can change over time. Reassess your priorities regularly. Briceño suggests asking yourself, “What are my most important goals? Are the things on my to-do list right now the right way to approach them?”.
Sticking to a routine
Another risk is sticking to what Briceño calls "bulldozing": doing one thing all the time, such as sticking to one type of task.
“You miss the value of alternating mental and emotional states. Nobel Prize winners are about 20 times more likely than the general population to have a hobby, such as one related to the performing arts. Great violinists sleep more than other people. Our brain needs recharging and rest. He needs to explore new things. When we discover new things, we make connections and that leads to innovation,” he explains.
Making a habit of doing different things throughout the day, rather than just one thing, leads to learning and higher productivity.
You neglect your energy levels
How effective you are at completing tasks can depend on your energy level. McCarthy says this should be considered when creating a to-do list. For example, if you're an early riser, focus on your high-energy tasks early in the day. If your energy levels peak in the afternoon, save important tasks for later.
“You have to know yourself. Consider what you need to do to keep your physical and mental energy at peak levels,” she says.
Whether it's on a weekly, monthly, or semi-annual basis, Briceño recommends reviewing the habits and tools you use and determining if they need improvement.
“Clarify what is most important to you. What are your performance goals and learning goals? How are you doing in pursuing these goals? A to-do list is a great place to note the tasks we want to get done. Make sure you use it the right way,” he advises.
