The Unorthodox Task List Method That Finally Worked for Me

The Secret Weapon for Achieving Your Goals

In the fast-paced world we live in, staying organized and productive can often feel like an uphill battle. Between work, family, and personal pursuits, it’s easy to get overwhelmed by the sheer volume of tasks that demand our attention. Keeping a task list is more than just a way to remember what needs to be done. It’s a powerful tool for enhancing productivity, reducing stress, and fostering personal growth. In this article, I’ll share my many failed attempts and what unorthodox method ended up working for me.

Image captured by me

Before diving into the benefits, it’s worth understanding the science behind why task lists work. The human brain is remarkably adept at handling complex tasks, but it has its limitations. One of these limitations is our working memory, which can only hold a limited amount of information at any given time. When we try to keep track of multiple tasks in our heads, we quickly become overwhelmed, leading to stress and decreased productivity. It’s one of the reasons our minds keep us up at night.

The task list alleviates this cognitive burden by offloading the responsibility of remembering tasks to an external system. This frees up mental space, allowing us to focus more deeply on the task at hand. Additionally, the act of writing down tasks can provide a sense of clarity and control, reducing anxiety and increasing motivation.

Benefits of Keeping a Task List

Increased productivity is one of the most immediate benefits of keeping a task list. By having a clear, organized list of tasks, you can prioritize what needs to be done and focus on completing one task at a time. It provides a visual representation of what needs to be done, making it easier to manage your workload. Knowing that you have a plan in place can significantly reduce stress levels, allowing you to approach your tasks with a clearer mind.

Effective task management (most call it time management) is crucial for achieving your goals, whether personal or professional. I have yet to meet someone who can manage time. It keeps ticking away no matter what we try to do. With that in mind, I have redefined the term for myself. My task list helps me break down larger projects into manageable tasks. By breaking down the larger projects into smaller, actionable tasks, you can create a clear roadmap to success, which allows me to schedule my day accordingly.

Seeing your tasks written down can be a powerful motivator. The sense of accomplishment that comes from checking or crossing off completed tasks can boost your motivation and drive you to tackle more tasks. This is the reason I include my task list as part of my daily journal pages. This positive feedback loop can lead to sustained productivity and a greater sense of achievement. In my case, I get to see the amount of tasks completed each week by viewing my journal.

While there are many, many more benefits to discuss, I will end with this one.

A task list can help you make better decisions by providing a clear overview of your priorities. When faced with multiple tasks, it’s easier to decide which ones to tackle first based on their importance and urgency. This can lead to more effective decision-making and a greater sense of control over your workload.

Practical Tips for Effective Task List Management

When writing down tasks, be as specific as possible. Instead of writing “work on project,” write “complete the project report by Friday.” Large tasks can be overwhelming. Break them down into smaller, manageable tasks that you can complete more easily. Specific tasks are easier to understand and complete, reducing the likelihood of procrastination and it will make it easier to start and maintain momentum.

Not all tasks are equally important. Complete the task that moves you toward your goal first. While cleaning the kitchen is important, will completing that task first bring you closer to getting back on track if you’re starting over? Life constantly throws us curve balls, with that in mind, I look at my proposed daily tasks with the mindset of “if I could only complete one thing today, what should it be?” That is the first one to get tackled, and it could be as simple as: create an email address for freelance writing. It’s a quick, small task, but it has the highest likelihood of generating income versus everything else on the list for today.

There are numerous task management tools and programs available, from simple pen and paper to sophisticated digital systems like Trello, Asana, or Todoist. Experiment with different systems to find one that works best for you.

As I alluded to in my “Journaling with Vision” article, my task management system differs from almost everyone else.

This also includes my actual task list. I have tried some of the previously mentioned programs, but I couldn’t stick with them. The primary reason is that I no longer maintained control over my list. It resided on a computer controlled by someone else. Allow me to offer three examples where this is important.

For five years, I traveled the country with my ex-wife. We ended up on the west coast, about a mile from the ocean. The place we were staying had zero cell reception. Neither the Verizon nor AT&T hotspot would connect to the outside world for the three months we were in that location. Which means I couldn’t connect to my list on Trello. That showed me the fallacy of succumbing to the always-connected world. What if you’re not always connected?

I have a fiber connection at my house now that I am no longer traveling. But even that failed me. Last month (from the time of this article), I had a storm blow through and it took down my power pole. That left me without power for almost a week. No power means no internet. I could charge my laptop from the inverter in my truck, so I could to stay on track while getting everything done to get power flowing again.

As mentioned above, your tasks need to be as specific as possible. With that in mind, I look at my task list the same as my journal… private. I don’t want that on a computer that I don’t control.

A System That Works for Me

In the beginning, I tried what everyone claimed I should do. Both task list programs and calendars for my task management didn’t work for me. I always ended up feeling like a failure. At that point, I abandoned the system entirely, and started creating a system that spoke to me. At the time, I had migrated a lot of my various business tracking and task management over to a spreadsheet. Each tab housed a project or location (computer, outside, etc.), and this worked great for a long time.

Once I started updating my system to integrate into my writing endeavors, I switched over my task list to a text document. This task management system ties in wonderfully with my journaling.

[embed]Journaling with Vision How Journaling Can Change Your Lifemedium.com

The current rendition of my task list resides inside a modified text document. I use headings and the navigator window to navigate my list. At the top of my task list I have “‘26 Priority Tasks.” Then under that, I have the top three projects for the year that must get completed as H2 tags. The main reason for switching from a spreadsheet to a text document was because each of these projects have “Reason for Priority:” directly under the project name. This adds motivation on those days when you’d rather binge watch the latest Netflix show. Under this, I list all tasks related to that project as a bullet point list.

I use a horizontal line to separate the priority from the regular tasks. At the top of the regular list, I have “Recurring Tasks” set as an H2 tag. Then “Daily, Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Date Specific” as H3 tags. Just like with the priority lists, all tasks related to that heading is a bullet point list.

I do the same with the other aspects of my life, and those are also H3 tags and bullet point lists. Here are the headings from my list to offer some examples.

• Writing Tasks
• Bed & Bath Tasks
• Kitchen & Library Tasks
• Laundry Room & Hall Tasks
• Living Room Tasks
• Computer Tasks

Instead of a rigid system of completing tasks, I now use my journal’s days as a loose system. While it’s important to have a plan, it’s also important to stay flexible. Life is unpredictable, and sometimes tasks need to be rescheduled or re-prioritized. Be open to adjusting your task list as needed.

Unless the task is day/date specific (Close out the month [First day off in the new Month]), I don’t stress as long as it was completed during the week it was added to the journal. This one change has helped me immensely. I always seemed to fail when I tried the calendar with time blocking. Something would always come up and throw everything off track.

Now, if a regular task doesn’t get completed on the day it was scheduled, it doesn’t ruin my motivation or my schedule. It just gets moved over to my “make-up” day for completion. This one change has increased my productivity and reduced my stress.

Your task list should be a living document that you review and update regularly. My task list gets reviewed every week while I schedule what I want to achieve the following week. Items either get crossed off utilizing the strike-through tool or deleted. This will help you stay on top of your tasks and make adjustments as needed. Set aside time each day or week to review your list and make any necessary changes.

New items get added nightly from my idea collection system, so my list is always up to date.

Completing tasks, no matter how small, is a cause for celebration. Acknowledge your progress and reward yourself for completing tasks. Every task that you complete moves you closer to your dream. Even if that task is only cleaning the kitchen. Acknowledging these simple tasks can boost your motivation and keep you on track for the larger tasks. This is one reason I incorporated my task list into my journal pages. I am able to visualize my achievements.

The Last Checkbox

Keeping a task list is a simple yet powerful practice that can have a profound impact on your productivity, stress levels, and overall well-being. By offloading the mental burden of remembering tasks, you free up cognitive resources that can be directed towards more important activities. Whether you’re a busy professional, an aspiring entrepreneur, or a student, a task list can help you stay organized, focused, and motivated.

The key to making the most of your task list is to personalize it to your life and use it effectively. Be specific, prioritize tasks, break down large tasks, set deadlines, and review and update your list regularly. By following these practical tips, you can unlock the full potential of your task list and achieve your goals more efficiently.

So, why not give it a try? Start keeping a task list today and experience the transformative power of this simple yet effective practice. You might be surprised at how much more productive, focused, and motivated you feel. And remember, the journey to success is a marathon, not a sprint. Stay organized, stay focused, and keep moving forward, one task at a time.

What have you found that works best for you?