Organizational Overload

I am a lover of lists, all lists. In fact, I will make an excuse to create any list. There is such a sense of accomplishment when you can cross items off, and feel productive. Id' be lying if I said that I haven't added items to a list just so that I can cross them off. Unfortunately, if you are like me, it is easy to become very unproductive with every new list that you create. It's easy to end up, with a to do list a mile long after brain dumping all the things you need to accomplish and then looking at it and having no idea what items to tackle first.

I've always felt that staying on top of all the things that are required to get done and stay organized has been a challenge. I found myself in a cycle of continuously trying to find the "right fit", abandoning old ways and trying new techniques and tools. As a result of feeling like I've tried everything over several years, I FINALLY feel that I have found the best approach that has been continuously working - YES! (cue Etta James signing- At Last)

I now create three lists- I know, it sounds like a lot but hear me out. One of the biggest mistakes that I made over the years was combining my personal to do list with work-related tasks. Here is a quick breakdown of my three lists:

1. Must Complete-End Of The Day: This list contains items that are not negotiable. By that I mean, items that have a deadline attached to them and must be completed before the end of the day. Nothing else is allowed to creep onto this list. Before leaving the office each day, I will create my list for the next day, so that it is the first thing I see when I arrive. This serves a personal assistant and keeps me motivated.

2. Must Complete-No Deadline: This list contains items that are considered projects, initiatives or other tasks that I would like to initiate or explore at some point in the next six months.

3. Personal List: This list contains items that are not work-related. Things like: pick up dry cleaning, get groceries, take the dog to the groomer, etc. This list keeps all those items that would otherwise creep into your work list. I usually keep this list on my phone so that I have it available anytime I need, or think I need to add something.

So you might be thinking "Where do the all the items go that I need to remember that don't fit into these three lists." For example, a monthly or quarterly report or a proposal that you need to write in the next week. This was where the biggest shift came for me. When I included these items on my list it just added clutter and make the list feel far more daunting than necessary. Place these items directly into whatever calendar/scheduler you are using. If I know that I have a monthly report due, I place the due date in my calendar as a recurring item and I will also block out enough time during the week before it is due so that I have designated time in my schedule to get it completed. It seems so simple, and it honestly has been a game-changer for me. Give it a try, I think you will be surprised how well it works to keep you task-focused.

I will leave you with one final consideration. To set yourself up for success, think about when you are most productive in your day. I generally always complete items on my list that have a financial component early in the day. This is an area that is not my strongest, so I require more focus and attention and can be most productive when I am not fatigued. I leave items that I enjoy or find much easier for the end of the day and have a sense of accomplishment that I was able to complete several tasks in a short period of time. Give yourself breaks-every hour of screen time should include at least 10 min of moving your body and giving your eyes a break.

I hope that you find these tips helpful. I have included a video on Facebook that you can find by searching: LeadingFromWithin.

xo Michele