8 mistakes that make to-do lists not work

A to-do list helps you plan your day clearly and focus on important tasks. But you need to be careful: one flaw - and this useful tool turns into a chaotic dump that is impossible to deal with. Productivity experts have identified some of the most common to-do list mistakes and how to avoid them.

1. Don't write things down

An obvious point, but it's still worth recalling: if you keep the list of tasks exclusively in your head, then you will definitely forget something. Writing things down in a paper notebook, in notes on your phone, or in a document on your computer will help you get a clear picture, even when your thoughts start to get confused from fatigue.

Sociologist and management coach Jen Yager notes that this also allows you to be more responsible for tasks. “Different things that pull you in different directions simply disappear because you have a clear plan in front of your eyes,” the expert explains.

2. Treat your to-do list like a wish list

Of course, it would be nice to implement the idea that came to your mind a couple of days ago, but ask yourself: “Do I really want to do this today?”

Time management expert and author books “Feeling calm. Productivity and peace of mind in an age of perpetual deadlines ” Laura Vanderkam believes that it makes no sense to add to the list those tasks that you do not plan to complete. “They will just as well remain undone if you don't list them. In addition, it will help to avoid feelings of guilt, ”the expert notes.

Create a separate list for big things and projects that you would like to do, but later. Productivity expert David Allen calls this a “maybe someday” list. This approach allows you to save your ideas and not overload the daily agenda.

“Remember that a to-do list is a productivity tool, not a magic list of what you would like to achieve,” reminds Jen Yager.

3. Add too many tasks to the list

According to Laura Vanderkam, one of the biggest mistakes is to be too ambitious when making a list. It is better to make it shorter and prioritize tasks.

“The to-do list should consist of 3-5 tasks that you are going to complete today. Yes, you have many more projects that require attention. But ideally, a to-do list is a kind of contract with yourself. You promise yourself to fulfill exactly these tasks, no matter what other things come up, ”concludes the expert.

And less important tasks can always be distributed over the nearest days of the week or month.

4. Don't break big things into small steps

Often things get on the list that require several steps to be completed at once. Such large projects should be treated with caution.

Mike Vardy, creator of the Productivityist productivity blog, believes that without dividing large tasks into small parts, you will not be able to achieve the maximum result.

Productivity coach Grace Marshall adds that with a mixed list of big ones, like building a website, and small things, like ordering a new batch of business cards, we are much more likely to put off big projects for after.

“This happens because when we are in action mode, we want to take on simple tasks that we can definitely solve. It's like an addictive computer game. We are never offered to save the world from zombies or find treasure in one step. Instead, we go through one level after another and complete all the missions in turn,” explains Grace Marshall.

5. misphrased

Blogger Michael Vardy advises to always use verbs. Instead of short phrases like “Seryozha, email”, stick to clear phrases, for example: “Send sales figures to Sergey by email.”

“Imagine that you need to hand over the responsibilities to someone else. If you start the task description with a verb, it will be much easier for a person to understand what is required of him. You are from the future and there is that person. Simplify your task and get rid of vague wording,” recommends Michael Vardy.

6. Treat your inbox as a to-do list

If you let the emails that come in the mail control your day, you'll be wasting all your time solving other people's problems. “Let's be honest: the flow of messages never dries up. It’s no wonder we feel like we don’t have the energy to do anything else,” says productivity coach Grace Marshall.

Think about your strategic goals - ambitious proactive projects, wishes for the year, or global directions for development. How often does any of this appear in your email? If rare, then it is better to turn your attention to other tasks.

7. Don't make time to rest

Periodic breaks, such as a walk in the park or a five-minute breathing exercise, help you recharge and gain strength. And this is no less important than deleting the next task from the list.

“Many people find it pointless to add something ‘unproductive’ to their list. However, a little rest helps to focus more deeply and more effectively on subsequent tasks. Let the breaks be something natural and unquestionable for you. This will balance your energy, stay focused, and prevent burnout,” says wellness consultant and psychologist Lee Chambers.

8. List unnecessary tasks

It's always nice to check out what you've done. But this does not mean that it is worth adding a large number of elementary tasks to your schedule.

“While there are benefits to recording small activities and habits, they have many more downsides. It becomes more difficult for us to prioritize tasks, the list becomes more complicated, and sometimes there is toxic productivity that leads to overwork and procrastination. In addition, there may be a false feeling that we managed to do a lot in a day, although in fact we were messing with elementary things, ”says Lee Chambers.

For small habits and rituals, such as reminders to take vitamins or exercise, the expert recommends using special apps like habit trackers.