I remember one particular day in high school–a couple of weeks before Homecoming–when I felt completely stressed out over all of my responsibilities.
I had no idea how I would do it all, so I made a list. A very long list that took up every single line on my piece of paper.
Yes, getting that string of tasks out of my head felt somewhat helpful, but here’s what happened when I looked at the list:
I felt paralyzed.
I didn’t know where to start, and I knew there weren’t enough hours in the day to get everything done, so I simply ran around like a crazy person, checking off whatever I could and probably snapping at my family members and friends throughout the day. (Because couldn’t they see that I was JUST SO BUSY?)
Sadly, this crazy-list-making habit followed me to college…and into my motherhood. Even now, I have an overambitious tendency to pack my lists tight. And if I don’t do something to counteract my “need to achieve everything in one day,” it destroys me.
My husband knows me well. He can take one look at my planner and see my nuttiness coming from a mile away. So he reminds me over and over again: “Write out your list and then cut it in half.”
That’s good advice, right?
But how do you cut your list in half? I can’t just ignore my commitments or “throw away my dreams.” Every item on my list is there for a reason, and I’m not going to magically feel less stressed if I attack it with a pair of scissors.
(1) Scrub Your List by Doing “The Basics”
These preliminary steps are taught in just about every time management book:
- Delete whatever you can
- Delegate whatever can be delegated quickly
- Do whatever can be done in less than two minutes
- Things that you really want or need to do
- Things that can only be done by you
- Things that require your focused time and attention
(2) Make a Someday List
When you look at your “clean” list, you’ll realize that not everything needs to or can be done right now. But you don’t want to throw those ideas into oblivion, right?
So create a “Someday” list that will hold all of your “not-necessary-right-this-minute” ideas safely until you’re ready for them.I use a magazine holder for paper lists and physical items–and I use an Evernote list on my phone to capture everything else.
Then I review these about once a month (or less often, if I’ve got a lot on my plate). Easy.
(3) Create Calendar Triggers
Next, you’ll take any tasks that could be more practically assigned to particular days and write them on your calendar.
Let’s say you just bought a new microwave that needs to be installed. You need to call your repairman and talk with him about a few other things, as well, so you set a calendar trigger for next Friday, when (a) you know your schedule is open, (b) you’ll have all the information you’ll need to discuss with him, and (c) your children will be playing happily with their friends.
(4) Cluster Tasks to be Reevaluated After a Certain Date
Whenever I’ve created a super-long list, there have always been a handful of tasks that can actually wait a couple of weeks before I need to think about them.
I cluster those on a large Post-it note (could also be done via Evernote or a productivity app), and I stick it on my planner page two weeks into the future.
That gives my mind space, which does something incredible to my mood.
When the time comes to look at that list, I’m often able to delete quite a few things, and the added perspective helps me move forward on the important tasks with greater confidence.
Here’s a visual example of how an overwhelming list can be transformed into something totally manageable.
Pink = Someday
Blue = Calendar Triggers
Yellow = Items Clustered to Be Reevaluated After a Certain Date
Everything Else = Stays On the List
- The focus is empowering. Once you figure out which tasks are really most important to you, your life starts lining up with your priorities.
- You see progress. Small wins–like Dave Ramsey’s snowball debt repayment philosophy–inspires you to do more because you can see that you’re actually doing something.
- You feel less overwhelmed. Once I move the highlighted items off the list above–using a Someday List, calendar triggers, and a clustered list for the future, I end up with this…way less than half of what I had at the start:
Yes, there are still things to do, but smaller lists won’t give us stomachaches!
We are mothers raising children–which puts us in one of the most unpredictable (albeit beautiful) workplaces imaginable. We can’t do everything all at once, but we can empower ourselves by creating doable lists that will enable us to get the most important things done. Are you with me?
Then report on your progress by taking a screen shot or photo of at least a part of your list and sharing it on Instagram with #listcutinhalf #powerofmoms (you can tag @powerofmoms)!
Ready for even more ways to tame your task list?
Check out our free Master the Whirlwind eCourse by clicking here!
These are great ideas, thank you so much!
I am a huge fan of list making as well, and have been since high school. I like to write my list, and then prioritize with a letter of the alphabet next to each item (a through d) in order of importance, a being the things that are a top priority and need to be done right away, and d being those things that aren’t important, or don’t need to be done immediately.
Thanks so much for sharing your thoughts! I do love prioritizing with a-b-c-d. Making a schedule for the day works pretty well for me, too. But I will say it is a ton easier to work through prioritized lists now that my children are a bit older. When they were little, my priorities needed to balance around them. 🙂 Good luck with your list making!
Inspiring and practical! Thanks!
Thank you for sharing this approach.
I’m very good at capturing lots of ideas on lists, but then get overwhelmed and discouraged about feeling like there’s no progress. . . Scrubbing the list is key – and deleting something shouldn’t feel like giving up! But, for me, it has felt that way, so the list grows and grows and grows.
But Using your methods, I’ve cut the list in half – and it feels good – not like giving up.
So happy to hear about your success! You are EXACTLY right! You are not giving up. You are focusing. Big difference. 🙂 Wishing you the best!!
I get overwhelmed too- but even the act of writing it all out and categorizing that big list is always helpful to me! I make a long list, then I use my own ‘code’ for what’s most important with stars, and highlighting the essentials. The rest usually ends up not getting done, but ‘thought about’ until the next list, and it either moves to the star or highlighted category, or is dropped entirely!
I also write a long term list- those big projects that I really want or need to get done. That stays separate from my daily do list! I can’t look at both or I will go crazy!
Great strategies, Chris! And yes, I agree. Looking at too many lists makes me stop breathing. Love your simple solutions!
Thank you April. I’m great at making lists and then feeling overwhelmed. I appreciate you taking the time to write this!
Love this! Tonight is planning night with my husband, and I am sure this will come in handy!
I have a question about the yellow list that goes into your planner for a certain date. I am in the middle of the M.O.M course and wondered is the “planner page” that you place your sticky note on a folder? Like the incubation folder? It’s not on the “current project” list is it? Sorry I am confused. I feel like I am so close to having the system understood…Thanks
Great question! I stick it onto a planner page because I have a daily notes page, and I know I will see it when the day comes. Another way you could do it would be to stick a page like that into a Tickler, and note on your calendar to go get it on a certain date…or make a list in an Evernote note and set a reminder to pop up on a certain date. As long as you group everything in one place so (1) it is off your mind and (2) it will come BACK to you, you’re golden. 🙂
April, you have been so kind to answer my question. May I ask one more? As I am still just a bit confused. Is the “daily notes page” a part of your Franklin calendar planner? I bought one for your program (MOM) and am still getting it set up. I know you give a lot of room for people to set there calendar planner up, so I didn’t understand what your “daily notes” page was. Also, do you have a place on your website that goes into detail as to how you set up your calendar planner as a reference? Thank you so very much. I know you receive many ladies who share how amazing your course has been for them. I have to say, I feel as though finding your webpage and discovering your e-course was an answer to my prayers. Through your program, I am learning tips that are literally setting me free from paper bondage. My husband is very very pleased with what he sees me doing. Thank you again!! Charlene
Hi Charlene!
I’m not sure if you’ve located the Planner Tour inside your MOM program, but that’s my whole tour/walk-through:
http://powerofmoms.com/2012/05/aprils-franklincovey-planner-tour/
(It’s a login-required link…)
Thanks and congratulations on your success!