By T J Harris -
So much to do and so little time. It does not have to be that way. Stephen Covey’s 7 Habits brought us the Urgent vs Important matrix. David Allen’s Getting Things Done gave us the liberating in-box management tactics.
Today, I bring you the single sheet system to solve all your productivity problems. Be warned there are several leaders taking about what they have done to be highly effective. Many of us are just now getting a handle on their “Single Sheet System”. It just may work for you.
Master To Do List
David Allen and Stephen Covey and many others advocate a master to do list. A single location for keeping all your to do items. This master list is to help you keep your mind clear to focus on the important tasks of each day. There is no reason to clutter your mind or your life with all the stuff you need to do. The answer is to put it on to the master to do list in your system. Once on your master list you don’t need to think about it and it can appear when you need it. (That is if your system is working- more on that in a bit.)
Like many of you, I use technology tools to keep my master list. Tools like Toodledo, Nozebe and Remember the Milk let us maintain our master list and filter it into manageable subsists. You and I keep our master list, our life’s to do list with everything we need on it. This list is on our phones. It is available to us at any time. I pull up my list where I am in my current context. At my fingertips is the list of prioritized tasks I need to get to. The system works. For many of us, our master list has became a monster!
Master Your To Do List
Are you scared? Maybe you should be! You have invited a monster into your house. Your master list is that monster and you should be frightened. I know, I’ve been worried for weeks. Yes… My monster is smothering me. I’m Buried. You? Yes? When your master to do list hovers between 2 and 3 hundred tasks you’ll wake up one day realizing there is no way it will ever get “finished”. You may feel like you are sitting in the shadow of an ominous monster. Smothered, comes to mind.
I’ve been doing what I was taught. I’ve done it religiously for years. Keep a master list. Clear your mind. Don’t loose a thing. Well, maybe it is time I lost something. Maybe I’ll accidentally delete my entire list! What will you do?
Yes, what we’ve been taught has worked. Capture the to do items. Put them on the list. Conquer each item at the most appropriate time and place. Urgent – do it now! Important? Give it a place to go and go on. Take care of it in context. Really?
Next Actionable Item
I’m suggesting two ways to manage the pressures presented by your monster master list.
- Do as you are taught. (David and Stephen would be proud.)
- Ignore the master to do list with a simple single sheet system.
- Maybe a combination of both.
Do as we are taught but you and I may have ignored. At any given moment in time there is really only one thing you can do. ONE. David Allen suggest it is the “Next Actionable” item on your list for your current context and energy. This is great. My tool lets me identify that item. So off to work I go. There is no overwhelm. Just strategic efforts at getting done what matters most and pruning away what really does not matter.
Here is how I do it in ToodleDo. (You’ll want a tool that can do this if you subscribe to the mind dump to a master list concept.) I use Status: Next Action, Priority: High, Starred, Important tags and Context to keep the most relevant items of my massive master list before me in the moment I need it.
For me, my list only consists of the things I am working on that matter most and/or are doable where I sit in the world at that moment. Pretty easy. It usually comes down to a single item or two at any given moment. So it is a huge list with focused attention on a single item doable at that time. Feels pretty good.
Cut Through Clutter
The second method I’m striving now to implement with my monster to do list method is one suggested by Mike Dillard, Brendon Burchard, Andrew Cass and others. List 3 to 5 items you want to accomplish. Write them down at night before you go to bed. This way your sub conscience goes to works on the items all night. In the morning there is no wondering where you are to start no non-productive decision making. You arise, do your daily routine and run to action on the most important projects. Your mind is clear with the ideas bubbling up from your sub conscience’s work all night.
Because the list is little you are able to tackle tasks in a single bound. No burdens here to weigh you down. No massive weight. No monster. Just straight on focus and energy concentration on the few tasks for the day.
This may seem to simple. Yeah. That is the idea! Do what matters! Nothing else… unless you have too!
I love the idea of letting my sub conscience working all night while I’m resting. I can’t think of a reason why you would not want additional help along the way. Why not put it to work for you. Nightly. Top level, high productive stuff on the top of your sub conscience mind actions. Done comes to every one of your items because you are focused.
Fundamental focus on the formula for success. Add to this strategy the principles of block time work sessions and you have a formula for powerful results.
One on One
What are you going to do now with this new way of seeing your massive master to do list and the over simplified idea of a simple list of a few important tasks? Enter the single sheet life planner. (I print mine from Toodledo.)
Get a single sheet of paper. Write 3 things that will make the world of difference in your life. Go do them. Do them till they are done! How hard is that?
Oh, you still want more details? OK. Do it this way. Go to work on your most productive 3 activities. Stay with it until you run into a barrier. When you do solve it. When other challenges get in the way of your top 3 items. Do them gone or write them on the paper to solve later when you are unproductive on your primary items. That is the best time to do unproductive activities. They get the attention they deserve because they are not top on your list.
So what will you do? A monster master list of to do items managed by a complex tool so you only see a simple list of what matters or a simple single sheet, do it till done, system? Make your choice. One or the other or a mix of both. Just off your seat and stop reading this here article and go put a plan into action now!
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