How do you do it all? If I had a nickel for every time I get asked that question… well, I’d have a lot of nickels. While I appreciate that it seems I do it all, I’m gonna let you in on a little secret– I don’t! Now, before you get excited, let me explain. I love productivity. I love to-do lists and finding ways to be more efficient, but the truth is I can’t do it all, and neither can you. AND THAT’S OK!
But for those of you who like a good challenge… I’ll share my thoughts, ideas, tips, and some psychology on how I attempt to do it all. You’ll learn how to create a to-do list to leave procrastination behind and move forward with an easy system for completing your to-dos.
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Procrastination
It is common to put off tasks sometimes. Approximately 20% of the population is considered to be habitual procrastinators. Procrastination includes avoiding difficult tasks and intentionally looking for distractions. Procrastinators are typically aware of their actions and the resulting consequences, but changing their habits requires more effort.
Procrastination negatively impacts our performance, leads to burnout, and leaves us emotionally, physically, and mentally exhausted. It compromises our immune systems and makes us susceptible to illness.
I find that I procrastinate on things I definitely don’t want to do– i.e., cleaning the bathroom. Ultimately, I justify it in my mind- “I didn’t have time.” And while that may be true to an extent… I am a SAHM with a business and 2 toddlers that keep me hopping most of the day– the truth is… I did other things that I preferred doing in the time I could have been cleaning the bathroom.
To-do lists
Honestly, I am a HUGE list person. I will add things to my list just to cross them off. However, for some, creating a to-do list can cause feelings of overwhelm and anxiety. When you add everything to the list, it can be super discouraging and frustrating when you don’t get it all completed. Often, we set ourselves up for failure because we don’t create a realistic to-do list.
Here are my top tips for creating a to-do list that is realistic and doable:
- Write actions and details– Call the dentist to reschedule a cleaning appointment instead of “dentist” or “call dentist.”
- Stop writing projects on your to-do list– Clean the kitchen is a bunch of little tasks lumped together and is more of a project. Instead, try writing: wipe the counters, wipe the appliances, etc.
- Have a place to capture all the to-dos
- Have a place to organize the to-dos and add details
- Have a place to schedule to-dos
- It’s ok to pick 2-3 to-dos today for the day
- It’s still a win, even if you only cross one thing off your list
Most important tasks first
When creating your list, try looking for the most important tasks and the ones with the highest priority. Put those items at the top; that way, if you only get one or two things done, they will be the most important.
But here’s the deal: sometimes, those are the tasks we put off and intentionally delay. If that’s something you struggle with– we’ve all been there– try setting a timer for 5 minutes and just doing that task for 5 minutes. Chances are you will probably go longer than 5 minutes, and even if you don’t– you’ve at least done some work on the task.
Another tip for these tasks is to break them down into bite-size pieces. When they are tiny parts of the whole, it can be easier to commit to doing one or two of them at a time to help complete the overall task.
So, if cleaning the bathroom is something you routinely procrastinate doing. Put it at the top of your to-do list, set a timer for 5 minutes, and start with the bathtub/shower. If you complete that in less than 5 minutes, move to the mirrors, sink, or toilet. And when your time goes off– you have permission to stop.
Make it even easier by popping in your AirPods and listening to your favorite podcast and ’90s playlist to keep you distracted while scrubbing those toilets.
Pomodoro Method
Have you heard of Parkinson’s Law? No, not the movement disorder, but the concept that work expands to fill the time available for completion. So, if you give yourself 30 minutes or 2 hours to complete the task, that is how long it will take you.
Knowing how long a task will take is crucial. Using a time tracker for a week or two will give you a realistic understanding of how long it takes to complete your tasks.
Now that you know how work expands to fit your allotted time, how do you make the most of it?
I like using the Pomodoro Method. Your mind will naturally take breaks even when they aren’t built in. You know what I’m talking about… while you’re working, you pick up your phone, and the next thing you know, 20 minutes of mindless scrolling has happened.
The Pomodoro Method is a way to focus and enhance your productivity. Here’s how it works:
Step 1: Settle in and identify your task
Step 2: Start a timer for 25 minutes
Step 3: Work until the timer goes off
Step 4: Take a 5-minute break
Step 5: Every 4 rounds, take a longer 15-30 minute break
Procrastination isn’t necessarily linked with being lazy, and often, we have an emotional connection to why we are procrastinating, but there are ways to get better and procrastinate less. I don’t believe you can always just muscle through with self-discipline alone. Having systems in place can get you baby-steppin’ to being more efficient, so you have time to do what matters most.
A system I use to help me organize and prioritize the never-ending list of to-dos and projects is Monday.com. You can snag a free trial here.
