Blog Short #195: My Simple 2-Step System to Stay on Top of Everything
Photo by JulNichols, Courtesy of iStock Photo
Sometimes, I feel like my life’s a list – a neverending list of to-dos.
I’m assuming you grapple with the same problem. Life is very busy these days, and we have to stay on top of many things at once. So, we need a system that does the job.
The question is, “What’s the best system?”
There are oodles of them out there, but many are very complex! If you like to plan, you may be drawn to these, but they don’t necessarily help you stay on top of things.
They’re fun to use and get excited about, but they’re too complicated to keep up with. You plan, but you don’t always execute.
I’ve got a very simple two-step system, which you can use without downloading apps, purchasing planners, or creating extra categorized lists to keep up with.
I want to share it with you because it’s easy, and it works!
Here it is!
I use a singular list and calendar. These are the only tools necessary.
There are three reasons for this:
- It keeps me from losing things or letting them fall through the cracks.
- My single list is available on all my devices and can be accessed easily anytime.
- My attention stays focused on executing rather than planning.
Here’s how I do it.
Step 1: Make the Lists
I use my iPad, which also links to my phone and computer. That way, everything on my list is available at any time. It’s the same list.
You can use your phone or computer if that’s better for you, or a handwritten list. Do what works.
- Every week, I make a list for each day—all seven. My headings are Monday, Tuesday, Wednesday, and so on.
- Then, I list everything I intend to accomplish each day—work tasks, home tasks, errands, and self-care—all in one place. Doing that lets me see it all at a glance and never miss anything. This is the most important step because you have everything on your plate at a glance. Most people make different lists for different types of tasks and although that might make sense, it’s harder to keep up with.
- Next, I review the list for the next day before retiring and again when I get up in the morning so it’s fresh in my mind.
Reviewing it the night before primes me and improves my performance the next day because I don’t have to spend a moment deciding what I need to do. It’s all there.
Generally, I set up the whole week at one time, which is Saturday morning for me. You can choose any day and time that works best for you.
Step 2: Add to Calendar
After finishing the lists, I transfer everything to my Google calendar, so I know when I’ll be performing each task.
Putting things on your calendar lets you see if you’re overloading or underloading.
As you place things in space, you visualize locations where you’ll perform them, which adds another sensory layer to help you execute the tasks when it’s time to do them.
Step 3: Execute and Rejoice!
Now for the fun part. When you accomplish something, delete it from your list. It’s done!
It always feels good to watch the list shrink, and that simple act inspires you to keep going.
The Benefits
1. You don’t lose anything.
As mentioned already, putting everything on a single list keeps you from forgetting anything. It’s all there for you to see on every device you use, and you can access it anytime.
2. You’re more efficient.
Having everything in one place allows you to make the best use of your time.
You start with time blocks and a schedule, but as the day proceeds and unexpected things pop up, you can quickly shift things around to be more efficient.
For example, if you’ve set up an appointment that gets canceled, you can do something else on the list or add something in.
And because you know all the tasks you need to do on any particular day, you can move things along without much preparation when time opens up.
You also aren’t chasing down tasks that are listed in different places on multiple lists. It’s all right there.
3. Revisions are easy.
If you don’t get everything done on your list on the day it’s designated, which happens when unexpected things crop up, you can revise your lists in minutes.
You can move something to the next day or add something new if there’s extra time. Seeing it all at a glance helps you prioritize quickly. It’s easy and fluid!
4. You make room for downtime.
The best thing about a single list and calendar system is that you can be deliberate about scheduling self-care and downtime.
For example, I schedule a morning routine every day, and I know exactly how much time it will take. I also stop working at a scheduled time every day.
It’s essential to have an end time when your work day is over.
Start by defining what that means for you. Does that include job duties, home duties, or child care?
When can you officially post your off-duty sign?
If you’re a busy person, it’s easy to fill your evenings with the overflow of tasks that didn’t get done during the day.
If you have kids, scheduling downtime in the evenings is even more challenging, but it’s essential to do it.
That might mean getting very firm about bedtimes so that you have specific hours in the evening free for yourself or for time with your partner.
It also means efficiently planning evening activities such as meals, baths, homework, etc.
All of these things can and should be included on your daily lists. By doing that, you will become more efficient with your night and day routines, allowing you to have time for yourself.
One More Practice to Increase Your Efficiency: Batching
Batching is another practice that can simplify your to-do system and help you become more efficient and focused.
Batching is performing specific types of tasks in batches rather than spreading them out over each day.
For example, you might cook several meals ahead and freeze them, then thaw and reheat them for dinner. That way, you won’t have to cook every day.
I spend two or three hours on the weekend doing this, and I’m super happy about it during the weekdays.
You can also day-batch, which you may already do.
Day-batching means assigning particular types of tasks to one or two days rather than spreading them out over a week.
For example, you use one day of the week to clean, do laundry, run errands, and perform other home tasks, which leaves other days free to focus only on work or leisure activities.
Batching is also helpful for work tasks. You can batch similar tasks either in time segments or by days, or work on specific projects on designated days or time slots.
In general, batching helps you:
- Increase your focus
- Open up time slots for other things
- Avoid daily interruptions to your more important work
- Feel a sense of accomplishment
- Keep your brain space freed up
What About Bigger Projects?
Large projects don’t fit neatly on a daily to-do list.
I keep a running list of projects “to be done” on my iPad just below my daily lists.
That way, I don’t forget them, and everything is still in one place.
When I’m ready to tackle a project on the list, I break it down into tasks and add them to the daily to-do lists. Once I do that, projects get done without much stress and are eased into my calendar.
That’s it!
If you have a system that already works well for you, keep going. But if not, try this one out and see how you like it. It’s simple, effective, and easy!
That’s all for today.
Have a great week!
All my best,
Barbara
Suggested Reading: 5 Things That Steal Your Time