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Kill Your To-Do List
Most people reading this will have a to-do program, or a paper list or text file, listing not only projects and tasks but separate lists for home and work and possibly half a dozen different contexts.
Those who don’t have a to-do list probably feel they should, because they’re swamped and feeling overwhelmed.
I’m here to suggest: kill your to-do list.
It sucks up your time, and drains your motivation. Those who have to-do lists usually manage them constantly, or if they don’t they fall into disuse and get dusty and become worthless, while the person who’s fallen behind in maintaining the list feels constantly guilty. For those who keep up with the lists, they spend a lot of time on the lists they could be spending … doing something important.
And what of these lists? They’re long, you never get to the end of them, and half the time the tasks on the list never get done. While it feels good to check items off the list, it feels horrible having items that never get checked off. This is all useless spending of mental energy, because none of it gets you anywhere.
The only thing that matters is the actual doing.
So what’s a better system?
The One Thing System
Here’s what I do, and highly recommend to anyone willing to break free of the to-do list:
1. I wake up in the morning, and decide what One Thing I’m excited about.
2. Then I focus on doing that, pushing everything else aside, clearing distractions, and allowing myself to get caught up in the moment.
I don’t worry what else is on my list, because there’s only One Thing on my list. I don’t have to check anything off, because I don’t actually have a list. I don’t have to worry about things not getting done, because I do the only thing I want to do — if I didn’t want to do it, it wouldn’t be my One Thing.
If I happen to finish my One Thing early, I can slack off for the rest of the day (my favorite strategy), or I can pick my next One Thing.
But … but …
What about the other things you need to do? What if you forget them?
Make a list of possible things to do, if you like, or routine tasks that need to get done for one reason or another. I would consider eliminating as many things as possible on the routine list, as they tend to just be friction that stops you from doing what you really want to do. If you do make a list, don’t consider it a to-do list, of things you need to check off. Just keep it as a reminder, and don’t spend any time other than adding things to it and possibly checking it once a day.
Even this list isn’t necessary, but I only suggest it here for those who don’t feel safe without it. If you really don’t want to forget something, you can put a reminder on your calendar. I suggest avoiding this when possible, but if I need to send out payments once a month, I’ll put a reminder on my calendar. It’s not that complicated.
For the important things, you tend to know what you really want to get done. If you’re a writer, you know what you want to write, usually. If you’re a designer, you already have an idea of what you’re excited about working on. You don’t need a list. You just need to forget about the list, and get working.
Kill your to-do list, and forget about all the things you need to do … except the One Thing you’re passionate about, right now.
Most people reading this will have a to-do program, or a paper list or text file, listing not only projects and tasks but separate lists for home and work and possibly half a dozen different contexts.
Those who don’t have a to-do list probably feel they should, because they’re swamped and feeling overwhelmed.
I’m here to suggest: kill your to-do list.
It sucks up your time, and drains your motivation. Those who have to-do lists usually manage them constantly, or if they don’t they fall into disuse and get dusty and become worthless, while the person who’s fallen behind in maintaining the list feels constantly guilty. For those who keep up with the lists, they spend a lot of time on the lists they could be spending … doing something important.
And what of these lists? They’re long, you never get to the end of them, and half the time the tasks on the list never get done. While it feels good to check items off the list, it feels horrible having items that never get checked off. This is all useless spending of mental energy, because none of it gets you anywhere.
The only thing that matters is the actual doing.
So what’s a better system?
The One Thing System
Here’s what I do, and highly recommend to anyone willing to break free of the to-do list:
1. I wake up in the morning, and decide what One Thing I’m excited about.
2. Then I focus on doing that, pushing everything else aside, clearing distractions, and allowing myself to get caught up in the moment.
I don’t worry what else is on my list, because there’s only One Thing on my list. I don’t have to check anything off, because I don’t actually have a list. I don’t have to worry about things not getting done, because I do the only thing I want to do — if I didn’t want to do it, it wouldn’t be my One Thing.
If I happen to finish my One Thing early, I can slack off for the rest of the day (my favorite strategy), or I can pick my next One Thing.
But … but …
What about the other things you need to do? What if you forget them?
Make a list of possible things to do, if you like, or routine tasks that need to get done for one reason or another. I would consider eliminating as many things as possible on the routine list, as they tend to just be friction that stops you from doing what you really want to do. If you do make a list, don’t consider it a to-do list, of things you need to check off. Just keep it as a reminder, and don’t spend any time other than adding things to it and possibly checking it once a day.
Even this list isn’t necessary, but I only suggest it here for those who don’t feel safe without it. If you really don’t want to forget something, you can put a reminder on your calendar. I suggest avoiding this when possible, but if I need to send out payments once a month, I’ll put a reminder on my calendar. It’s not that complicated.
For the important things, you tend to know what you really want to get done. If you’re a writer, you know what you want to write, usually. If you’re a designer, you already have an idea of what you’re excited about working on. You don’t need a list. You just need to forget about the list, and get working.
Kill your to-do list, and forget about all the things you need to do … except the One Thing you’re passionate about, right now.
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13 small things to simplify your workday
“Do the difficult things while they are easy and do the great things while they are small. A journey of a thousand miles must begin with a single step.” ~Lao Tzu
One of the best things I did when I decided to simplify my life was to simplify my workday — first at my day job and later, by quitting my day job, in the work I do now as a writer and entrepreneur.
I’ve eliminated most of the routine, boring, administrative tasks with a few simple principles.
These days, I have eliminated the non-essentials, and can focus on what I truly love: creating.
Not everyone can make such drastic steps toward simplicity, but if you have some control over your workday, you can do a few small things that will simplify things greatly.
If you don’t have control, or if you find yourself thinking, “I can’t do these things”, I’d start to ask why not? Is it possible to change things, if not today then over the long term? I found that often I thought something wasn’t possible (working from home, for example), but in the long run they were.
You don’t need to do all of these things — pick just one, and try it. Then try another and see if it works. Experiment to find what works for you.
And enjoy the simple work life.
1. Start early. Going into work early was one of my favorite tricks — it was quiet, before the phones and chatter and meetings started, and I could get a lot of work done in peace. By the time everyone else was getting started, I’d gotten two or three big tasks checked off.
2. Limit your hours. It’s ironic, because so many people work long hours and think they’re getting more done and being more productive. But they’re throwing brute hours at the problem. Instead, cut back on your hours and set a limit — say 6 or 7 hours a day — and get your most essential work done within that limit. If you know you’re only working 6 hours today, you’ll be sure to get the important tasks done first and waste less time. Limits force you to be effective.
3. Make a short list. Make a long list of all the tasks you need to do … then make a short list of 1-3 things you really want to get done. Choose so that, if you got only these tasks done, you’d be proud of what you did today. Start with the most important task, before checking email or reading online.
4. Batch distractions. What are your common distractions? Perhaps things like email, reading blogs, Twitter or another social network? Set a time for these, preferably later in the day: say, from 3-4 p.m. Don’t do the distractions before then. By grouping them all into one time period, you allow yourself to do other work first, but still get in your distraction time. Another approach might be to do them for 10 minutes at the end of each hour — but stick to that 10-minute limit!
5. Write shorter emails. If email takes up a lot of your day, the simple change of limiting yourself to 3-4 sentences per email will make a big difference. First, it’ll drastically shorten the time it takes to write or respond to emails. And second, it’ll shorten responses to your emails, which means you’ll spend less time reading email.
6. Limit meetings. The fewer the better. Some top Google executives just do 5-minute meetings — anyone who attends these meetings had better be prepared, and concise. If you can get out of meetings and just get the notes, or find an alternative way to communicate, it could save you hours per week.
7. Automate. The fewer repetitive and routine tasks you have to do, the more time you’ll free up for creating and important work. So automate wherever possible: have people fill things out electronically, or get info from your website instead of emailing or calling you, or use a service that automatically processes payments or ships your product, and so on.
8. Eliminate paperwork. I used to deal with a lot of paperwork, and even then I knew it was a waste of my time. If businesses and organizations could have paperwork filled out electronically, it would save a lot of paper, copying, filing, and duplicate effort. Whenever possible, eliminate paperwork in favor of digital. This might be more of a long-term move.
9. Clear your desk. This can be done in a few minutes. Clear everything off the top of your desk. Only put back a few essential items. Everything else should be: filed, given to the appropriate person, given a permanent spot in a drawer, or trashed/recycled. Make quick decisions and then get back to work.
10. Get away. If you can get out of your office, you can find a peaceful spot where you can focus on important work. Find a spot where you can work, turn off the Internet and do your work, and then turn the Internet back on so you can email or upload it to the appropriate spot. Working from home is a good option here. The more you can do this (it might be once a week, or an hour a day, or half of every workday), the better.
11. Take breathing breaks. Every 15-20 minutes, get up from your desk, and take a breathing break. It could be simply walking around the office, saying hi to someone, or even better, getting outside to get some fresh air. Walk around, get your blood circulating, perhaps massage your neck and shoulders if you feel tension. Do some pushups if you want to get fitter. When you get back to work, remind yourself what you want to be working on, and clear away all distractions.
12. Practice a focus ritual. Every hour or two, do a refocus ritual. This only takes a minute or two. You might start it by closing down your browser and maybe other open applications, and maybe even take a walk for a couple of minutes to clear your head and get your blood circulating. Then return to your list of Most Important Tasks and figure out what you need to accomplish next. Before you check email again or go back online, work on that important task for as long as you can. Repeat this refocus ritual throughout the day, to bring yourself back. It’s also nice to take some nice deep breaths to focus yourself back on the present.
13. Schedule big blocks of creative time. Not everyone can do this, but when possible, put a big block of 3-4 hours in your schedule for creating or doing other important work. Make this time inviolate, and don’t allow meetings or other things to be scheduled during this time. Be ruthless about clearing distractions and doing the work you love during these blocks, taking breathing breaks as necessary. Rejoice in your creativity.
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How to Simplify When You Love Your Stuff
“It all depends on whether you have things, or they have you.” ~Robert A. Cook
Simplicity. It is a lovely ancient spiritual tradition that has seen a recent resurgence in popularity. As we try to make sense of our erratic economy and the accompanying financial anxiety, it is natural to leap to a less risky lifestyle extreme — stop spending, scale back, live lean.
If you are a regular reader of Zen Habits, you are probably intrigued by the idea of simplifying. In fact, you may have even given up many material things and actively live a very simple life. People who have adopted this level of simplicity, especially in the land of consumerism, are incredibly inspiring and fascinating.
But let’s be real here. In spite of embracing the concept of simplicity, most people really love their stuff, and they love acquiring more stuff. Like our attitudes about a healthy diet, our feelings about material things are complicated. We know what’s good for us, but we just don’t want to give up what we like. Our stuff makes us feel good.
Is it possible to live a simple life and still love stuff? How much letting go of stuff really counts toward simplifying anyway?
Living simply and detaching from material things will make you happier. There is real research and lots of anecdotal evidence to support the truth of this. But is it possible that some material things can add to our happiness, sense of contentment and joy in life? If so, how do you go about deciding what’s good stuff and what’s bad?
Perhaps the deciding factor is motivation. Do the things that you own or wish to buy support your ego, or do they enliven your soul? Some material things can afford you a sense of warmth, coziness, beauty, fond memories, or comfort. There are other things that offer only that fleeting rush of acquisition.
Here are some thoughts that might be useful.
1. Look around your house now.
Walk from room to room. Do you see things that you never use and don’t really care about? Why not give them away or sell them? Clear physical and psychic space by removing the “dead wood” in your environment. Someone else might really need these things.
2. Examine why you are hanging on to something.
Is it truly useful or meaningful, or does it feed your ego in some way? Are you holding on to it just to impress others or to make yourself feel better or more important?
3. Look at how you spend your time.
Do you have things you own for hobbies that you never pursue? Do you have a kitchen full of gadgets but you rarely cook? If you truly think you will come back to a hobby or activity, box things up and put them out of sight until you do. Be realistic about how much time you have to use your extraneous stuff.
4. Are you in a career that is thing-focused?
Decorators, car dealers, retailers and others involved in creating, buying, selling and marketing merchandise, can have a hard time detaching from material things because they are always surrounded by the newest and best. There is beauty and art in many things, but consider this: you don’t have to own them all to appreciate them. Eckhart Tolle once suggested to Oprah Winfrey that she not buy everything she likes or wants — just savor it for the moment in the store.
5. Consider experiences rather than things.
On the whole, experiential purchases provide far more pleasure than material purchases. The memory of experiences improves with time, but material purchases are harder to think about abstractly. Experiences also encourage social relationships which provide long-lasting happiness. If you are itching to spend, spend on a great experience with someone you enjoy.
6. When you think about your things or want to purchase something new, consider these parameters:
• It brings beauty into your life and stirs your soul.
• It supports a passion or hobby.
• It helps bring family and friends together in a creative, meaningful way.
• It educates and enlightens.
• It makes life profoundly simpler so that you can pursue more meaningful things.
• It helps someone who is sick or incapacitated.
• It is useful and necessary for day-to-day life.
• It’s part of a meaningful tradition or a reminder of a special event.
7. You will know you are buying mindlessly if you:
• Buy on a whim.
• Buy to impress others.
• Buy because you feel you deserve it.
• Buy when you can’t afford it.
• Buy just to update something that still works or looks fine.
• Buy because someone else has it and you want it too.
• Buy because the advertisement seduced you.
• Buy because you are bored.
• It’s purchased because buying soothes you.
Apply mindful purging to your current lifestyle and belongings, as well as thoughtful consideration to your future purchases. Carefully examine your motivations for keeping possessions or buying new things. Once you allow things serve your soul, rather than you being a slave to your things, your life will evolve into an artful harmony between what you have and who you are.
