When the tasks back up
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A while back I wrote about the usefulness of writing to those who inspire us to ask for advice and guidance. Instead of sending the letter, we then write in the voice of that guide to give ourselves a response. Earlier today I wrote a pair of letters in this form to tackle problems I an encountering with productivity. Here are the letters. Maybe something in them will be helpful to you too.Dear Robin
I have become completely overwhelmed with tasks. I am using Remember the Milk (an app to manage tasks) and of late it has been becoming less useful. I always have more tasks than I can get done each day and that is really demotivating. When I don’t get them all done I end up having to reschedule a heap of tasks, or they end up being added to the next day’s tasks. Before I know it, I have a list of 70 to 100 tasks to do. Is there anything you can suggest that will help me to get things back in control again and working better?
Stuart
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Hi Stuart
I think that what you are experiencing is not unusual. But it does sound like your systems are set up to make you feel that you are not achieving even when you are. Sometimes we can solve this by looking at what we have done each day, rather than what we haven’t done.
Don’t see the list as a compulsory list that has to be done each day. Even if you do sit down with 50+ things to do, it really doesn’t mean that you have to do it all. Instead, see what would be realistic.
It’s really important not to spend the day messing about with the system trying to reschedule and get things under control. That’s working on the system rather than in the system – it needs to be carefully managed so that you maintain productivity. Look back over the week and see what you have achieved.
I think you have been scheduling tasks in the system that don’t have a start date – that’s quite good to make sure that things don’t disappear completely. But – making everything have a start date, when there are over 220 tasks does mean that you need to be more realistic about when things are going to get done. You put too many tasks into the week that is ahead and don’t forward schedule enough.
So:
- be balanced about the amount of time you spend on your system, rather than in it working on things that need doing.
- make sure you use time each day to set a realistic amount of work for the following day
- don’t spend too much time on your system
- see the list each day as something to work at rather than complete
- focus on what you have achieved each day rather than what you have left on the list
- celebrate what you do and stop being tough on yourself
Balance and enjoyment, Stuart. Go forward in celebration of what you achieve.
Robin
2 thoughts on “When the tasks back up”
Hi Su
Thanks for that. I love Brian Johnson’s work too. His En*Theos is brilliant. And the rate at which he produces videos and Philosophers Notes are a true inspiration. His productivity levels are remarkable.
Stuart
Hi Stuart
I’m sure you must have been tuned into my procrastination vibe today. Getting up and standing out in the sunshine, chasing after the escaped chicken and scheduling time in my diary seems to have done the trick today. Like you, I’ve been working on productivity, so I revisited Brian Johnson’s blog that I get everyday about ‘big idea’. I’ve been reacquainting myself with some of the basics – super systems and managing e-mails (no more than 15 in my inbox). I’m experiencing some benefits. The tough bit is the discipline in maintaining and routinising this approach. Working against my keeping things open preference is hard work.
Love the image you have on this post. Very tranquil.