7 to-do list mistakes that hinder your productivity

1. Make a list in the morning

It seems natural to write down plans for the day first thing in the morning. However, it is already too late. So says Eileen Roth, author of Organization for Dummies. “If you make a list of tasks in the morning, and at 8:00 you have an appointment on the other side of town, then you are unlikely to have time for it,” she says.

Make a list at the end of the day. This will allow you to leave your work affairs behind and rest in peace. “You go home from work and no longer think about the to-do list, because you have already drawn it up and know what you will need to accomplish tomorrow. Your mind can finally rest,”says Eileen.

2. Too many tasks to be listed

If your to-do list can take weeks or months to complete, you are setting yourself up for failure in advance. This will make you feel overwhelmed.

According to Kyra Bobinet, author of Living Well Organized: 10 Lessons in Cognitive Psychology and Design Thinking for a Conscious, Healthy, and Meaningful Life, three tasks are the ideal number for a list. “Our brain perceives information that is grouped in three parts,” she says. "So start by listing the top three things to do."

Most people don't even realize how few truly productive hours there are in one day.

“Our mental strength is a much more limited resource than time. There are only 3-6 hours each day when we can work hard,”says Christina Willner, creator of the Amazing Marvin to-do list, productivity apps.

In addition, many do not realize how long it can take to complete certain tasks. This is why too long to-do lists are ineffective. Vilner advises writing down the estimated time to complete it next to each task. Track this time in order to make more accurate calculations in the future.

3. Include dreams or very big goals on your to-do list

Ambitious goals like writing a book or climbing Mount Everest shouldn't be on your to-do list. Instead, put them on a separate wishlist.

The to-do list should contain clear plans.

If you need to finish a large project, you need to divide it into several small and achievable tasks and only then write them down on the list. This is advised by Paula Rizzo, author of List Thinking: How to Use Lists to Be More Productive, Successful, and Less Anxious.

Looking at an extensive list of all your goals will make you feel overwhelmed. In addition, you will be dissatisfied with the fact that you cannot complete all the written plans. Indeed, some of them require quite a lot of time and effort.

4. Evaluate each task equally

Productivity coach Nancy Gaines argues that the to-do list should be a priority list. “Only bring in those things that move your career or business forward,” says Gaines. - If this is not a priority, then it should not be on the list. It will only distract you."

She recommends following the “3-3-3” system when making the list: Cross the three least important tasks from the list, delegate three tasks that are not worth your time, and complete the top three tasks.

5. Set vague goals

If the tasks on the list are vaguely formulated, then in the future you will have to think about how to perform them, and even remember what they mean. So making the list should be given due attention.

“Spend a little more planning time and make your to-do list as specific as possible,” advises Maura Thomas, author of Secrets of Personal Productivity. For example, instead of writing an "expense report," write "enter data into a spreadsheet."

Avoid vague words such as “plan”, “implement”, or “develop”. “If you’re short on time, looking at the word 'develop' on the list, you’ll probably want to skip this point,” says Mora. "Save those words for your big project list."

6. Use the same list until all tasks are completed

“The problem is that every day brings something new. Therefore, what you have been doing today will not necessarily need to be done tomorrow. And your plans for tomorrow may change even before this one ends,”says Eileen Roth. So you need to make a new to-do list every day.

7. Don't tie the list to your calendar

If the list and calendar are not tied to each other and they contain different tasks, then you will hardly be able to complete them all. “In this case, you will not have time to complete the tasks from the list. Unless you have to sacrifice sleep, weekends, vacations, or time you would like to spend with your family,”cautions Katie Mazzocco, author of Revolutionary Productivity: How To Maximize Time, Influence And Income When Running A Small Business.

Try to always set aside time on your calendar to complete tasks from the list.