What percentage of the tasks you complete are first documented in a to-do system? What threshold do you think you should aspire to capture? We think it should be nearly 100%.
“…if you’re already in a mess, you’re not free to make one.” David AllenWhen overwhelmed clients engage in our time management coaching, task management is a common area of development. Though we’re extremely flexible in determining what type of system to deploy to track tasks, we stand firmly that tasks need to be transferred from the brain into a trusted system –be it a paper to-do list, Outlook Tasks, a dignified Post-It system, a to-do app, or a Franklin Planner.
This process of offloading these floating responsibilities into a fixed system is where most of our clients experience immediate relief.
When your mind is free of the taxing, relentless chore of lugging around responsibilities and remembering exactly when to act on each of them, then it’s freed up to exert that effort toward something far greater. Perhaps a project requiring creativity, a situation involving deep insight, or an assignment necessitating intense concentration. We liken the impact of recording responsibilities to that of creating from a blank canvas. And for most, creating from a blank canvas delivers superior results to layering misaligned topics and strewing thoughts about. As David Allen stated in one of his newsletters,
“…you need an empty head, clear of distractions and unfinished business holding your attention hostage. From this starting point you will have your best chances for creative thinking, optimal ability to deal with surprise, maximum flexibility to come up with work-arounds and innovative solutions. You’ll be able to take advantage of serendipitous, potentially valuable ideas.”
What type of system do you use to unload your mind? Here’s one we recommend to our clients:
Take a few minutes at the beginning of your day, and also before digging into a project requiring great focus, and write down all the thoughts, to-dos, grocery lists, etc. swimming around in your mind. Now, immediately track all those items in your task tracking system, thoughts & ideas journal, shopping item tracker, etc. Once you do this, your mind is free to concentrate on the task at hand. If another off-topic thought pops into your head, pause for a moment, write it down, and then get back to what you were doing. (By the way, this is also a great way to clear your mind before bedtime, so you can fall asleep easier, free from all those pesky thoughts swirling around that keep you awake.)
Working with a clear mind, knowing all your to-do items are tracked outside of your head, will help you work with increased time management, efficiency, and ultimately greater productivity.
