Note: This article about the doing less is by contributing writer, Tammy Strobel.
Recently, I felt overwhelmed by my ever growing to-do lists at work. When I start feeling overwhelmed—and the onset of burnout looms—I know it’s time to simplify my to-do lists and slow down. Maybe you can relate? Today, I’m going to share seven ways that I simplified my to-do lists for greater efficiency. Doing less means changing habits, embracing quiet time and slowing down. If you have tasks that feel overwhelming, I hope these ideas help you.
The Art of Doing Less: 7 Ways To Simplify Your To-Do List
1. Keep your to-do list short
With over 15 items on my to-do list, it became way too long, overwhelming, and a source of stress. Doing less seemed impossible. To tackle this, I transitioned from paper lists to digital notes in my Notes app. Since I’m working with two clients, I divided my lists into two separate documents. More importantly, I committed to crafting short daily lists. Finishing 20 tasks a day for each of my clients isn’t possible, but I can complete 3-4 tasks a day.
2. Try “The Eisenhower Matrix”
Prioritizing tasks according to their deadline helps me focus during the day, and I’m less likely to procrastinate. This method is similar to a tool called “The Eisenhower Matrix.” Team Asana explained that this tool is “a task management tool that helps you organize and prioritize tasks by urgency and importance. Using the tool, you’ll divide your tasks into four boxes based on the tasks you’ll do first, the tasks you’ll schedule for later, the tasks you’ll delegate, and the tasks you’ll delete.”
3. Break tasks into tiny steps
Typically, I write three grant proposals a month for my client. Breaking down each proposal into smaller steps, such as “finalize the organization’s description in the narrative” or “complete the expense section in the project budget,” is helpful. By concentrating on tiny tasks each day, completing a grant proposal—or any project—is less overwhelming.
4. Doing less is easier with realistic deadlines
Setting realistic deadlines is one way I avoid stress and burnout. Otherwise, I end up with too many tasks to complete in a very short time frame. Also, if a deadline has some flexibility, I try to embrace it; especially when collaborating with a team.
5. Use a digital tool or app
I love paper planners and journals. However, paper isn’t always conducive to getting team projects done. As I mentioned above, I’ve started to utilize digital to-do lists and apps like Asana. Digital tools have great features like reminders, notifications, and they sync across devices. Also, the tools help me stay organized at home and when I travel.
6. Review and update to-do lists regularly
Before I start work in the morning, I review my to-do lists. This routine involves removing and adding tasks to my lists, and adjusting my priorities as needed. Regular reviews of my to-do lists help me stay focused, and I’m less likely to miss a deadline. Also, it’s important for me to reflect on what’s working well and what’s not working well. I’m always learning new things, so regular reflections enable me to adapt my approach to personal and work projects.
7. Practice time blocking
Blocking my time during the day helped me slow down and focus on specific tasks. Here’s how I implement time blocking: I begin by reviewing my to-do list, selecting a task, and dedicating a specific time period to work on it. For instance, when I’m writing an article, I usually allocate a 2-hour block for writing. Within this block, I write for 30 minutes, then I take a 5-minute movement break. I repeat this cycle until the 2-hour block is complete. This method keeps me alert and engaged in my work, and it’s been a great way to simplify my work life.
Bonus Tip: Keep a “Done List”
Sometimes I end my workday with a sense that I haven’t gotten anything done. Logically, I know this isn’t true. I might not check everything off my to-do list, but that doesn’t negate the progress I’ve made during the day. To save off this feeling, I’ve started to keep a “done list.” “A done list or reverse to-do list is a list of things you accomplish. You might find that it works better to write a done list at the end of the day, but my preference is to start working on a list first thing in the morning and continue adding to it throughout the day. You can start with a blank sheet of paper or a new note on your phone and make an entry each time you complete a task or accomplish something — however big or small,” says writer Nandini Maharaj.
Keeping a “done list” is a mood booster because it helps me celebrate my accomplishments like lifting weights, doing the laundry, moving work projects forward, and more.
Resources to help you engage in the art of doing less.
As Cal Newport said, “Slow is just better. I think people are ready for it too.” Try incorporating one or two of the tips I shared above into your routine. It will help you slow down, do less, celebrate your accomplishments, and simplify your to-do lists.
- I Tried the “Reverse To-Do List” Method and I’ve Never Been Less Stressed (It Brings Me Joy!) by Nandini Maharaj
- To-do lists: 15 tips to make an effective to-do list by Julia Martins
- 7 tiny hacks that can improve your to-do list by Marielle Segarra & Audrey Nguyen
- How to Embrace Slow Productivity, Build a Deep Life, Achieve Mastery, and Defend Your Time with Cal Newport & Tim Ferriss