Tame your to-do list

Ever get to the end of your day and realize that your to-do list is barely done?

I've definitely had my share of days when I feel super busy but strangely unproductive. And when I look at that half-finished list, with its unchecked boxes and dangling threads, I get a sinking feeling of frustration and guilt. Do you?

Instead of beating ourselves up for not paring our list down, there are steps we can take to make sure that we're planning and prioritizing with just a bit more clarity, consciousness and self-compassion.

Completing vs. contributing

The first thing to remember is that there's a big difference between leaving something "undone" and "unfulfilled." It's quite possible that the reason you didn't get to something on your list is because you were attending to someone else's need: An unexpected ask for help from a coworker. An unplanned client request. A sudden family emergency. We can't control unforeseen circumstances, so we shouldn't feel badly when they creep into our calendar and eat away at the clock.

Instead of feeling exasperated by what's left undone, ask yourself a different question: Not "what did I accomplish?" but "how did I contribute?" We can still make a dent in people's lives even if we don't make a dent in our list. By that measure, we may be more productive than we think.

That's a good outlook for the times when life goes off script. But wouldn't it be nicer to tame those lists at the outset, before they become an overcrowded mess? With some powerful shifts, we can start to feel more energized and organized at the end of each day. Here are three.

Check your expectations

Some lists are doomed from the start. They're an unwieldly mix of the complex and aspirational. So start by right-sizing your list so that it only features a few tasks that can be reasonably completed in the time allotted. (If you haven't met Parkinson's Law, read this.)

Try optimizing your list with a simple inventory: Review the types of activities you're committing to and which ones never seem to be crossed off. If the same task is routinely left incomplete, you might be better off time-blocking for that particular activity or bundling your commitments differently.

You can also pare down your list by coming up with a to-don't list — the time-sucking, energy-draining activities that keep kicking around for no good reason. Cross them off and never look back. Choose your commitments carefully, and you're more likely to deliver on your objectives.

Do a task audit

If you notice that certain items tend to linger on your list, the problem could have to do with your process. Do you know where to start? Is the task too difficult? Would you be better off breaking big tasks into smaller chunks? Is there a better time in the day to do them?

I performed a simple audit of the tasks I had given myself over the course of a month. For the items that stubbornly stuck around, it became clear that I had assigned them to sub-optimal times. (Blocking off time to write at night was less effective than scheduling it for early morning.) Once I moved things around, I found myself more attuned to tasks and better positioned to actually complete them.

Enlist support from others

Despite our best efforts, there's still a limit to how much we can do on our own. Think about which items might be better off on a to-do together list, where you enlist the help of partners to make progress. This doesn't mean asking people to do the job for you — you definitely don't want to add to someone else's list! It simply means identifying support partners who have the right skills or experience to provide a meaningful assist. Their combined insights, tips or resources can help us work more strategically and quickly than we would do by ourselves.

Beyond speed, there are other benefits of task collaboration. From these small interactions, you may end up brokering unexpected and impactful partnerships down the road. Or you may find yourself in a position to reciprocate in the future by offering your own expertise or resources, building goodwill and capital that may come in handy later.

If you're feeling like your to-do list is never done, then start checking your expectations, paying attention to your intentions and seeking support. By managing our priorities and practices differently, we can do more — and feel better — at the end of each day.

Resource round-up:

• Why we can't let go of unfinished tasks
• Want more time in your day? Give it away
• Choosing the wrong task can hurt - literally

Keep fixing,

Joe

Dr. Joe Hirsch helps organizations design and deliver feedback without fear. He's a TEDx and global keynote speaker and the author of "The Feedback Fix." Joe's work and research has been featured in Harvard Business Review, Forbes, CNBC, The Wall Street Journal, Inc. and other major outlets. He also hosts the popular podcast, I Wish They Knew.

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