Rethinking Personal Productivity: Why To-Do Lists Fail and How They Impact Your Happiness

In this article, I want to discuss the topic of personal productivity for entrepreneurs (including self-employed freelancers), executives, and managers.

When you embark on a new managerial position in a different organization or take the leap into running your own business or scaling it, you're immediately hit with a wave of stress related to navigating this new situation successfully. On top of that, the sheer volume of information you need to process and the multitude of decisions you have to make can be utterly overwhelming. It's simply impossible to keep everything in your head. It's high time you find a tool and system to effectively manage the colossal workload you've taken on.

One of the main challenges faced by entrepreneurs and executives burdened with heavy workloads is the diverse nature of their projects and tasks. These ventures encompass various areas, each with its own unique size and complexity. As they say, every startup CEO wears six or more hats, such as being an organizational leader, visionary, accountant, salesperson, recruiter, and marketer. And let's not forget about managing household, family, charity, or community initiatives. It can feel like you're pulled in a million different directions. Essentially, you're managing a diverse portfolio of projects.

The key problem with wearing too many hats is that it leads to constant task-switching. This can cost you up to 40% of your productivity, which is a significant loss. Time is of the essence!

Even with a project management degree and proven expertise, handling such situations can still be challenging. Personally, I found it difficult to manage my own tasks, despite my experience in business project management.

This article can be potentially useful if any of the following statements resonate with you:

• You have come to the realization that you cannot continue with your current overwhelming workload.
• You understand the importance of visualizing your workload (described in my previous article).
• You are in search of a suitable tool and system to efficiently manage the diverse portfolio of your projects and tasks.

I am not exaggerating when I use the term "project": any activity that involves multiple tasks or sub-tasks can be considered a project.

A to-do list can be tempting...

But here's the thing: due to overload, it's highly likely that you don't have the cognitive capacity to carefully evaluate and master complex task management methodologies. That's why people often resort to a simple, intuitive tool - the to-do list.

Especially when there are numerous digital tools tempting us, such as tasks in Google Calendar, checklists in Google Keep, or even tasks in chat applications. Microsoft OneNote or Evernote - all of these temptations speak to us: "Start writing notes, make a to-do list, and you'll become more productive, have more time, and feel satisfied with yourself." After all, our ultimate desire is to be productive, self-satisfied, successful, and happy.

...but a to-do list can be frustrating.

In reality, using a to-do list often leads to a lot of frustration. There are countless articles written about it. Simply search "why to-do lists don't work," and you'll find numerous publications, including reputable sources like HBR, Forbes, and Medium.

A quick internet search will reveal dozens of reasons why to-do lists fail to deliver. Simply put, your to-do list typically transforms into an unrealistic, poorly organized, and demotivating wish list - and that's not how personal productivity management works. I'm certain many of my readers have experienced this firsthand.

But why is this approach still popular? (a curious reader might ask)

First, because it's a simple, straightforward tool - an easy choice.

Second, it does work, but only to a limited extent and for a short period of time. It serves the purpose of externalizing our memory. Once we jot something down in a list, we no longer have to rely on our memory - the paper or digital medium becomes our memory. The less we need to remember, the lighter our mental load becomes, and the less we fret about forgetting something. Consequently, we initially experience rapid relief, akin to the effect of painkillers.

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However, as we continue to fill our to-do lists without sufficient structuring, prioritization, and understanding of capacity, they gradually transform into a chaotic and demotivating mess. Usually, within 3-4 weeks, we realize we've created a lengthy wish list rather than an actual to-do list.

The most courageous individuals attempt to create two-level lists or even task boards. But often, the outcome remains the same - we stare at the list, feeling demotivated, realizing that we'll never be able to complete it. We instinctively want to cross off everything from that list. And it just deepens the dissonance and stress, leaving us feeling unproductive and even less happy.

Therefore, the traditional concept of a to-do list has a limited scope of application - it works best for clearly defined, time-limited projects where you can definitely cross off all the items from the list.

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So, the problem is clear - to-do lists do not work, but what are the options?

Many people jump to the other extreme - they cling to a certain tool (like Trello or Kanban board), seeking for something like a "lightweight project management system".

But what you need a system for managing many disparate personal projects, and this is not the same as a simplified kanban or waterfall.

Simply put, the use of corporate tools or methods (even simplified ones) entails excessive management overhead, which does not justify itself.

What we need is a system for managing a portfolio of projects suitable for individual use.

How to Get Things Done?

I can tell you that such a system exists. It may not be a cure-all, but it is effective enough to provide a positive return on effort in both the short and long term.

However, let's be specific and clarify our objective: we cannot realistically complete every task that enters our minds. Our aim is not to solely focus on checking off every item on an endless to-do list.

Instead, here's what we can strive for:

• Effectively managing priority tasks that align with our goals, making the most of the energy and resources at our disposal.
• Feeling in control of our projects.
• Experiencing satisfaction and happiness.

Realistically, achieving these goals is within reach. However, it will require some investment and trust, much like any habit change. As you and I both know, habits (culture) eat strategy for breakfast.

So, let's embark on this journey together.

Note: For the discerning reader, I will not delve into deeper topics such as goal setting, project prioritization, personal motivation, etc., at the moment. That is a separate topic. We are currently taking things step by step.

Additionally, I won't be addressing the topic of delegation in this context. I assume that there are no tasks on your to-do list that can be effectively delegated at this point. If you're experiencing difficulties with delegation, the approach I have described may not resolve them entirely. However, it can raise awareness, which is already a positive step forward.

GTD ? by David Allen

According to David Allen's Getting Things Done (GTD) methodology, it is not sufficient to simply "write down" and "complete" tasks. Instead, effective task management involves mastering five distinct activities:

1. Capture. The initial step in GTD is to capture all tasks, commitments, and ideas that come to mind. It is crucial to create an external system, be it physical or digital, that serves as a repository for this information. By externalizing your thoughts, you can alleviate the burden on your mind and ensure nothing slips through the cracks.
2. Clarify. Once captured, it is imperative to clarify the meaning and significance of each task. Ask yourself, "What is the desired outcome?" This step allows you to discern if a task can be accomplished swiftly within two minutes. If so, execute it promptly. If not, determine whether it needs to be delegated, postponed, or eliminated.
3. Organize. Organizing your tasks and commitments is essential for efficient execution. Classify them into appropriate categories or contexts based on the relevant dimensions of your life. For example, you can sort tasks by location, resource availability, or tools required. This classification empowers you to easily identify and focus on tasks within a particular context.
4. Reflect. Regular reflection is integral to the GTD approach. Take time to review your task lists, commitments, and projects frequently. This practice helps you stay attuned to your priorities, make necessary adjustments, and prevent any oversights. Reflecting can occur on a daily, weekly, or monthly basis, depending on your individual needs.
5. Engage. The final step is active engagement with your tasks. The GTD philosophy encourages a focused approach, emphasizing the completion of one task at a time. By immersing yourself in the present moment and leveraging a clear system, you can minimize distractions and maximize productivity.

As you can see, a basic to-do list approach doesn't cover three important stages of task management: Clarify, Organize, and Reflect.

To successfully master the methodology, it's essential to develop the habit of setting aside time for these three activities.

Many people believe that they are only productive when they are doing functional work. They see activities like meetings, planning, and analysis as a waste of time. But in fact, these activities are an administrative overhead necessary for self-organization. While we aim to minimize this overhead, it's impossible to completely avoid it. In both corporate and personal settings, depending on the context and project management methodologies, you may need to allocate 5 to 30 percent of your productive time to administrative activities. Initially, while adopting the GTD approach, your overhead will be something between 5 and 30 percent, but as it becomes a habit, you will stop perceiving it as overhead.

Suggested resources about GTD

There are numerous resources available to learn and start practicing GTD.

It's a good idea to begin by watching a short introductory video (around 9 minutes).

Of course, reading the book is highly recommended as it offers practical and easily digestible guidance. You don't need to try and absorb it all at once or remember everything; you can start with simple steps. This book is based on David Allen's extensive experience in executive coaching and is written in a practical manner. I particularly enjoy books written by top consultants as they provide expertise, practical applications, specialized knowledge, and industry insights. They are not centered around a single business or individual, which allows for easy adaptation of the approaches described without falling into unproductive imitation.

Additionally, you can explore online video courses, training programs, or even consider personal coaching.

For me and many others, the main benefit of using GTD is the ability to switch between tasks and project contexts quickly, leading to increased productivity, mental clarity, and better decision-making. This system significantly reduces the burden on memory. Productivity is achieved by effectively utilizing available time slots and energy levels.

If this approach has worked for David's clients (business executives) and has helped them, it is highly likely that it will work for you too.

Difficulties in using GTD - the choice of tools?

I used GTD for a long time, but the problem was not so much the approach itself, but the IT system in particular. There is no "official" GTD tool or app, so you need to explore the available options and make your choice.

Here is a brief description of the tools I tried to use for GTD.

Trello

• Pros. The system is quite simple to use and offers good customization and integration capabilities.
• Cons. However, it is not specifically designed for GTD.?It lacks native support for an Inbox and swimlanes.?Filtering tasks across multiple projects or boards is not easy.?Additionally, it is overloaded with functions that are not necessary for GTD.?While the mobile app is good, it is not perfect.

Nirvana

• Pros. Rich functionality, designed for GTD.
• Cons. Usability could be improved.The interface is not intuitive.No calendar integration.Limited customization options.

Google spreadsheet

• Pros. Free and simple to use
• Cons. Very limited functionality and usability. requiring a do-it-yourself approach.?Lack of calendar integration.?Difficult to use on mobile devices.

Todoist

• Pros. The system is highly convenient for GTD in terms of functionality and usability.?It offers good customization options, allowing you to implement GTD in your preferred manner.?It also has excellent calendar integration and a well-designed mobile app.
• Cons. The system has limited support for attachments in tasks.

It is worth mentioning that during the writing of this article, I made the switch to Todoist and have been highly satisfied with it. I appreciate its extensive functionality while still allowing flexibility for personal organization preferences. Although Todoist was not specifically designed for GTD, there is a helpful guide available called "Getting things done with Todoist." The mobile app, calendar integration, and overall usability are excellent and well-designed.?

Todoist proves to be a time-saving tool that avoids unnecessary feature overload, as there are only a few functions I do not utilize.

To explore more tools and approaches, check out this Reddit discussion: Is there a "perfect" GTD app?

Why GTD will work for you

The beauty of GTD is that even if you don't succeed initially, it still offers benefits and encourages the development of good habits. It may bring some frustration along the way, but there's a high probability that you'll return to the system, conduct a retrospective, understand what didn't work, and identify areas for improvement. Having a book as a guide can be particularly helpful in this regard. Personally, I've set GTD aside several times over the past six years, but I always find myself coming back to it.?

You will learn to do it better and embark on a process of continuous improvement, which proves effective in both business and personal productivity.

Going beyond personal productivity

Going further, GTD is well-applied in small startup teams where you have heterogeneous projects and cross-functional teams, and each team member can have several areas of responsibility.

Why it will help you understand yourself better

I will touch on this subject briefly, as it is well covered in the book. I don't want to rush too far ahead, as you have everything ahead of you.

Using GTD helps you gather data and develop the habit of self-reflection. For example, there are times when we have important tasks that we should do, but we don't really want to or we struggle to succeed. This pattern can have various underlying reasons, such as lack of self-confidence, task displacement, fear of new challenges, inability to focus, or misunderstanding our own motivation and desires.

It is important to understand ourselves and the dissonance between our desires and reality. One effective tool for personal development is the "5 whys" technique. By asking ourselves why we think tasks are important, why we procrastinate, or where our lack of energy comes from, we can gain insights into our own motivations and take appropriate action.

From a mental health perspective, it is crucial not to ignore or suppress our own emotions. GTD can help us achieve a state of flow, which is closely linked to the feeling of happiness, according to scientific research.?

Does this mean that you can be in challenging conditions, busy, productive, and still be happy at the same time?

The only way to find out is to give it a try.