Why you should master the art of 'not-to-do' lists

1. Organize inbox

2. Update calendar

3. Post to social media

4. Pay bills

5. Ad infinitum

Your heart sinks. Rather than make you feel more productive, your ‘helpful’ to-do list feels more like an endless attack on your motivation.?

As you sip your coffee and stare at your notes app for the umpteenth time, you wonder: when did I become chained to my tasks?

You think about that meme your friend sent you the other day that reads “My to-do list from today seems to consist of everything from my to-do list yesterday.”?

Spot on.

If every day seems like a business version of Groundhog Day, where you’re bound to relive the same dreary day over and over again, then I’d like to suggest a 'Not To-Do' list—where you identify time-sucking manual tasks and make a conscious effort to eliminate them altogether. The good news? You won’t have to re-read this list ad nauseam.?

Imagine waking up each day ready to pursue meaningful work rather than spending hours organizing your emails. This is what the magic of automation can do for you.

Increase productivity by cutting out unnecessary tasks?

In her story for Inc.com, author Minda Zetlin explains:

“A not-to-do list will bring you clarity and peace because there will be less shame and anxiety over things you think you should do.”

I couldn’t agree more. As I point out in my new book Automate Your Busywork, while you can’t automate your happiness, you can use automation to give you more time to do what gives you the most joy.

Of course, this requires you to be intentional about analyzing what your biggest time-sucks are. But it’s well worth the effort, says Zetlin.“It may sound counterintuitive—you're busy enough already—but set aside a little time, half an hour at least, for creating your not-to-do-list.”

Jot down all your activities from the last month, like recurring tasks and day-to-day duties. Then analyze your biggest time wasters, the ones that make you feel most unmotivated and have an impact on your overall performance.

When writing my book, it was important for me to cover this topic substantially. I argue that a to-do list is like a prison door we create for ourselves. Since the tasks are never-ending, it’s very easy to avoid meaningful work indefinitely.

Tracking how we spend our time, on the other hand, sets us free. Composing a not-to-do list can help us increase our productivity by cutting out unnecessary tasks. When coming up with yours, make sure to review your records.?

Get rid of the static—and save your brain for the big stuff

“Look at your calendar and any notes you may have that will shed light on exactly how you spend your work time,” writes Zetlin.

“Anything you're spending time on that doesn't directly align with your long-term goals and vision for yourself should definitely be a candidate.”

If something makes you feel drained, bored, or anxious, it’s a clear indicator it belongs on your not-to-do list.

Below are some of the benefits you’ll receive from systematically taking care of those kinds of tasks once and for all.

1. Greater efficiency.

A lot of our greatest time sucks—scheduling meetings, paying bills, posting to social media—don’t actually require our regular attention. They can be automated. For instance, we can use calendar apps to cut out the tedious back-and-forth that happens when trying to align schedules.?

Other ways we can address busywork include: setting bills to auto-pay, scheduling social media posts in advance, using email templates and filters.

Writing for Harvard Business Review, Juan Perez notes that “Automation is no longer a nice-to-have; it’s a must-have.” He adds: “Automation reduces the repetitive and monotonous tasks humans have to do by relegating those tasks to software.”

Keep in mind that you can add new items or take them off as situations change. When you find your day starting to clutter again, you can re-evaluate whether certain tasks can be automated.?

2. Greater accountability

When we see all the ways we spend caught up in low-level tasks, we’re able to cultivate a greater sense of self-awareness. Fast Company contributor, Diana Shi, puts it this way:

“Similar to a friend who doesn’t just buoy you with compliments, but offers their ‘tough-love’ feedback when you need it, my to-don’t list keeps me focused on the most significant parts of my day by serving as an accountability visual.”

Shi also noted that her “to-don’t” list helped her cut back on task-switching—the toll hopping around among responsibilities can have on your resolve and focus. “By catching sight of my list, I was able to save myself from an afternoon of only half-completing tasks.”

Freedom to focus on what’s meaningful

When you determine how to eliminate burdensome busywork, the sky’s the limit for possibilities. As a result of making the effort to eliminate these tasks, here are just some of the things you’ll no longer be doing:

1. No more spending precious time deleting spam or categorizing emails.

2. No more manually updating calendar invites.

3. No more rummaging through a long list of bills.

4. No more spending your lunch hour clearing your inbox.

5. No more worrying about crossing things off your list only to have them reappear the next day.

Now for the big question: how will you spend all of your newfound time and energy??

The first step toward exploring your most meaningful work involves aligning your passions with your natural gifts. Understanding this can help you create the most positive impact on your daily routine. As English model and actress, Cara Delevingne wisely notes:?

“When you have balance in your life, work becomes an entirely different experience. There is a passion that moves you to a whole new level of fulfillment and gratitude, and that’s when you can do your best…for yourself and for others.”

Thank you for reading. Feel free to check out my new book,?Automate Your Busywork: Do Less, Achieve More, and Save Your Brain for the Big Stuff