Have you ever thought, “I ran around all day and only accomplished one thing on my priority list? And it wasn’t even important?” That’s a painful realization. The day feels like a failure, especially when you have a streak of unproductive days in a row.
Why the Most Productive People Make Lists
Studies show that people perform better when they write down what they need to do.1 It’s difficult to be productive during the day without some kind of plan. Lacking one, you’re aimless and just reacting to people and circumstances that pop up. Also, research shows that checking something off your list triggers a pleasant release of dopamine.2 So, working down a list can feel good and inspire you to press forward.
Why Priority Lists Fail
The problem for me was that my to-do lists tended to grow over time. I added yesterday’s incomplete tasks to today’s urgent priorities. The undone commitments piled up and began feeling more and more oppressive. Instead of motivating me, I could only see evidence of broken promises to myself – written proof of my unreliability.
I honestly saw only three options for priority lists:
- Make a comprehensive one I wouldn’t get through and feel like a loser.
- Not make a priority list and get little accomplished.
- Make an easy list with just a few items that wouldn’t really motivate me.
It’s no wonder some people decide that priority lists are not for them. Done incorrectly, they are sources of stress and self-loathing. There is a better way. In this article, we will discuss three enemies of successful priority lists: Success Discounting, the Ratchet Effect, and Redemption Narratives. We will also look at simple priority lists that work. Thanks to the Harvard-trained psychiatrist, Dr. Alok Kanojia – also known as Dr. K – for some of these ideas.3
Success Discounting
It’s illogical, but people dismiss their own accomplishments. They complete half of a 10-item to-do list but can only see the five that yet remain. Too frequently, they forget what went well and immediately focus on what’s next. They minimize their achievements by thinking something like the following: “The task wasn’t important,” “Other people do this better,” or “I did it but not very well…” By showing disdain for their victories, they turn them into defeats.
The Ratchet Effect
Some people only see themselves as useful if they are more industrious today than they were yesterday. If they ran three miles on Thursday, they challenge themselves to run six on Saturday. Immediately ratchetting up a goal lessens the impact of a recent win. And there will come a point when they will not be able to achieve the inflated goal. It doesn’t just make them a loser today, but it dismisses all the previous successful milestones. The Ratchet Effect is a form of Success Discounting.
Redemption Narratives
After a streak of disappointing performances, I thought I needed one focused workday to catch up on my priority list – a miracle. The illogical narrative in my head was that one productive tomorrow could make up for all my past failures. I know I am weak today, but I imagine future me to be strong. But chances are, tomorrow I will not be any more motivated than I am today. And some unexpectedly urgent to-dos will likely pop up that compete with my dreams. So, I plan for an even bigger make up day, and the downward spiral continues.
My Experiments with Priority Lists
I’ve been experimenting with solutions to problems with priority lists for the last few years: phone apps, websites, calendars, and paper planners. I’ve tried writing down my completed tasks instead of those I intend to do in the future, and I’ve included the reasons for the task next to each item. Nothing really landed in that sweet spot where I could be productive and feel good about my progress – until now. I can’t help but share the approach I’ve been using for the last three months.
Example of Primary Objectives
Instead of creating one long list of priorities, I have two. The first is a core set of objectives – a few items that I need to get through to consider it a successful day. The second set is a prioritized list of everything else I’d like to achieve.
Here is an example of my primary objectives for a day:
- Exercise
- Meditate and pray
- Write
- Read
- Study language
I have a few guidelines for this first list. If I miss a day, there is no way to make up for it. Also, I cannot be too specific on how to accomplish each objective. For example, any exercise I do checks the box. It could be running, pickleball, surfing, a long walk with the dog, weightlifting, or anything else.
I will not ratchet up the requirements from one day to the next. If I write 500 words one day, I can’t set a goal to write 1,000 the next. Scribbling down one brief paragraph on any topic for any audience (or no one in particular) does the trick. And most importantly, I have my objectives written out so that I can have the satisfaction of crossing off each one when it is done.
If I do everything on this brief list, I consider my day a resounding success – a complete win. Because it’s not hard to watch a show with Portuguese subtitles turned on or to read a few pages of scriptures, I’m on a win streak that I feel good about. And because I enjoy these activities, I want to keep going as soon as I get started. I just need a little help to resist the inviting glow of the distractions around me.
My Secondary Priority Lists
My secondary list has a mix of work and personal activities because I have one life instead of two. Here is a good example:
- Finish draft of conference presentation proposal
- Contact Austin
- Play for 30 minutes with the kids
- Finish payer contracting talking points
- Call Doctor’s office
- Finish article draft
- Finish reading the Price We Pay
- Pick up groceries
- Clean bathroom
The items on my secondary priority list are more specific than those on the first one. They are ordered by priority and are generally one-and-done tasks. My secondary checklist can have just a few items or up to 20. Anymore and I feel overwhelmed immediately. And it’s okay if I cannot complete everything on it. I rarely do.
Completing some of the secondary items can also check off a few of the primary ones too. For example, “Finish reading The Price We Pay” would also fulfill the “Read” objective on the first list. If I complete my primary objectives, everything crossed off the secondary list feels like a bonus – like I am giving myself extra credit.
Consistency Over Focus
I have always been able to focus deeply on individual tasks for a brief time, but I struggled with repetitive tasks over the long run. When it comes to productivity though, I understand that consistency trumps focused effort. These priority lists have allowed me to reliably accomplish what I deem most important instead of being lured into the enticing-but-empty. And a track record of steady successes gives me the confidence to take on the world.