Forget the To-Do List - Here's How You Can Actually Plan for the Week
We've all been there. We sit down on Sunday night and try to make a plan for the week. We make a list of all the things we need to get done, and somehow, by Friday, that list has barely diminished.
But what if I told you that your to-do list is actually hindering your productivity? That's right, the very thing you rely on to help you be productive may be doing the opposite. If you're feeling overwhelmed, frustrated, and like you're constantly playing catch up, it might be time to ditch your to-do list in favor of something that will actually help you get your plan for the week done.
Your To-Do List Doesn’t Help You Achieve Your Plan for the Week Because:
It’s too long
The problem with to-do lists is that they are often too long. That’s why some people call their to-do list a “running list” because it’s a never ending list.
When you're staring at a never-ending list of things that need to get done, it's easy to feel discouraged before you even start. And when life happens and something comes up that wasn't on the list, it can throw everything off balance.
It’s filled with busy work
To-do lists also tend to be filled with a lot of busy work instead of items that are actually going to help move you closer to your goal. So much of our time gets wasted on things that don't really matter in the grand scheme of things. While it may make you feel good to check things off your list, if it’s not important then it’s a waste of time.
It’s not goals or results oriented
Most people treat to-do lists like an ingredient list for a recipe, but the list of ingredients can get so long and complicated that you end up forgetting the recipe you were even trying to make. But, when you’re cooking, your goal is not to check off every ingredient in your kitchen. You actually want to make sure you have the right ingredients that help you make meal that you want. In the same way, your to-do list should actually help you achieve your goal or plan for the week. It has to be aligned with the results you’re looking for at the end of the week.
If your to-do list, task list, running list -however you label it- isn’t helping you achieve your plan for the week then it’s time for a change. Fortunately, there's a much better system that can help you stay focused and motivated so you feel like you accomplished something at the end of each week.
Here's three tips to make your plan for the week work for you:
Stay focused on what matters
For most people, planning out their week can often revolve around the idea of "doing more,” where they believe they need to get everything done so they can be productive. However, this approach rarely pays off. Rather, you have to take a step back and observe how your actions bring forth actual results that you want. Ask yourself: what does getting this task accomplished mean? Will it lead to actual results? Will it make my week easier? Because, instead of simply trying to churn out tasks in seemingly endless amounts, you need to focus more on accomplishing those things that will bring greater value and impact.
Replace your to-do list with a results list
A to-do list is not helpful for all of the reasons I’ve listed above.
What is more helpful is to make a results list. I know what you’re thinking, “I thought you said no list.” But a results list is quite different from a to-do list. What I’m recommending is that instead of writing everything you need to do for the week, simply write down the outcome or results you desire for the week.
A results list is much deeper than a to-do list because it’s a commitment to producing an outcome. Rather than simply checking off tasks, a results list requires you to be aware of the results you're achieving or not achieving as you go through your day and week. When you're committed to a certain result, it gives you the motivation and focus needed to assess if the activities you’re doing for the week supports the results you’re looking for.
Let’s dig into a practical example of how you can use a results list. Let’s say you have a presentation in two weeks. Having a polished and rehearsed presentation ready should be the major result you want in the next two weeks. Over the next two weeks, you may break this major result into several mini ones that your accomplish each day:
Presentation title and 3 objectives
Outline of presentation
Text only for objective 1 slides
Graphics and animations for objective 1 slides
And so forth…
Do you notice how this differs from the traditional to-do list where you may write something like “work on the presentation.” That is vague and has no marker of success. What if you worked on the presentation but you never got past the title slide because you kept checking your email and Facebook feed. I guess you can check the task off your list because you did it, but did you get the result you wanted? With this to-do approach, you may find yourself putting in long hours the night before and the day of the presentation despite having “worked on the presentation” for several days prior.
Focus on ONE thing and tackle no more than three in a week
Traditional to-do lists often encourage multitasking, something that is extremely counterproductive as it drains your energy and reduces your focus. And energy and focus are limited resources. So, instead of trying to jampack each week, it is better to focus your energy and attention on one specific result or outcome each week. When you’re making your plan for the week, ask yourself this question from the book, The One Thing: What ONE thing can I do today that will make everything else easier or necessary?” Doing this will keep you focused on the most important aspects of your results list and boost the chances you get things done efficiently and effectively. You can add two minor results/outcomes along the way but they should be quick wins that don't require large amounts of time or effort to complete.
Share you thoughts:
What are your tips for planning for the week?
Do you use a to-do list? Why or why not?
What are common mistakes that you think people make when planning their week?