Getting things done isn’t just about making a to-do list. That can help, but there are other techniques and tools you can implement to keep your inner calm and get things done at the same time.
One list to rule them all
I used to make a lot of lists to get things done. Between running a small farm, as well as my own business, building this blog, growing a lot of my own food, pretty much running the household and managing to keep it from becoming overwhelming, I need to remember a lot of things.
I used to write lists on slips of paper all bundled together with a bulldog clip, but if I wasn’t near that paper I would pop a note on my phone or grab another piece of paper to jot it down. So then I had three or four lists all going at the same time and if I wasn’t near the list when something popped into my head I would create a new list.
Then I discovered ClickUp and there are other similar tools available too – I just happen to like the features of Click Up better than others I have tried. And I have by no means tried them all.
With Click Up I can schedule start and finish dates, set recurring tasks (like things which I need to do once a month or once a quarter). I can set follow up tasks, create dependencies between tasks and tick things off my list when they are done.
I can also create sub-tasks and add emails and documents to tasks so I don’t have to go hunting around my hard drive or on the cloud to fid the relevant information I need when it comes to actually doing the task.
Click Up also allows me to see all the things I have planned for one day and I can realistically look at the list and realise that it may not happen, and easily shuffle tasks to other days.
Remove the Distractions
When I am on task, I purposely turn my phone to silent, close down the browser tabs on my PC or apps on my phone and don’t allow myself to be distracted. This sounds simple – like everyone should be doing it.
But not many people actually do – when you’re sitting at your desk, turn your phone face down so it can’t distract you and if you’re doing deep thinking work, turn your phone to silent. Most people don’t expect you to be on call 24/7 and leaving a voice message is pretty normal these days – just make sure you schedule times to respond to messages.
I check business emails when I first go into the office – I don’t check them on my phone anymore – I found I was pulled into conversations when I wasn’t in work mode. This created a two-fold challenge:
- It took me away from being present to whatever I was choosing to do at that time, and
- I wasn’t fully present for my clients either.
No-one really got my best.
By allocating specific times to respond to emails it freed up time for me to focus fully on emails and fully on other tasks when needed.
Work in Time Blocks
By allocating one-hour blocks to do specific work – and having removed the distractions I am able to hammer through things to get them done. Even the tasks I don’t enjoy doing. Let’s face it – if I know it is only going to take me an hour to get through something, I can put my mind to it and get it done! And in many cases, it takes less than 60 minutes to get through the task I don’t enjoy and I can get on and do something more enjoyable.
Even when I’m out in my garden I work in time blocks or small achievable goals. When my winter vegetable garden (around 50m2) needed serious weeding at the end of the season, before I could get started with my summer produce, I weeded it progressively by weeding two-yard carts at a time. I started with one row and worked my way through the garden.
Once I had filled a yard-cart I fed it to the chooks. Two-yard carts per day was the measure. This meant it was achievable, and the chooks got a daily supply of greens, rather than being inundated for a couple of days and then getting nothing. And I didn’t feel overwhelmed by the task – every couple of days I could easily see progress.
Delegate or Outsource
There are some things I just don’t like doing – not even for 60 minutes. Like cleaning the glass in the shower, scrubbing toilets and mopping floors. They do not give me pleasure, not one ounce of joy. And my husband has a blind spot for mess (bless him – he is so good at so many things). The last thing I want to spend my days doing is cleaning or nagging anyone else to clean. So I don’t. It.does.not.bring.me.joy.
I delegate it. By employing a cleaner I free up more than just the 2 hours of time it takes to get the job done. I free up my mind to not even stress about it, I free up my procrastination muscle because I don’t have to procrastinate about that and I free up my heart because it actually does give me joy to see that someone else has done it for me. And I don’t mind paying for that pleasure!
And in delegating I am in a small way providing meaningful work for someone else – and that makes me feel pretty darn good about that!
I have also outsourced things that I am just not good at – like setting up accounting systems. Also not my favourite thing.
So I outsourced that too – found a great bookkeeper who operates an online business and gave her the pleasure of doing it. Honestly, she loves that stuff – it makes her day when I ask for her help – it gives her purpose.
I am more than happy to outsource that because the time it would take me to get it done would be much better spent doing something that I’m good at, enjoy and contributes to my well-being. Outsourcing to her also contributes to my well-being.
Don’t do it
I know you think that thing is important right now, so ask yourself – will it make a difference in 5 years’ time? If the answer is No, then I would consider whether it really needs to be done or not.
Hugging your kids or your partner – important – now and in the long run.
Printing and filing away your bills into alphabetical order by date received and amount paid – not important.
I place all my bills in one big tub as they are paid – so they are roughly in date order. I keep 5 years’ worth for tax purposes. After that they get shredded and then composted. If and when I need to find something – and it is rare – I can spend a few minutes going through the tub – and I will find it.
If I’ve received it via email and it is automatically deducted from my card, I have a rule set up to move it into the appropriate file (named after the service provider). It remains unread. If I have time I will have a quick look at it – otherwise it automatically gets files and paid.
I do go through my bank statements to see if there are any charges out of the ordinary – but I would do that anyway, so if a regular bill is an irregular amount I can then go back and look at the invoice on my email.
Ringing or visiting your mum for her birthday – important.
Ironing your undies – not important. Presumably no-one is going to see them except you and perhaps your partner so don’t waste your time.
Feeding the dog – important.
Watering the garden in winter when it’s raining – not important.
You get the idea … do what’s going to make an impact.
Forget the rest.
These are just some easy ideas that you can implement all at once, or one at a time to make your life simpler, easier, and full of the things that bring you joy. After all, isn’t that what it’s all about?
Got another idea for making life simpler?
Drop a comment below – I’d love to hear from you!
