{"id":125989,"date":"2024-12-11T21:01:52","date_gmt":"2024-12-12T04:01:52","guid":{"rendered":"https:\/\/bemorewithless.com\/?p=125989"},"modified":"2024-12-11T21:03:28","modified_gmt":"2024-12-12T04:03:28","slug":"doing-less","status":"publish","type":"post","link":"https:\/\/bemorewithless.com\/doing-less\/","title":{"rendered":"The Art of Doing Less: 8 Ways To Simplify Your To-Do List"},"content":{"rendered":"\n
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Note: This article about the art of doing less is by contributing writer, Tammy Strobel.<\/em><\/p>\n\n\n\n

Recently, I felt overwhelmed by my ever growing to-do lists at work. When I start feeling overwhelmed\u2014and the onset of burnout looms\u2014I know it\u2019s time to simplify my to-do lists and slow down. Maybe you can relate? Today, I\u2019m going to share seven ways that I simplified my to-do lists for greater efficiency. Doing less means changing habits<\/a>, embracing quiet time<\/a> and slowing down<\/a>. If you have tasks that feel overwhelming, I hope these ideas help you.\u00a0The Art of Doing Less: 7 Ways To Simplify Your To-Do List<\/p><\/p>\n\n\n\n

1. Keep your to-do list short<\/h3>\n\n\n\n

With over 15 items on my to-do list, it became way too long, overwhelming, and a source of stress. Doing less seemed impossible. To tackle this, I transitioned from paper lists to digital notes in my Notes app<\/a>. Since I\u2019m working with two clients, I divided my lists into two separate documents. More importantly, I committed to crafting short daily lists. Finishing 20 tasks a day for each of my clients isn\u2019t possible, but I can complete 3-4 tasks a day. <\/p>\n\n\n\n

2. Try \u201cThe Eisenhower Matrix\u201d<\/h3>\n\n\n\n

Prioritizing tasks according to their deadline helps me focus during the day, and I\u2019m less likely to procrastinate<\/a>. This method is similar to a tool called \u201cThe Eisenhower Matrix.\u201d Team Asana<\/a> explained that this tool is \u201ca task management tool that helps you organize and prioritize tasks by urgency and importance. Using the tool, you\u2019ll divide your tasks into four boxes based on the tasks you\u2019ll do first, the tasks you\u2019ll schedule for later, the tasks you\u2019ll delegate, and the tasks you\u2019ll delete.\u201d <\/p>\n\n\n\n

3. Break tasks into tiny steps<\/h3>\n\n\n\n

Typically, I write three grant proposals a month for my client. Breaking down each proposal into smaller steps, such as “finalize the organization’s description in the narrative” or “complete the expense section in the project budget,” is helpful. By concentrating on tiny tasks each day, completing a grant proposal\u2014or any project\u2014is less overwhelming. When you review your tiny steps, make sure they are tiny enough. Make them small enough so you can complete them without exhausting yourself.<\/p>\n\n\n\n

4. Doing less is easier with realistic deadlines<\/h3>\n\n\n\n

Setting realistic deadlines is one way I avoid stress and burnout. Otherwise, I end up with too many tasks to complete in a very short time frame. Also, if a deadline has some flexibility, I try to embrace it; especially when collaborating with a team. <\/p>\n\n\n\n

5. Use a digital tool or app<\/h3>\n\n\n\n

I love paper planners and journals. However, paper isn\u2019t always conducive to getting team projects done. As I mentioned above, I\u2019ve started to utilize digital to-do lists and apps like Asana. Digital tools have great features like reminders, notifications, and they sync across devices. Also, the tools help me stay organized at home and when I travel. <\/p>\n\n\n\n

6. Review and update to-do lists regularly<\/h3>\n\n\n\n

Before I start work in the morning, I review my to-do lists. This routine involves removing and adding tasks to my lists, and adjusting my priorities as needed. Regular reviews of my to-do lists help me stay focused, and I\u2019m less likely to miss a deadline. Also, it\u2019s important for me to reflect on what\u2019s working well and what\u2019s not working well. I\u2019m always learning new things, so regular reflections enable me to adapt my approach to personal and work projects. <\/p>\n\n\n\n

7. Practice time blocking<\/h3>\n\n\n\n

Blocking my time during the day helped me slow down<\/a> and focus on specific tasks. Here’s how I implement time blocking: I begin by reviewing my to-do list, selecting a task, and dedicating a specific time period to work on it. For instance, when I’m writing an article, I usually allocate a 2-hour block for writing. Within this block, I write for 30 minutes, then I take a 5-minute movement break. I repeat this cycle until the 2-hour block is complete. This method keeps me alert and engaged in my work, and it’s been a great way to simplify my work life.<\/p>\n\n\n\n

8. Try a weekly to-do list instead of daily one<\/h3>\n\n\n\n

Courtney Carver suggests creating a weekly to-do list instead of a daily one. She says we over estimate what we can do in a day and tend to pace ourselves better when thinking about our to-dos over the course of a week. She also suggests enjoying your time when your to-dos are complete instead of adding more things to your list each week. It’s healthy to rest and relax.<\/p>\n\n\n\n

Bonus Tip: Keep a \u201cDone List\u201d <\/h3>\n\n\n\n

Sometimes I end my workday with a sense that I haven\u2019t gotten anything done. Logically, I know this isn\u2019t true. I might not check everything off my to-do list, but that doesn\u2019t negate the progress I\u2019ve made during the day. To save off this feeling, I\u2019ve started to keep a \u201cdone list.\u201d \u201cA done list or reverse to-do list is a list of things you accomplish. You might find that it works better to write a done list at the end of the day, but my preference is to start working on a list first thing in the morning and continue adding to it throughout the day. You can start with a blank sheet of paper or a new note on your phone and make an entry each time you complete a task or accomplish something \u2014 however big or small,\u201d says writer Nandini Maharaj<\/a>.<\/p>\n\n\n\n

Keeping a \u201cdone list\u201d is a mood booster because it helps me celebrate my accomplishments like lifting weights, doing the laundry, moving work projects forward, and more. <\/p>\n\n\n\n

Resources to help you engage in the art of doing less.<\/h3>\n\n\n\n

As Cal Newport said<\/a>, “Slow is just better. I think people are ready for it too.” Try incorporating one or two of the tips I shared above into your routine. It will help you slow down, do less, celebrate your accomplishments, and simplify your to-do lists.<\/p>\n\n\n\n