The most recent blog introduced the need for a not-to-do list, including the importance of saying “no”. However, it isn’t enough to say “no” when asked, as much of what we need “not-to-do” involves timewasters that are already part of our routine; and those may be hard to recognize since they are engrained and habitual.
Many resources describe ways to identify the tasks we should avoid or minimize, as well as providing help in formatting an actual list. Some activities that should “make the list” are unnecessary. Others, while arguably necessary, but need to be “controlled” by batching or removing from our peak productivity time. Regardless, one way to determine goes on your list is to “audit” your actions for a few days. Meaning tracking your actions. This can be done in several ways. Need help? There are innumerable online articles on the topic. You could also try one of the online AI assistants to help you identify what to track and/or to format your checklist. They are great for this type of activity.
But if you want to do it yourself, you can start by tracking your activities over a 1–2-day period. For instance, set an hourly reminder to pause 1-2 minutes to jot down how you have spent the last 60 minutes. While some might take time to recognize and note, other activities such as phone calls, emails, and texts can be identified by looking at your history on your phone or other devices. Easy! But remember to identify time on social media, any “drop in” or scheduled meetings or conversations, and time responding to invites for upcoming meetings, responsibilities, etc. Don’t forget to also document the productive work and progress achieved during the hour, as well as any breaks and meals. You will likely think of other details—time wasters, energy drainers, and even positive activities. Next, convert you list from this initial “audit” to a simple checklist. For the next few days, note when, how often, or how much time spent with each—adding new items as they occur to you.
In general, there are certain items you’ll likely identify on your final list and will need to identify potential ways to adapt your behavior based on the list. The following are common:
- Social media activities—FB, Instagram, regularly checking on newsfeeds, etc.:
- Alternative: Limit to pre-set periods—batch to avoid disrupting productive tasks
- Taking every call and/or responding to messages (emails, texts, phone) “real-time”:
- Alternative: Similarly set times to respond to texts, phone messages, emails
- Pursuing stray thoughts as they occur, breaking train of thought and productivity while going down rabbit-holes:
- Alternative: Use a notepad as “parking lot” to jot ideas for later pursuit
- Long work periods without breaks
- Alternative: Schedule periodic time (and an alert) to walk, stretch, eat, etc.
- Impromptu calls, meetings, extraneous discussions
- Alternative: Let others know you are working on priorities, not accepting meetings; keep office door closed while busy.
- Agreeing to every request
- Alternative: Consider the “opportunity cost” associated with any new request; recognize saying yes to one means inability to accept another. Practice and learn how to say no, forcefully but correctly.
In the end, keep your “Not-To-Do-List” visible and “present”. Periodically audit your activities until they become second nature. Even necessary tasks should be scheduled so that you protect your most productive time of day for the most important tasks that allow you to progress in projects most meaningful to you.