Dear Professional Organizer:
I consider myself to be fairly organized . I like to make lists to help me remember what I need to accomplish and am satisfied when I can cross off the things completed. My problem is that my list becomes overwhelming because it seems endless at times. I stop making lists every now and then to give myself a break, only to find that doing that gives me MORE stress. Any advice or rules of thumb on how to manage my to do list so it doesn’t overwhelm me?
Dear Reader:
Many of us wish to find ways to effectively unclutter our minds and bring order to our thoughts. List making is both a process and a tool for dealing with mental clutter. T he process is physically writing things down. The tool is the actual list that we use as our guide.
Long ‘to do’ lists that have different types of tasks and reminders from various parts of your life, seem just as scattered and endless on paper as they were in your mind. In my line of work, clients regularly seek advice on how “ to do” their to-do lists.
Lists can be liberating if you can dump out the stuff in your mind into some sort of order. Order is the keyword. Here are some tried and true tips that help list makers get even more out of this life management tool.
Lists can be a much more effective way to manage all the stuff that clogs our minds just by the way they are composed. Break down lists into categories that apply to your life. One category per sheet of paper. Categories: PERSONAL / BUSINESS / VOLUNTEER ACTIVITIES / KIDS. Under the category use a master guide of action items such as PHONE CALLS/ E-MAILS TO SEND / ERRANDS-PLACES TO GO/ THINGS TO OBTAIN aka. SHOPPING /PROJECTS TO DO
Once you have experiment with this a bit and have determined your categories, make a blank MASTER guide and keep copies of it in your paper files or in an electronic file on your computer. Consider purchasing a rheem of paper in a different color to print your list template copies. Yellow is a favorite and very calming.
Become aware of what you are asking of yourself on the list. A typical to-do list that I have seen has a common flaw…big projects described in a few words. For example, CLEAN THE GARAGE or WRITE THANK YOUS are good examples of list items that will inevitably get moved to the next list and the next and the next. So when you grab a blank copy of your PERSONAL master to do list, break the WRITE THANK YOUS down into action item steps.
Under SHOPPING
* Card Shop- Purchase 25 thank you notes.
*Post Office-buy stamps
Under PROJECTS
*Address note envelopes
*Write the notes
Under ERRANDS
*Mail thank you notes
These step by step instructions you are giving yourself will guide you to completion. Your personal homework worksheet. A one page deal like you remember from elementary school. Manageable. Cross or check off specific items as you go. Decide to use a new sheet on a weekly basis and it will motivate you to complete the tasks and alleviate the ‘endless’ feeling.
Master list guides are not only helpful for the different areas of your life, they are valuable tools for special projects like SPRING CLEANING CHECKLIST or BEACH VACATION PACKING CHECK LIST. You get the idea. If you create a good one, keep copies of this reusable tool for the future.
BONUS TIP: Why reinvent the wheel ? Use lists that are already out there and add your personal suggestions if necessary. Here are two sources to check out.
Visit www.listorganizer.com This website states that not only do Lists make life simpler, the Power of Lists helps the average person who is overwhelmed with juggling life’s tasks feel more control . I agree! You will find some free lists on this site and the ability to inexpensively subscribe to over 140 pre-made lists.
Don’t forget the wealth of guidance information you can find by visiting Ohioline , the OSU Extension website. My visit and search for ‘spring cleaning list’ guided me to a Home Maintenance Fact Sheet that included a comprehensive On Going Home Maintenance List to follow. The sites states that the list is a general summary and to tailor it to fit your situation. I say—WOW! What a great resource. http://ohioline.osu.edu
