We talk about “Next Actions Lists” a lot around here. 🙂 And that’s because most people work from long, overwhelming lists that rarely get “done.” We’d like to help you change that.
A member of our Steps to Everyday Productivity program asked this question in a live Q&A call awhile back, and we wanted to share the question and answer with YOU! (Either read/watch below or listen to the podcast audio linked above!)
QUESTION: I am having trouble with context-based to-do lists because I feel like I am putting too much on them. I have all these one-time tasks, and it’s just turning into yet another overwhelming to-do list. What’s the best way to manage this?
QUICK ANSWER (but watch the video and listen to the podcast for more detail!):
- Reprioritize what you are adding to your list. Chances are you have WAY more on that list than you can do, and it’s essential to prioritize and then defer as much as possible.
- Make sure you identify the true next action. Most things that hang out on your lists for days and weeks are only there because you aren’t clear about what exactly needs to happen first to move it forward.
- Keep your list short for maximum productivity. Yes, it would seem that productive people must have really looooong lists. But the opposite is true (from my experience). People who get a lot done without burning out have learned to focus on the essentials. You can do this too!
Would you like your very own printable Next Actions List?
We have several layouts available here for you! Just click on the corresponding image to access the Next Actions list that will work best for you!
Related Resources
If you’re looking for a great digital tool to manage the things you need to do (or if you simply want to see what others are doing so you can compare the process to your current system), here’s a podcast that explains a simple way to use Asana.
*Getting Things Done by David Allen
And if you’re new here, visit our free class!
***This page includes affiliate links. Please read our disclosure for more info.
I got such a kick out of burning the candle at all ends and even the middle! Boy, could I relate to that! Enjoyed the podcast & video. Will work to use these suggestions…
Thank you!
Wishing you continued clear, clean, beautiful space!
Susi Katz
So funny…soul sisters!! Let’s both commit to not doing that anymore. 🙂 So excited you’re here with us, Susan!!
April, I went through your course a couple years ago & fell headfirst off the wagon! I see your emails & I tend to read/listen, and then I don’t. Today I did. Thank you – for your kind persistence. Two things that most impacted me were: 1) ask myself why I’m not getting something done & then either get to the ‘real’ next step or delay the project. 2) remember my yes means no to something. It immediately occurred to me I’ve learned a similar lesson in our budgeting. If we think we need to make an unbudgeted expense, we ask where is that money going to come from – what category or savings. I rarely do that with my time & dwindling energy. You podcast was a godsend this morning. And now I’m excited to go through the STEP program again. And encouraged that I can grow in this area, even at 68. Thank you!
Thrilled this was helpful for you, Debby! You’ve got a GREAT sense of what all of this means and how to apply it. And I think you’ll find that your energy and time will feel magnified as you consistently keep these habits going. You can do this!
Oh April I have missed you! This has been SO helpful for me to watch right now, having had several weeks off over the summer and coming back to what feels like chaos, and not wanting to start a list for fear of it being overwhelming. Really helpful. Thank you as ever! xx
So happy to be helpful to you, Emily! I understand the fear of chaos…but with these tools, you can meet that fear head on. You’ve got this!
Another podcast that hit home with me again! Thank you so much for clarifying the issue of breaking down the action you eventually wanted to do. Homeschooling high schoolers and one just been diagnosed with Autism, my paper load increased exponentially. Just thinking about it now, makes me want to run and hide. I will share more in the FB group. But waking up or even during the day, the feeling of heaviness because of what is needed to be done, has been a daily thing this past 2 weeks. Now, I will take 4 of the BIG boulders and break them down to smaller rocks, and into pebbles. Thank you for a refreshing way to look at our load!
Amy, this system of processing is going to change your life. you obviously care deeply about your children, and once you can lock in the paper-processing, I have a feeling you’re going to feel a lightness that you may not have known existed. Soooooo excited for you!!
We are into a huge move about 4 hours away, to a smaller home. I’m excited to use these tools, as we put our home together and put things out. I think I may have a few boxes of things that I need to just use up and give away, and to not let them even hit my cupboards or shelves!
Any good suggestions from you would be very much appreciated. I can organize others and struggle with myself. Ugh
Karey, thanks for reaching out to us! We have a couple of podcasts specific to what you’ll be working on as you move into your new home. 🙂 This one talks about moving and unpacking: https://learndobecome.com/episode20/. This one helps with sorting through things while deciding what to keep, donate, or toss: https://learndobecome.com/episode51/. We hope this is helpful! Wishing you all the best in your new home!!
I like your idea of crafting your perfect day. I decided to create a daily planner page that was a context based next action list and during my engage daily, which is time I spend each day reviewing the new day and looking over my calendar (which is also my tickler file), my email tickler folder, my routines, and my monthly/annual tasks lists, I decide what tasks are REALLY nagging at me to get done (like a monkey on my back kind of thing!), then what tasks are important and need to get done right away and finally, what will fit in my schedule for the day. I just started getting into this routine, but it makes the list feel very focused and I’m careful not to put more than 5 or 6 items on it. The most important part is that my heart gets a LIFT instead of that sinking feeling and I really feel like I can do that!
Jennifer, I love this! It sounds like you have a great system that is allowing you to feel clear and ready for each day. That’s amazing! Keep up the good work and thank you for taking time to comment here. We’re so glad you’re here!