“I have so much to do, that sometimes I don’t even know where to start!” How many times of you heard yourself say those words? I know that’s how I’ve been feeling the past week. When we have unexpected things happen, our responsibilities don’t just stop. Things keep piling up and eventually there is this big bunch of things to do and you almost feel paralyzed because you feel like no one thing is going to make a big enough dent to actually be considered a priority. In order to know where to start, you have to know ALL that there is to do. That’s why it’s important to have everything that you need to do in one place, and then you can more easily decide what needs to be done first.
I like digital tools, but before technology can help, I have to know what I’m going to put in that tool and how I am going to structure it. I was feeling really out of control last week, so I did what always calms me down – got out a pencil and paper and start dumping my brain onto the page. If you try this, don’t worry about it being pretty or cohesive or anyone else understanding what in the world you’re writing. It’s so freeing to get what’s in your head onto paper, and then you can actually SEE all the things you need to do. Unless you are super-human, it’s nearly impossible to figure out what to do and when if everything you have to do is floating around in your head all at once.
If you’ve read the book The One Thing by Gary Keller, you know that he says there is always one thing that’s more important than everything else at that very moment in time. Sometimes it’s so hard to figure out what that one thing is and it’s so much easier to just do busywork and make yourself feel like you’re being productive when in fact you’re doing nothing! A good example of this is spending the entire day working out of your email inbox just responding to messages and taking care of brief little tasks, and then putting other, bigger projects aside for “later”. If you do that type of triage all the time, “later” never comes, and those big tasks begin to create an overwhelming pile.
I’m trying to unbury myself and am doing this in my personal life using Trello. It’s a free app that I use on my laptop and on my iPhone where you can create different teams (which I’m using as areas of my life) and within those teams, you can create as many project boards as you want. These are kind of like digital bulletin boards where you can create lists and tasks. Trello gives you a visual representation of all of your to-dos and lets you drag and drop them where they go. I took my handwritten notes and figured out there were several areas of my life: Me, Family/Friends, Household, Volunteer, Side Hustles, and Work. I use a different task management system at work called Nozbe. Some people like to use the same system at home and at work, but I prefer to keep them separate, so I decided for these purposes to nix the work category in my Trello app.
"Don't worry about your system being perfect - an imperfect system is better than no system at all."
I started getting so excited about my new system that I spent a lot of time designing it, thinking, “should I have a separate areas for my blog, piano lessons and Clever Container sales or should they all be in one area called Side Hustles?” I realized I was going down a dangerous path spending more time designing a system than using it! I’m giving myself permission to start where I’m at and improve as I go. That’s one of the things I like about Trello – it’s really easy to drag and drop tasks to different lists, put things in different order, and move boards to different teams.
Once you get going and have all your responsibilities out of your head and in your chosen system, give yourself time to review all tasks and decide what is the “one thing” is that will move you forward, and what the next one is, and the next, etc. Consider assigning due dates and reminders. If you have projects that you repeat, create a template so you can copy and repeat what works best for you. Don’t worry about your system being perfect – an imperfect system is better than no system at all!
A woman with many roles in life who knows the necessity of keeping things in order!