Before, I had an interesting conversation with an entrepreneur. While we were discussing, I noticed a sheet of paper before him with activities for that day. Those that were finished were crossed with a pen, and at the moment when I arrived, the last one was not completed and still in progress. It is a to-do list, something that makes each of us more organized and productive, allowing us to complete all activities for the current day.
In my case, as a To-Do list, I am using an iPhone and Desktop app named OmniFocus.
It doesn’t matter if that list is a kind of application, a piece of paper, or a notebook. It is more important that it exists and is used by all who work on something.
But, it is also evident that sometimes, it does not perform as we think it will perform. This means that we don’t succeed in completing everything we planned for today, and because of that, some activities will be moved to the next day. This will lead to overwhelming and again will suffer our achievement.
That’s why I came up with nine ways that can help us to always finish everything on our to-do list in reality.
📖 Key takeaways
- You want everything finished on your To-Do list, so start prioritizing tasks to ensure that the most important activities are completed first. This will lead to increased productivity and a sense of accomplishment.
- We are living in a very busy world, so achieving balance requires you to set clear boundaries and focus on self-care, which improves your own life with joy and fulfillment while you have finished everything on your To-Do list.
- Delegation of tasks prevents burnout and enhances team productivity by allowing others to contribute their skills and talents. It also frees up time for you to focus on bigger-picture goals and responsibilities.
1. A Personal Commitment to Finish Everything on Your List
Although it does not necessarily mean that it can be of great help, if we commit to ourselves that something should be done, it is more likely that we will finish it. Otherwise, without commitment very quickly, our brain will leave these things for tomorrow, and so on forever, until we realize that we can not finish them.
When I struggled with a list full of tasks, someday I realized that I gave up too easily from many tasks on my list that had been waiting to be done for months. Some of them were exciting ideas I wanted to implement. But, as time goes on, it becomes clear that I can not finish them. Many times I asked myself is it possible to feel hopeless but still have the desire to get up and work.
The first excitement when I put them on the list was gone, and the feeling of disappointment made it easier for me to delete them. That was wasted potential. Good ideas become dead.
So, be smart and commit yourself to always trying to finish everything you have on your to-do list.
2. Focus and Prioritize the Tasks on Your To-Do List
There is always something more important than other activities on our To-Do list. Prioritization ensures that the most critical tasks and activities will happen first. In such a way, we will start tomorrow with them, not with some trivial things.
In the past, I have found myself many times in a situation when everything is a priority and must be finished first. Then, I realized that when everything’s a priority, in reality, nothing is.
By completing the most essential tasks, the percentage of successfully finished tasks on a daily basis will be much more significant. Because with prioritization, you will not become addicted to an activity that gives little in return. That’s the biggest difference prioritization brings to you.
Sometimes, I was in a situation where I had only the list without any prioritization of the tasks on that list. It was terrible for me because:
- Many times, I find myself not following the task order on the list. So, if the order is not important, I can quickly bring chaos into my to-do list. I start with the last task, then go to the middle, and so on. And this is not so evil if the tasks will be finished. The wrong thing is that I started not to have respect for my list. So, in such a situation, it was much easier for me to throw away many tasks.
- Without prioritization, I easily allow other people’s priorities to become my priorities. In such a way, my duties continue to stay unfinished on my to-do list until I decide to delete them. So, my personal productivity in that period of time was not at the level I wanted to be.
3. Analyze Your Time
The time you have available is 24 hours a day, which includes sleeping, entertainment, time with your family, watching TV, etc. However, when you know how much time you have to carry out your daily tasks, you can divide the tasks accordingly. In such a way, you will allow yourself a specific time to finish your tasks.
When I analyze my time, it becomes clear that I am not systematic at all in managing my job and personal life. I didn’t know when I would work on what. I didn’t know how I would spend my time tomorrow. My time was chaotic. This analysis helps me to learn more about myself and how I spend my available time. After this, I started to work in many smaller time slots.
4. Increase Your Time and Energy
One additional option that can help you finish everything on your to-do list is to increase the time you spend on those activities. This means reducing your time for sleeping, entertainment, family, watching TV, etc.
However, you can also increase your time through an appropriate delegation process (one of the managerial activities) for activities that are not so important to you. Reflecting on the concept of death, consider how the end of time or opportunities can motivate you to prioritize and delegate effectively.
You can read more about the time and how much time we have here.
5. Don’t Try to Get Everything Finished Yourself
Trying to get everything finished by yourself can actively decrease your own productivity. Why? Because you only have a limited amount of time and energy to control everything in your own hands.
Yes, you have a sense of responsibility, and you worry that nobody can do the job better than you. Still, if you try to do everything yourself, you will quickly become overwhelmed and burn out. You must share your responsibility and don’t worry that nobody can do like you.
This is where delegation comes in if you want to increase your productivity. By delegating tasks to others, you free up your time, part of responsibility and energy. Also, you don’t worry that someone else cannot do the job, but you allow others to use their own skills and talents. This can lead to a more efficient completion of tasks and a better end result.
Delegation requires trust in others, clear communication, and the ability to let go of control. But by mastering this skill, you can achieve more in less time while also developing your team’s abilities.
So, don’t be afraid to delegate tasks that are not essential for your own personal growth or development. Focus on what matters most and leave the rest to others. This will not only benefit you in terms of time management and productivity, but it also shows your team that you trust and value their capabilities.
6. Balance in a Busy World
In a world that wants our time and energy all the time, balance is key to a happy and healthy life. With so many demands pulling us in different directions, it’s easy to get caught up in the chaos and lose sight of what’s important.
To create balance, you need to put self-care first. That means setting boundaries and learning to say no to things that don’t add value to our lives. By doing that, we create space for things that bring us joy and fulfillment, and we can nurture our relationships with loved ones.
In a world that thinks busyness = productivity, we can feel like we’re not doing enough. But by focusing on what adds value to our lives and letting go of the nonessentials, we can create harmony and thrive. Remember, balance is not about doing everything. It’s about doing the right things that enrich our lives and give us meaning.
7. Optimization of Details
Another option to finish everything you have on your to-do list is to start with the right optimization, viewing each task as a new beginning.
What does to-do list optimization mean?
Optimization is the process of optimizing the activities included in the list according to your capacity and competencies. You may want to complete 100 activities, but your capacity and the time capacity will allow you only 15.
8. Progress with Purpose
Success in any area of life requires a clear sense of direction. By setting clear goals and a plan, you create a sense of urgency and make progress towards your objectives. Don’t get distracted by the latest trends or shiny objects.
Having a clear sense of purpose in an ever-changing world is key. We can keep momentum and stay motivated by breaking down big goals into smaller tasks. Celebrate the small wins along the way, and you’ll stay hopeful and energized to keep moving on your journey.
You must be focused on the present moment and one step at a time, and you’ll feel progress and momentum. This will help you achieve your goals and add richness to your life with a sense of accomplishment and satisfaction.
Remember, progress is to be in the present moment, focus on the details, and keep moving no matter what.
9. Review of Your Prioritization and Details
As you use your to-do list more often, the “self-learning” process is activated. On the other hand, the priorities are not always the same. They are a variable category. Therefore, from time to time, review the prioritization you are using. This is necessary because it can help you refine and improve your skills in prioritizing tasks.
Remember, what works for someone else may not work for you, so personalize your prioritization method to fit your needs.
