Tackling To-Do List Anxiety

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Today: Tackling To-Do List Anxiety

Ever feel overwhelmed by a never-ending to-do list? You're not alone. One of my good mates recently confided in me about his struggle with to-do list anxiety – that feeling of dread and overwhelm that comes with managing a massive list of tasks.

The constant pressure to remember everything and prioritise your tasks can be paralyzing and really put you on the backfoot. We've all been there!

After our chat, it got me thinking, what are the best ways to keep organised, stay on top of our to do lists and keep track of everything going on inside our heads?  I feel like this is a problem we all face, so let’s tackle it. 

The Power Writing It Down:

The first solution that popped into my head? Write it down! Keeping everything in your head is a recipe for anxiety (and forgotten tasks).

But the question remains: where should we write it all down? 

Me and My OneNote 🤝 :

During my high-school days, everything lived in my head: classes, deadlines, trainings, commitments, activities, everything! I will admit this was doable but in no way was it effective. So, starting uni and my ‘big boy’ job, I knew I had to get my sh*t together.

To do this, I first relied on my phone's notes app. I started with a simple to-do list, then a book list, a workout routine... it quickly snowballed into a collection of notes for every category in my life.

The problem? Being glued to my phone wasn't ideal. That's when I switched to using a trusty Microsoft OneNote - something I could easily access from both my phone and laptop (you can do this with notes if you have a MacBook btw, but I do not).

Now, OneNote is my organisational lifeline. From travel plans to writing snippets, to managing my finances, it holds just about everything that crosses my mind.

Why OneNote?

I'm well aware that there's a whole world of organisational systems and platforms out there vying for your attention, but here's why I love OneNote:

• Familiarity: I used it in school and uni, so I'm comfortable with the interface.

• Accessibility: It's free with a Microsoft Office subscription and accessible from anywhere online!

• Simple Structure: I am the kind of guy who prefers bullet points over mind maps, so I find OneNote perfect (as opposed to some of the newer and fancier platforms).

Building a OneNote/Organisational System:

Building an organisational system is completely personal, however, here's a basic structure to get you started:

• Goals & Systems: Track your short and long-term goals, along with the systems and routines you're using to achieve them. This is also a great place to include your personal mission statement (I spoke about this in a previous article - The Quarter Life Crisis).

• Finances: Keep your finances organised. This could include budgeting information, bills, and financial goals. My advice, read The Barefoot Investor, work out your ‘buckets’ and keep your ‘serviette strategy’ in this tab.

• On My Mind: This is your central hub for to-do lists, random thoughts, to read lists, etc.

• Extras: Create additional sections for anything else you need, like health & fitness, travel plans, or book summaries.

Benefits of Writing Stuff Down:

• Peace of mind: Knowing you have everything documented frees your mind to focus on the present task.

• Idea growth: Capture fleeting ideas and let them marinate in your OneNote. You never know what new perspectives you could bring to these thoughts in a few months or even years!

• Future reference: A funny example that I stumbled upon when reading Tim Ferriss’ Tools of Titans, was that he wanted to get washboard abs just like when he was 25 (he is 50 odd now). So, he went back through his meticulously kept documents and found his exact diet and exercise routine from when he was 25, repeated it, and voila!

Building a Better To-Do List (IMPORTANT):

One of the biggest game changers for me, was when I started splitting my to-do list into four, as per the Covey Matrix. Developed by Stephen Covey in his book 7 Habits of Highly Effective People (Chapter 3: Putting First Things First), the Covey Matrix categorizes tasks into four quadrants:

• Urgent and Important: These are the critical tasks that demand immediate attention. Think deadlines, emergencies, or anything that could negatively impact you if neglected.

• Important but Not Urgent: This is your golden quadrant! These are the important tasks that contribute to your long-term goals and overall well-being, but they don't have a pressing deadline. This is where strategic planning, relationship building, and personal development activities often reside. Focus on spending the majority of your time here!

• Urgent but Not Important: These are often interruptions or tasks that appear urgent but don't contribute significantly to your goals. Examples could be answering unimportant emails or dealing with minor problems created by others. Delegate or learn to say no to these tasks whenever possible.

• Not Urgent and Not Important: Eliminate these tasks from your list entirely. They're just time wasters that distract you from what truly matters. Think doom scrolling, binging tv, binging video games, unnecessary online shopping.

By organising your to-do list using the Covey Matrix, you gain much-needed perspective and clarity on what truly deserves your attention. Remember, the key is to target Quadrant 2, the important but not urgent tasks. This strategy ensures you're making progress on your long-term goals, not just putting out fires all day!

Common Pitfalls:

• Prioritising the WRONG Tasks: Don't get bogged down by unimportant tasks. This is just a form of procrastination! Don’t even look at quadrant four!

• Neglecting Wellbeing: Remember to add self-care activities to the list. Activities like reading, exercise or meditation should be prioritised (quadrant two). As Robin Sharma says, "If you're too busy driving to stop for gas, it will soon catch up with you."

Everyone has their own organisational style. The key is to find a system that works for you. OneNote might be your perfect fit, or you might discover another tool you love. What matters most is writing it down, prioritising those quadrants two activities, and conquering that to-do list anxiety!

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