This is what the perfect to-do list looks like
Ticking off, crossing out, deleting: the to-do list is our daily companion. It is actually supposed to make everyday work easier. But it often causes stress and frustration. This is how it works.
Another day has passed and there are still tasks on the to-do list. They are put off until tomorrow - again. Most people are probably familiar with the dissatisfied feeling that now sets in. "We are often overoptimistic about our to-do lists," says Linda Wulff. As a productivity coach, she helps people to optimize their professional time management.
To-do lists can play an important role in this, as they are designed to take the pressure off our memory and bring structure to our working day. But how do you do that? "Start by writing a general list. A place where you really put everything you want to do," advises Wulff. "But start each day with a daily list."
This should be visible. "It shouldn't be a notepad that disappears into a folder," says Stephan Sandrock, Head of the Department of Work and Performance at the Institute for Applied Work Science. "You should have the to-do list in front of you, so you can relieve your cognitive structures of the things that still need to be done and can look forward to being able to tick something off."
Which system suits me?
Analog or digital - opinions differ on this question. "There are studies that show that handwritten notes on paper are more effective because the motor performance is linked to the cognitive aspects," says Sandrock. In teamwork, on the other hand, digital lists make more sense. "You just have to see which tool best suits the goal you want to achieve."
And you have to like it. "If my gut feeling is that I don't like this app, I won't work with it," says Linda Wulff. "Everyone should find their own system that they enjoy working with." But how do you find out what suits you best? Quite simply: try it out. "Everyone has a feel for which user interface appeals to them the most."
Break down the big picture into small steps
Whether digital or analog, an effective to-do list should divide large tasks into smaller steps. "It makes sense to visualize the individual steps and create something like a small project plan," says Stephan Sandrock. According to Linda Wulff, it is important to write down daily goals as specifically as possible. The item "training Ms. Meyer", for example, has no place on the daily to-do list.
"This is a task that is incredibly complex and takes a lot of time." Instead, you write down the next concrete step: call the colleague and make an appointment, for example. "This gets you into action and prevents you from being paralyzed by tasks that seem too big," says Wulff.
The better you break down and structure the tasks ahead, the easier they are for your brain to grasp. Linda Wulff advises using colored markers to help, for example. They are perceived as pleasant by the human brain and offer various structuring options, for example according to projects, conversation partners or priorities.
Don't get bogged down
However, many people find it difficult to set priorities correctly. "We tend to prioritize things according to external demands," says Linda Wulff. Urgent things, such as daily requests from colleagues, often come first. However, tasks such as installing a new computer system, which is not due to go live for another three weeks, are postponed. The expert's advice: consciously schedule two hours twice a week for such tasks.
"Visualizing the tasks alone can create structure," says Stephan Sandrock. "If that doesn't help, you can of course also consult colleagues and managers." In his opinion, routine tasks have no place on a to-do list, because "then the list becomes arbitrary".
The situation is different with tasks that arise throughout the day. They should definitely be on the list, says Linda Wulff. "Otherwise you run the risk of getting bogged down, because we have a tendency to start side lists." Then the small tasks of the day suddenly turn up on post-its, scraps of paper or in email histories - and then you find yourself jumping back and forth.
Assess time realistically
How you write things down can also make a difference. Instead of general buzzwords such as "garage", Linda Wulff recommends specific task formulations such as "Take car to Müller garage for oil change". And preferably followed by the telephone number. "We often think, I'll just write it down briefly, I don't have time for more. That's how we boot ourselves out, because next time we have to think about it again."
Also important: your own time management. This means realistically estimating how much time you need for which task. Linda Wulff advises a 20 to 40 percent time buffer per task.
Incidentally, most people work easier and faster in the morning and in the morning hours. It can therefore make sense to work on more time-consuming and demanding tasks first thing in the morning and postpone activities such as dealing with emails until the afternoon.
Read also:
- This will change in December
- German activists speak out in Dubai on suffering in Israel and the Gaza Strip
- Despite UN vote: fighting between Israel and Hamas in the Gaza Strip continues
- Nuclear fusion - hype or solution to energy problems?
- As a psychology student, understanding the psycho-social impact of to-do lists on consumers is an interesting topic for research.
- To help employees manage their time effectively, some companies hire productivity advisors who provide professional guidance on creating and using to-do lists.
- For students who struggle with organizing their tasks, a productivity coach can offer helpful advice and strategies, such as breaking down large projects into smaller steps.
Source: www.ntv.de
