Newsletter issue #4: Productive Lists

“You can do anything, but not everything.” - David Allen

Here’s our to-do list for today’s issue of The Productivist:

🔳 Realize to-do lists are ineffective for getting things done.
🔳 Find out the most effective way to approach important tasks.
🔳 Learn how to ensure your new projects get the time they need.
🔳 Discover how to create a trusted system to never forget about any task.

Let’s explore!

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Big Idea: To-do lists keep you busy, not productive.

Mixing easy and hard tasks into one list is what I would do if I wanted to stay in one place forever.

☑️ A hidden purpose
☑️ of writing to-do lists
☑️ is to feel accomplished
☑️ at the end of the day when
☑️ you look at all the things you’ve done!

That’s why, you prioritize QUANTITY over the IMPORTANCE of tasks.

In other words, you check off all the easy items first.

The problem is…

Once you start with easy dopamine hits, it becomes close to impossible to go back to the harder tasks.

And even if you do, you feel miserable.

The solution is to SCHEDULE all important tasks.

Do the hard things first thing in the morning.

Your willpower is at its highest.
You get the least distractions.
Your focus is at its peak.

And tackle the easy
tasks afterwards.

Now, let’s go over the productive lists you should consider keeping
because they help you capture tasks that may otherwise be lost,
ensure things are taken care of with a trusted system, and
keep your stress level low.

Productive List #1: The Drop List

If you are starting a new project, setting a new goal, or introducing a new habit…

You need a drop list.

What activities do you need to stop doing in order to succeed in your new project?

Time is the only finite resource we have.

So before you ADD new projects to your schedule, you must DROP something else.

What are you going to stop doing next month in order to achieve your new goal?

Do not forget about the drop list.

Suggested cadence: Every 1st of the month
Suggested platform: In your journal

Productive List #2: The Procrastination List

Keep this list for your low-effort low-significance tasks.

E.g.:

• Research things to do in Lisbon prior to the trip

• Buy a wedding gift for a friend

• Clean up my Mac desktop

• Repot my plants

• Order frames

When you feel low-energy or find yourself procrastinating, you can refer to this list to keep moving ahead with the tasks that are not as urgent or energy-demanding but need to be done.

Suggested cadence: Ongoing
Suggested platform: Notes, Notion, Todoist

Productive List #3: The Frustration List

Thank you, Dickie Bush, for this life hack.

Eliminate your frustrations using a simple 3-step system:

1. Create a list of things that bother you, e.g.:

   • Flickering lightbulb in the second washroom

   • Messy shelf with spices in the kitchen

   • Work stuff that you hate doing

   • Chargers not working

   • Disorganized freezer

2. If you can resolve any item in under 5 minutes, do it now.

3. For the rest, schedule a recurring time block in your calendar every 2-4 weeks to tackle the list, resolving as many items as you can in the given time.

As new frustrations appear, add them to the list and trust they will be taken care of.

Lower your stress with this system.

Suggested cadence: Ongoing
Suggested platform: Notes, Notion, Google doc.

Productive List #4: The To-Be List

Sometimes we forget that we are human beings, not human doings.

Who do you want to be today?

Do you want to be productive and focused?

Kind and supportive?

Inspiring and helpful?

Writing down commitments of how you want to show up today
is way more energizing than listing all the things you must DO.

Focus on who you want to BE today.

Suggested cadence: Daily
Suggested platform: In your journal

Tiny Habit: 5-minute rule

The procrastination list ensures you are not wasting your low-energy afternoon.

But, it is not an excuse to keep procrastinating on the same task for days.

If you have been delaying tackling a particular project, remember this
5-minute rule:

1. Set a timer for 5 minutes.

2. Commit to focusing and making progress on that task for the entire 5 minutes.

You don’t have to finish it.

But getting started often is the hardest part.

It is only 5 minutes, so you have no excuse not to give it a try.

If you feel momentum, continue beyond the timer.

But if you need a break, you can always repeat the 5-minute focus block as many times as needed throughout the day.

The Productivist Question

Speaking of procrastination, ask yourself this question every morning to guarantee you will show up intentionally and determined to succeed:

Who needs me on my A-game today?

Until next week,

Valeriya

Two more ways I can help you:

1. Download your free copy of Success Secrets: 6 Proven Habits that will create a High Performer out of anyone - if you haven’t already.

2. If you want to work with me 1-on-1, you can book a coaching session here. Let’s get you to the next level together.