The Power of Small Wins
How Checklists Can Help You Accomplish Big Goals
How Checklists Can Help You Accomplish Big Goals
Last year, I had a lot of free time on my hands. I had several weeks where I didn't have to work, which allowed me to read books, write code, take photos, or learn how to do post-production work. However, I soon discovered a sad fact: a person's time does not seem to increase just because they don't have to work.
Sometimes, especially at work, we complain that a meeting is unnecessary, and we could use that time to do something else that would help us learn more. But this is just an illusion. We don't end up using that time to do things that we "should" be doing.
Later, when I caught up with a colleague, I shared my confusion with him. He recommended a video by Ali Abdaal about time management, which I found very intriguing.
Ali shared one of his pro tips on time management, which states something like this:
If it's not on your calendar, it won't happen.
Although I sometimes use tools like Trello or Todo, I rarely use them outside of work. It hasn't become a part of my life. I get distracted by many unnecessary things, and then I might spend several minutes or half an hour on unplanned tasks, and so on. And then find myself lost somewhere I didn’t plan for at all.
After learning about this tip, I almost immediately understood the problem. The fact is that a practical and straightforward checklist can help you accomplish your tasks more efficiently. It's essential to have a plan, although the plan is flexible and adjustable. We often use the excuse that plans are not flexible enough to avoid making plans, which means we miss the opportunity to make a plan and follow it, and then we enter a state where we have no plan and finish nothing at the end of the day.
My workflow since then
I quickly set up a board in Notion and used it as my only source of tasks. My daily tasks became extremely simple: take a card from the Ready to Do column, analyze it, and then start implementing it. If I encounter a problem, I break it down further. If I can't solve the problem or it gets blocked by something, I create a new card and move it to the Backlog. In other words, I turned a day without a plan into a small project.
The result was that I became more efficient than ever before. I can almost complete a card daily, whether writing a blog post, making a video, learning a topic in-depth, etc. Believe me, the sense of achievement from moving a card from Doing to Done is unparalleled.
Why It’s Working
I think the theory behind that is our brains are wired to find satisfaction in completing tasks, no matter how small or insignificant they may seem. When we complete a task, our brains release dopamine, which signals pleasure and reinforces our desire to repeat the behaviour. This is why checking off a task on a to-do list can feel so rewarding and why using a checklist can be a powerful tool for increasing productivity.
Additionally, writing down a task on a checklist or to-do list can help reduce anxiety and free up mental space. By externalizing our thoughts and putting them down on paper (or a digital tool), we can alleviate some mental burdens of keeping track of everything we need to do. This can help us feel more focused and in control, leading to better performance and fewer errors.
The Power of a Single Source of Truth
One of the most significant issues with productivity tools is that so many are available, which can lead to distractions and overwhelm. The key is to simplify your approach, and surprisingly, an OS-built-in calendar (Apple has a Calendar App, but you should be able to find the replacement on your OS) can be your secret weapon.
When you have something that needs to be done, schedule a block of time on your calendar to work on it. Then move on to the next item and repeat the process. Make adjustments as needed, but the most important thing is to have a single place to look for all your tasks and commitments.
Using a calendar also helps you avoid overcommitting and burnout by allowing you to see your schedule in advance and plan accordingly. It provides a clear visual representation of your time and enables you to make informed decisions about your priorities and how you spend your day. Having a single source of truth for your tasks and schedule allows you to streamline your workflow and focus on what truly matters.
References
Let me know what are your productivity tips in the comments.
i'm fan of Ali Abdaal as well