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#362 - A Simple Strategy for Your To-Do List

#362 - A Simple Strategy for Your To-Do List

Released Monday, 22nd April 2024
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#362 - A Simple Strategy for Your To-Do List

#362 - A Simple Strategy for Your To-Do List

#362 - A Simple Strategy for Your To-Do List

#362 - A Simple Strategy for Your To-Do List

Monday, 22nd April 2024
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McMuffin. Hi

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there, you are listening to the Lazy Genius

0:57

podcast. I'm Kendra Adachi, and I'm here to

0:59

help you be a genius about the things

1:01

that matter and lazy about the things that

1:04

don't. Today is episode 362, a simple strategy for

1:06

your to-do list. Y'all

1:10

know I love helping us deal with

1:12

all of our to-do list issues. Life

1:14

is full of things to do, and

1:17

sometimes we feel buried in all that

1:19

wants our attention. So today's episode is

1:21

a short and sweet look at one

1:23

simple strategy that might make a ton of difference for you. First

1:26

off, let's set the foundation like we always do.

1:29

Because before we start talking about what we can

1:31

do, it is important to identify how we see

1:33

what we do. We've got to figure out the

1:35

why before we get to the how. To-do

1:38

lists are, in essence, a way for us to remember what

1:40

we need to do and keep us on track in

1:42

getting it done. Pretty simple. There

1:45

are plenty of ways to maintain a to-do list.

1:49

We'll go over some of those later in the episode, but

1:51

the first big picture thing here is to remember that a

1:53

to-do list is a tool for

1:55

us to use. It is not in charge.

1:57

It is not the boss. It is not

1:59

real. outside of our own making.

2:02

It's literally a piece of paper or like

2:04

a digital piece of paper with mostly arbitrary

2:06

often disconnected things waiting to be checked off

2:09

and we can get in the trap of

2:11

treating the list like it is the boss

2:14

like we are at its mercy and we

2:16

are not. Now of course there are urgent

2:18

things that we need to get done but

2:21

the to-do list itself just

2:23

needs to be taken down a couple notches

2:25

like it's getting way too haughty over there

2:27

thinking it runs the world it has to

2:30

have like color coordinated outfits and custom check

2:32

off boxes all the time it's just no

2:34

it's just a list of things to do so you don't forget

2:37

them it's a tool for you

2:39

okay. Then next I want to remind you

2:41

that life is not about how much we

2:43

can get done our

2:45

goal is not to achieve everything

2:48

possible day after day living

2:50

is so much more than

2:53

accomplishment in fact

2:55

accomplishment depending on what it

2:57

is and what it requires of us occasionally

2:59

gets in the way of living to-do

3:02

list they get us hung up on

3:04

that accomplishment on productivity in

3:06

a way that might not serve us

3:08

well on a regular basis so as

3:11

we talk about this simple strategy I

3:13

just want you to remember that remember

3:15

that productivity is not to

3:17

be all-in-all it is not what runs our

3:19

lives our lives are meant to

3:21

be lived not managed and completed

3:24

and checked off like we're some kind of

3:26

project so with that is our

3:28

foundation I want to share with you a simple

3:30

strategy for your to-do list that

3:32

might help you feel less overwhelmed by what you

3:34

have to do have to and hope

3:36

to that's it that's

3:39

the simple strategy certain things you

3:41

have to do others you hope to do naming

3:44

those two things and separating the

3:46

two in a single list does

3:49

a weird kind of alchemy to your

3:51

to-do list that might really help you out I

3:53

know it does me okay let's

3:55

get into this when you are making a to-do list

3:57

for a certain stretch of time okay pay attention

4:00

attention to what you have to

4:02

do and what you hope to

4:04

do. Now the

4:06

stretch of time is pretty important here.

4:08

Without a boundary of time, most

4:11

things might feel like I have to, but

4:14

maybe this week they're not so much. Let's

4:16

take paying bills as an example. I mean, you have

4:18

to pay your bills in theory, right? If you don't

4:21

pay them, you'll suffer some

4:23

fairly dire consequences. It is definitely one

4:25

of life's have tos, but do you

4:27

have to pay them this week? Not

4:30

if they're not due for another two weeks. Maybe

4:34

this week they're a hope to task

4:36

because they're not yet urgent. Now

4:38

next week they become a have to, but

4:41

because of the timing now, they

4:44

can remain a hope to this week.

4:46

You see what I mean? It's not

4:48

just about the overall perception of

4:50

the to-do list item itself. Whether

4:53

it's a hope to or a have to depends

4:55

on the timing. On the season

4:57

of life you're in, on the stretch

4:59

of time your to-do list is

5:02

meant for. Now

5:04

many hope tos eventually

5:06

turn into have tos,

5:08

right? Some things are

5:10

necessary, but they are not yet

5:12

urgent. They start out as a hope to, but

5:14

then they become a have to. Now I have

5:16

said this before, but one of

5:18

the most helpful things that you can do

5:21

whenever possible is to tend to the necessary

5:24

before it becomes urgent.

5:27

Urgency is what makes us feel like we're drowning. Urgency

5:29

is what makes our to-do lists feel

5:31

like weights on our ankles. There's so

5:34

much to do and there's so much

5:36

to do right now. That is urgency.

5:39

Have tos and hope tos separate

5:42

what's urgent from what

5:44

is necessary. They

5:46

also help separate what is necessary from

5:49

what is important. Some

5:51

things are going to be deeply important to you

5:53

because of what matters to you. Someone

5:55

else would look at your to-do list and wonder

5:57

why you have put paint for an hour. like,

6:00

you know, pretty painting with paper. Why

6:03

that's on your list? Because that's not necessary

6:05

and it's definitely not urgent, but is it

6:07

important? To you it might

6:09

be, to me it is. I love to paint,

6:11

that makes me feel sane. So again,

6:13

have to's and hope to's, they help

6:15

us see our things

6:17

in the right light. They help us see our

6:19

tasks as necessary or

6:22

urgent and also by what is

6:25

important to us. Now

6:27

you can choose if something is important to you, right?

6:30

It's your choice. You can choose

6:32

if something like painting for an hour is

6:35

a have to during a

6:37

particular day or week or

6:39

whatever time your to-do list captures. Maybe you

6:42

have been so busy and scattered in

6:44

your brain that without some kind of

6:46

creative outlet, you will dissolve, nothing else

6:48

will happen. So this week maybe painting

6:51

is a have to. Maybe

6:53

in other weeks it's a hope to. But

6:55

if hope to's consistently stay

6:57

undone for too long, especially

7:00

ones that make us feel like ourselves, they

7:03

sometimes turn into have to's because

7:05

we haven't been tending to what is

7:07

important. This

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let's look at how you might incorporate

10:56

have tos and hope tos into your

10:58

regular to-do list rhythm. I

11:01

have shared a number of to-do list

11:03

strategies on this podcast over the years

11:05

and that is for good reason. Depending

11:07

on your season of life, your personality,

11:10

your energy, your schedule, your executive functioning,

11:12

and a million other things, we all

11:14

need different time management and to-do list

11:16

strategies from each other and we also

11:19

need different time management and to-do list

11:21

strategies at different times in our own

11:24

lives. In super busy

11:26

seasons, I need to do a

11:28

brain dump and then categorize all

11:30

the things on that brain dump about six different ways

11:32

to make sense of them all and

11:35

then I make my weekly to-do list from that

11:37

chaos for a series of weeks and then I

11:39

might do the whole process again. That's in a

11:41

busy season. Then there are other seasons where a

11:43

quick reminder list on a sticky note is all

11:45

I need. Sometimes you

11:47

might need to utilize strategies like now,

11:50

soon, later, and never mind. That's an

11:52

approach I shared in episode 288, how

11:55

to make the rest of 2022 easier. That was a

11:57

while ago for sure, but I'm pretty

11:59

sure. it's the first time I shared

12:01

that now soon later nevermind approach. It's

12:04

essentially a way to categorize your to-do

12:06

list by urgency. When you're

12:08

not sure what is urgent, when everything

12:10

feels urgent, assign urgency. Look at what

12:13

is swirling around in your brain and

12:15

assign it the proper urgency. Now soon

12:17

later nevermind. Maybe you need

12:19

to group your tasks together by what they are. Things

12:22

like errands, phone calls, chores so you can

12:24

batch it and do them all at once.

12:27

You can read more about batching in my first

12:29

book, The Lazy Genius Way and learn about all

12:31

13 lazy genius principles, not

12:33

just batch it. Maybe

12:35

you have finally noticed that

12:37

you have a huge project written as a

12:40

single item on your to-do list that you

12:42

just keep moving from list to list week

12:44

to week and you know

12:46

that you need to break that project down.

12:48

We've learned from episode 353 how to plan

12:50

a project and actually finish it that you

12:52

don't put a project on a to-do list

12:54

or too many pieces and parts right. Again

12:58

those are a few approaches and there

13:00

are many strategies in the world and

13:02

then a lot that I have shared here on the podcast.

13:05

So what makes hope to's and have

13:07

to's different? When is

13:09

that a strategy that is helpful to

13:11

choose? I mean the

13:13

simple answer is whenever it resonates with you, you

13:16

don't need particular guidelines for me to make it

13:18

work. If separating your list that

13:20

way, you know no matter how much time your

13:22

list is capturing, if that seems helpful to you

13:24

then do it. But if you would

13:26

like a little more guidance, here's how you might

13:29

utilize hope to's and have to's. One

13:31

spot is to use this strategy at

13:34

the start of a new season.

13:37

Right? You're looking ahead to an

13:39

upcoming season whether it's a season on

13:41

the calendar like summer or a season

13:44

of life like starting a new job.

13:46

In those times it is

13:48

really normal to feel overwhelmed by all there

13:50

is to do. You are

13:53

seeing a giant expanse of time before

13:55

you and you know there are so

13:57

many things happening within that expanse. And

14:00

you think that the way to feel more in

14:02

control over that expanse

14:04

in this new season is to

14:06

organize as much as you can.

14:09

And how do we keep things organized and

14:11

get our stuff done with to-do lists? Okay,

14:14

first, a quick reminder that a great to-do

14:16

list is not meant to help you feel

14:19

more in control of your life. We

14:21

have far less control over our lives than we

14:23

think we do. But you can

14:25

use a to-do list to help

14:27

you remain yourself, to remain human

14:29

and remain kind and remain focused

14:31

on the things that matter to

14:33

you in this season. If

14:36

that is your posture and your purpose,

14:39

you will more easily get your stuff

14:41

done probably. But let's go back

14:43

to the list. At the start of a new season,

14:46

you might do a brain dump and

14:49

write down all the things on your mind for

14:51

this upcoming season. All the things

14:53

that are overwhelming you that need a plan

14:55

that you would really like to make happen.

14:58

And you make one big

15:00

seasonal list. Almost like

15:02

a seasonal queue, a to-do queue,

15:05

okay? From there, you

15:08

might find a lot of comfort

15:10

in separating the have-tos

15:12

from the hope-tos. A

15:15

have-to is buying plane

15:17

tickets for the trip you're taking. A

15:19

hope-to is having the fridge cleaned

15:22

out before you leave. Go

15:25

ahead and separate the two types of

15:27

tasks. And you'll feel more freedom

15:30

if and when you cannot get the

15:32

entire list done. Focus

15:35

on completing the have-tos. And don't

15:38

get too bogged down in the

15:41

abject failure of not getting to the

15:43

hope-tos. You hoped to and you didn't.

15:46

That's okay. That's why they're hope-tos. Another

15:49

place you might utilize have-tos and hope-tos is

15:52

when you're in a busy week with a lot to

15:54

do and you're not sure how you're going to get

15:56

it all done. Have-tos

15:59

and hope-tos. create a

16:01

natural triage in how

16:03

you decide what to do. If you have

16:05

to do it, you have to do it. Get

16:07

it done first, right? Pay the bills by the

16:09

due date that's this week. Get pants that fit

16:11

your kid for their band concert on Friday. Turn

16:14

in the marketing pitch to your boss by the

16:16

deadline this week. What absolutely has to be done?

16:19

Now in a busy week, hope to's

16:21

can be super helpful. And

16:23

you get to decide if something

16:25

is a have to or a hope to. Now

16:29

in a busy week, putting away

16:31

the laundry, you might move it to a

16:33

hope to. I mean, sure the stack has

16:35

been sitting on the edge of your bed for

16:37

days and days, but it can

16:39

wait a little longer, especially in light

16:41

of all the have to's on this

16:43

list. But then there

16:45

are times maybe when something that has

16:47

been a hope to for a while suddenly

16:50

has to move to a have to, if

16:52

you look at that stack of laundry one more day, you're

16:54

gonna lose it. It's like an emotional

16:57

have to. That's what

16:59

I mean when I say you get to

17:01

decide. You're the only

17:03

one who really knows if your task is

17:05

a have to or a hope to. But

17:08

the point of the distinction is

17:11

freedom. It is permission. It's helping

17:13

you let something go until a

17:15

later date so

17:18

that you can clear the decks a little and

17:20

get the most urgent things done. I

17:23

also love using have to's and hope

17:25

to's when I get all dreamy and

17:28

start thinking about things that I might

17:30

wanna do or experience or learn

17:32

or change. I

17:34

think it's easy for our future dreams

17:36

to become have to's. We

17:39

haven't told for a long time that we have

17:41

to have big dreams. If we don't

17:43

know what our dreams are, then we're not dreaming enough

17:45

or definitely not dreaming big enough yet. I

17:48

just don't think that's true personally. A contented

17:50

life is a beautiful thing. But

17:52

because of cultural messages we've been getting

17:54

over the last 10 to 20 years

17:57

especially, it's easy for us to feel

17:59

like anything. that we dream up, we

18:01

have to do. We're not being

18:03

faithful to something if we let a dream fade or

18:05

whatever. Now that might be true of you. Again,

18:08

only you can know what is a have to

18:10

and a hope to. But I find that putting

18:12

fun ideas and future plans and

18:15

dreams in a hope to category,

18:17

at least at first, it

18:19

makes them lighter. It makes

18:22

them feel more accessible than making them have to.

18:25

I like hope better than I like should. So

18:28

maybe you'll find freedom in using have

18:30

tos and hope tos when

18:32

you start to dream. OK, let

18:34

me share how I do this. This is

18:36

my personal process of using have tos and

18:39

hope tos. And I do it pretty much

18:41

every week. So usually on

18:43

Sundays, I make one big brain

18:45

dump list, either from scratch, or

18:48

I look at my seasonal to-do queue to

18:50

see what I have going on. But

18:52

I have pretty much one big single

18:54

list. Then based on what

18:57

is on that list, what I notice about

18:59

how it can be grouped together, I

19:01

will rewrite each entry from that

19:03

one big list into

19:05

a new list that's

19:07

a category. It's a new category.

19:10

Those categories are usually calls. I

19:12

do still make phone calls. Calls,

19:14

errands, emails, big tasks, little tasks.

19:17

And then even those are often divided

19:19

into work and not work. But

19:21

really, it's whatever the week requires. But

19:24

then in each of those sections, the errands,

19:26

calls, big tasks, what have you, each

19:29

of those are divided in half into have

19:31

tos and hope tos. So

19:33

these are the calls I have to make this week. And

19:35

these are the ones I hope I can get to. These

19:37

are the errands I have to run this week. And these

19:39

are the ones I hope to get to. I

19:42

basically break my giant to-do list into like 6

19:44

to 10 tiny ones broken

19:47

up in whatever way makes sense, usually

19:50

in some kind of batch. And

19:52

then usually those are split into

19:55

have to and hope to. It makes

19:57

everything smaller and feel.

20:00

So much right

20:02

now it's the end of April and I'm about to

20:04

enter the season of crazy. May

20:06

I really prioritize

20:08

making this podcast relevant to everyone, not

20:10

just to parents. And I know that

20:12

a lot of you listening do not

20:14

have kids or your, your crazy. May

20:18

is crazy for different reasons than kids,

20:20

but for me, and I think a lot of you who

20:22

do have kids may is crazy because

20:25

of the children. I have three

20:27

kids and over the next few

20:29

weeks, they all have so many concerts and plays

20:31

and class parties and all the things. They

20:33

also have things they need for those

20:36

concerts and plays and parties, right?

20:39

Basically, there is a lot to do in

20:41

this short upcoming season of May

20:43

in our family. And it

20:46

is a fantastic time for me to use

20:48

have tos and hope tos and my to

20:50

do list. Some things have

20:52

to get done this week and others,

20:54

they can wait until next

20:56

week. Now, if I get it done now,

20:58

that's great. I hope to get

21:00

it done now, but I'm not going

21:03

to run myself ragged getting everything done

21:05

when not everything has to

21:08

not everything has to get done yet have tos

21:10

and hope tos are so simple,

21:13

but so helpful. So

21:16

whether you have a busy season, a

21:18

busy week, or a busy

21:20

mind, even see if

21:23

the simple strategy of dividing your

21:25

tasks into have tos and

21:27

hope tos and whatever timeframe you're looking

21:29

at will add a little

21:31

lightness and ease to

21:34

your schedule. And that

21:36

is a simple strategy for your to do this. A

21:39

great way to start thinking about your have tos and

21:41

hope tos for this upcoming season is

21:44

to check out segue the summer docket. The

21:46

summer docket is a digital resource we have

21:48

available every time at this year. And it

21:51

is now available in our digital store, you

21:53

can click the link in the show notes

21:55

or you can go to the lazy genius

21:57

collective comm slash store to get yours. It's

22:00

like the holiday docket but for the

22:02

summer season helping you kind of get

22:05

your head around all that's going on

22:07

and enjoy A fun summer without being

22:09

overwhelmed by it and even

22:11

though it's still April May will mentally

22:13

be over in three days and

22:16

I I love thinking about an upcoming

22:18

season Before I'm overwhelmed

22:20

by it So if

22:22

that is you check out the

22:24

summer docket again, that's the lazy genius collective

22:26

comm slash store Before

22:29

we go, let's celebrate the lazy genius of

22:31

the week. This week. It's Danny Washburn Danny

22:33

writes this Summer slash spring

22:35

is toes out season and I have

22:38

nail color picking anxiety I decided last

22:40

summer that what mattered most was that

22:42

my toes were painted I didn't care

22:44

about the color matching my hands or

22:47

outfit So I started picking my annual

22:49

color for toes last year was white

22:51

this year I've selected a cute nude

22:53

and I will wear this color until

22:55

it's boot season This means I get

22:58

to look at my toes and feel

23:00

put together no matter what because

23:02

they're painted which is what matters to me

23:05

This is such a great idea Danny and

23:07

this is it's actually super relevant for right now.

23:09

It's a fun example of How

23:12

you can have a kind of cool

23:14

take on have to and hoo to hope to

23:17

for Danny it matters to her To

23:19

have her toes painted just painted you could say

23:22

that that's a have to She

23:24

has to have her toes painted for her But

23:27

the hope to is if it

23:29

matches something right that's kind of fun, but

23:31

it's not necessary so

23:34

this distinction this super simple

23:36

distinction of Making

23:39

the choice and task of painting

23:41

her nails It makes it

23:43

so much lighter right because she can just

23:46

paint them One color

23:49

done that is the half to and the hope

23:51

to could just be there So

23:53

thank you for sharing this tip Danny and

23:55

congratulations on being the lazy genius of is

24:00

hosted by me Kendra Adachi and

24:02

executive produced by Kendra Adachi, Jenna

24:05

Fisher and Angela Kinsey. The Lazy

24:07

Genius podcast is enthusiastically part of

24:09

the Office Ladies Network. Special thanks

24:11

to Leah Jarvis for weekly production.

24:14

Thank you guys for listening today and until

24:16

next time be a genius about the things

24:18

that matter and lazy about the things that

24:20

don't. I'm Kendra and I'll see you next week. When

24:44

I started the Lazy Genius collective I

24:46

knew I needed an online platform that

24:48

could keep up with my ideas. I

24:50

chose Squarespace for its flexibility and user

24:52

friendly features in 2015 and I'm thrilled

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to continue to partner with them today.

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Squarespace is made with entrepreneurs and content

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creators in mind. Every time I've had

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