Expand the To Do List

Important. Urgent.

Not always the same thing.

Not every task on your plate carries the same level of importance or the same level of urgency.  

In the course of one day, we typically are dealing with both, so how do we find that balance; more importantly, how can your planner be a tool to help?

Most task fall into one of two categories, shallow work or deep work.

Shallow work is the busy work that just comes with the job; the emails, the phone calls, the paperwork, the meetings, updating spreadsheets; these are the items that are typically urgent, but don't require a lot of time or focus; but if you aren't careful this shallow work can monopolize the entire day. People who struggle to "work at work" are not setting clear limits for the shallow work, nor or they setting time aside for the deep work.

Deep work refers to those tasks that require intense focus and concentration to complete. They are not very urgent, but usually extremely important. This is your big projects, the presentations, the writing, or designing; task that require time and a distraction free workspace.

This is where time blocking, time boxing, and planning out your day comes in handy; and I don't mean just having a To Do List.

A common reason why people say their planner doesn't work for them is because a calendar and a long list of deep work isn't very helpful when the shallow work is not being taken into account. Use your planner to find the right balance.

If you are not quite ready to start planning out the entire day, you can take small steps to expand the To Do List:

1. Add Times. Assigning a start and stop time for the deep work, will in turn, limit the time for the shallow work.

2. Add routines. Not ready to be tied to a time? Set a routine that allows you to address shallow work during specific points of the day, like only checking emails when you first get to work and after lunch. First thing in the morning, address emails until you are caught up, and then don't address any more until you return from lunch. Adding routines automatically creates a "time box" but without the time; this still limits the shallow work, but in a way thats more flexible and a little more user friendly for newbies.

3. Divide the pie. If adding times or adding routines doesn't work, then divide the To Do List into an AM and PM list. Focus on deep work tasks during the time slot that you are the most productive and alert; complete the shallow work tasks during the other slot. Remember, every day doesn't have to look the same, you decided what needs to be done and when.

Your planner is a tool, but you are allowed to adjust how it works for you. Finding the right balance between what you are planning and what you are actually doing is the key. Reclaim your time and plan accordingly.