To-Do List Overload! How to Manage Too Many Tasks
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- Опубліковано 8 вер 2024
- Are you dealing with too many tasks on your to-do list? How do you prioritize your tasks and decide which get deferred to another day? In this video, Scott Friesen shows you a simple (and fun) 2 step method for managing your daily to-do list.
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Scott Friesen is a productivity specialist and founder of Simpletivity training and consulting. He is also a prolific public speaker, workshop leader, and time management coach.
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#simpletivity #todolist #taskmanagement
Would you like another easy way to manage your to-do list? You can download my free 2-Do List Method here: www.simpletivity.com/free
Winner of a video, I've been looking for "best way to get back at your ex boyfriend" for a while now, and I think this has helped. Have you ever come across - Woniam Loverman Scheme - (just google it ) ? Ive heard some interesting things about it and my mate got amazing results with it.
Very informational. Quick and to the point. Couldn’t ask for anything better!
Importance sorting (first) & then time required for task (second sort) & I also try to do a task that I do not want to do but (have to do) when I am at MY optimal performance time of day. Completing difficult (ugh) ones makes remaining ones easier-creating a positive memory.
Just the concept of keeping my tasks at the top of my calendar is SUPER helpful! I always have my calendar open to keep an eye on upcoming meetings and drive my day, etc. Currently, I keep my main to do list on a notepad, I write down quick tasks on sticky notes that I plan to get done within 2min or less, I get a lot of assignments through email AND I put things on my calendar… it’s just too many locations. That is going to change…Thank you for this video!
You are so welcome, Carmen. Wishing you all the best with your new setup!
A full schedule is like a full barn. It shows you're living.. But of course, what gets measured gets managed!
Thanks for sharing!
sort of like quantum state reality... 💯
@@ZenRyoku That's a brilliant observation! I'm not hip on quantum physics but does that include things always being in motion?
@@lawrencejones58 he’s talking about the effect of the observer to bring matter into order, or more accurately, into presence.
The problem with your hard number technique is that some tasks are short to complete, some are long, the problem here is that you might end up with only 4 tasks that each only take 15 minutes, so for that day you have a ton of extra time. But on other days that have 4 tasks, each have several minutes to several hours worth of footwork to complete. On those days you will feel overwhelmed. The system doesn't really work. But I like how you put your tasks in the same view as your calendar, not sure how you did that.
I disagree I love his methodology. You need to watch again. This works for me
@@michelelouros-frontino1250 works for you but not for everyone
You've described a simple yet effective strategy that serves both to boost productivity and mood! Yet I'll say it's not so simple as it requires intention and motivation to exit out of the 'same old feeling of overwhelm' that we sometimes put up with for way too long. Through your encouragement, you've shown there's a better way! Thank you!
I’m only three minutes into the video, but you inspired me to something very important. I’m very grateful to have found your channel. My question to UA-cam was initially how to eat the frog, but I got bored by too many of Brian’s videos and put “how to complete a task” into the UA-cam search instead and got your video, thank you so much. I hope I will be able to complete my tasks with the new system I found.
I'm so glad that you've enjoyed this video and my channel! Wishing you all the best as you enhance your system!
I feel like a lot of things in life are pretty simple but we overcomplicate them. Thanks for the tips.
Thank you for this video. I woke up today overwhelmed with my to do list which is way worse than yours. I was tired of moving things to the next day which was not helping just making it worse. I was not able to accomplish everything which upset me. I thought I would never get ahead. I am going to use your method and also going to remove things that are not a priority from my calendar & add them to my to do list app with no time limits to accomplish. Just things I need to someday accomplish with no importance. I'm only going to have 5 things daily to accomplish not 30.😁
I haven’t used google calendar in years but I like the set up you are using with tasks on top. How do I create this view for myself?
In the left panel, go to “My calendars.” To find “My calendars,” you may have to click Menu. .
Make sure the “Tasks” box is checked.
Any tasks with dates will appear on your calendar.
Just need to make sure the task has a date assigned and it will apear on top. You can assign the time as well, but it will not be on top anymore, itll be in the time slot alocated
Your suggestions are "incredible"
Thanks so much, Earl!
Stunned by your logic once again.
Excellent! I'm gonna refine my weekly tasks in this distributed fashion
All the best as you refine your to-do list!
Great video Scott, very effective! This method excels in simplicity 👍😉 the example has (accidentally?) 9 tasks on Monday so 4 tasks need to be replanned over the remaining 4 days... How to act when you start with eg 20 tasks on that particular Monday ? Then use the Month view of your calendar?
If it's 7 or less that need to be dispersed, I will usually stick with 1 per day. But if more than 7, I may but 2 on some future days.
Good idea. However, how do you manage it when a new task or two comes up that need to be done that day? Your five items now gets expanded.
Thanks for this tutorial. This is a good lesson in planned "procrastination".
I blindly accepted the project of preserving the yearbooks for a high school one summer. Scanning every page of every year's book was time consuming even though I added my daughter's help to the project. When a friend wanted to meet for lunch, I checked my progress by adding 2 volumes to my calendar each day from our "last day of vacation" working backwards to the first volume I had yet to do. This showed me that I was on schedule. Then, my daughter and I agreed that we would scan one volume each day. When we were done, we moved on to the next one on the next day. Unknown to most people, an older yearbook has less pages than the newer ones. By advancing to the next volume, it would give us more time to work on those newer and larger volumes. In the end, we were only 80 pages short of finishing the project which I did on her first day of school.
I know this is just an example...but...this guy must have the most chill job based on the "tasks".
Thank you. This seems easy.
@Simpletivity: Thank you for making and sharing this video. The points you made seem helpful. I will keep them in mind.
Also, I like your voice and the way you explain things.
This is one of the best ways I've heard. My mum explains this to me EXACTLY & she never has really even worked; Well that may not be true....lol....B'cuz I guess after having 7kids, several foster kids over the years, adopting 4 more children(*2twins w/Autism), at one point having 3 sisters(one was deaf) for over about 8 years or so while their mum was addicted to drugs & taking in kids 'babysitting' over the summers- Yeah, that's a lot of work! & She had to find a way to manage! But I have so much on my plate right now, that I literally feel as if I may have a heart attack or stroke one of these days...It's bad....& Yes I think this is pretty much the best solution. She would say the same things as far as you get even those say 3 things done & you a lot of times will want to do more! Thanks for sharing...I've found too that if I do that as well as like a list w/3 major things just to be done over the week, not put on a specific day & hang it up. Then those seem to be the 'extras' I'll pick up. Bcuz otherwise I'm walking around saying; "I GOT TO DO THIS, I GOT TO DO THAT..." OVER & OVER & driving my husband & myself crazy....Thanks again...
Hi, how did you put your list of task on your calendar, where you can drag and drop? Is it an extension? The word says HOME
its google calendar i think
I think he put them as all day events in Google calendar! That way they come to the top of the list.
Google Tasks, it shows up as a “calendar” on Calendar
Thank you sir
Thank you this was immensely helpful.
How do I keep from overloading the week with all the tasks that come in during that week?
This is an excellent method, by the way!
Thank you for the video. Do you have a "Task" app you recommend? I am really bored with Outlook Tasks which is what we use at work. I wish we had a Gantt-style "Task" that integrated with Outlook :)
Another question: how to deal with recurring tasks? Are they included in the hard number count or not? Technically speaking: no. Realistically speaking: yes, since a recurring task is also a task... Can you share your thoughts on that? When they are added on top of the hard number, I am afraid it'll result in procrastination thus defer behavior.
I think it really comes down to the size or duration of the recurring task. I.e. dealing with email never makes this list for me along with most daily tasks. But weekly or other durations will at times.
This is the most informative video I've watched this year... thank you Scott
So glad that you liked this one. Thanks for watching!
Mo too. Well it's january, but still
Thank you very much for this peautiful video ❤❤
You're welcome 😊
You might also list them by ABCD and if 5 is your hard number 1/5, 2/5, 3/5, 4/5, 5/5. [x] done.
NO...never list tasks as ABCD or 1234.
@@edgallagher4927 Tell me why?
Very helpful! One question: Is there a reason why you're not moving "pick up cell phone case" right before or after "lunch with Julie"? That way the time would be blocked off already, and you don't have to remember that you'll do that task in combination with lunch w/Julie.
No, no good reason at all. Putting this in directly like you suggest is a great way to handle this. Thanks for the suggestion!
I had the same thought.
thank you scott! this is awesome!
You are most welcome, Alfie.
I liked it a lot, thank you.
Thanks a lot.
Most welcome!
I want to use a calendar as a college student to mark my weeks like labelling them, "week6" at the beginning of each week, and also marking my due dates - but how can i do this in conjunction with writing my due tasks? It makes the whole calendar look unorganised and messy - demotivates me to begin, and overwhelms me.
Thank u
Super tip! Do you delete a task that you have done from the list?
Yes, I don't have the need to keep track or go back to completed tasks so I delete when completed.
I have a question: What about tasks that are given to you throughout the day?
So for example, I can set up a to do list and plan my week but I know my line manager is going to drop several tasks on me each day. I don't know what the tasks will be and I don't know how late she'll do that. I also assume that the tasks are rather urgent as she often follows up with me an hour or so later.
How do I handle this?
Exactly
Anyone else with autism here who has 20 - 50 things pop up in their head each day and everything needs to be done, important or not?
I'm constantly overwhelming myself. Just prioritizing doesn't work. Anyone any tips?
Wow love it thanks!
I'm glad!
Looks like I need to look more closely at how to use my calendar more efficiently!
All the best!
what program software app calendar are you using??? please respond, i'm always like having to write many to-do-lists and i'm trying to get it all together how exactly you did with that exact software. Thank you in advance!
In this video, I'm using Google Tasks. You can find out everything you need to know here: ua-cam.com/video/XYrMEWxajGM/v-deo.html
Nice thanks
very helpful!
omg thank you
No problem!!
How can this system account for reactive tasks? I get between 5-10 other "urgent" requests that I could not have anticipated or planned for.
Not a bad system, but Google Calendar no longer shows more than two tasks on the calendar - it will show "6 pending tasks" etc.
I had 6 full pages of tasks. Now I:
'm down to two. Five tasks doesn't cut it. Each day adds at least 5 new tasks.
What calendar app is that? So far I haven’t found one for iPhone where you can add tasks to a day ON WEEK VIEW, without having to add the tasks as “events”. I’ve only found ones that let you add tasks to a list or just seeing one day at a time. Would be great to know of an iOS iPhone app like the one shown in this video.
Google calendar i think
Are you just using Google calendar and task?
In this example, yes.
But my problem is I can't explain important questions in my assignments and also have weakness in essays. That's because I know nothing about many complicated simple words.
Is this Google calendar? What apps is this
Yes, that's right.
looking forward to trying this method, makes a lot of sense. Also, how do I move the task to the top of google clander as shown in your video? Currently, my task list appears on the left of the calendar. Thanks!
I use Outlook, but if you make the task an “all day event” it will sit at the top of your calendar. I’m sure the Google calendar has a similar function. You will probably need to color code the task when you create it.
This is an individual task to accomplish at the end of 20 minutes
Hey mate what calendar is this? How did u add the tasks at the top can we do this on Google calendar?
Okay I noticed it is Google calendar, how do I add that?
Say fml and go to bed 😂
What calendar is this?
Sounds like you spend more of your day planning what you need to do for the day than actually doing anything! 😂
NO!!! there are at least 5 tasks you can do in under two minutes. I always knock out the 2 minute tasks first regarless of priority. Then after that, Scott, you can prioritize the rest and maybe you'll find you acn do 1 r 2 more during the day and be left with just two to defer. Tell me how this is wrong. I bang out many short time tasks right away during the day and defer the rest.
You just have to be careful with that method. If you always defer the difficult tasks, you never really move the needle very far. Yeah, you might finish a bunch of little things, but how much work have you really done?
How do you stay on top of unfinished tasks falling off of the 5 day view? (Being left behind in the past days no longer in view?)
That's a great question. Each evening, I review my lists and calendar and make sure anything leftover comes forward.
what if everyday, there's additional new tasks?
Yes, new tasks are always around the corner. Being realistic as to how many and which ones you can complete is the key.
That's only good if you know what's going on a week in advanced
The inspiring depth of this content motivates change. A book I read with related messages shifted my life's direction. "A Life Unplugged: Reclaiming Reality in a Digital Age" by Theodore Blaze
full video good 🤍
Thanks!
Where / how do you get that home section in blue ?
And how did you start the calendar at 9 am ?
Do you not Time block those blue tasks ? / do you think one should? Or do you do it day of? Or just remember ? Or should not everything be planned / calendared out?
Ok. I think I may have figured it out lol not sure - but you can’t seem to drag and drop those blue events / tasks / items on the mobile app. I think I would have to change the date And that is cumbersome!
Yours have the little task icon - mine don’t. I just clicked on the area near the date and held down - and then I added an item.
Lol it’s been a journey - I think I may have figured it out… When you make a task, you have to put a date with it… But I wish I could just drag the task to the day I want, without having to assign at a time -but I don’t think you can... you can’t just drag to August 16th bar ...If you can make another video even showing how you got to that first screen in terms of not necessarily your appointments because that’s kind of obvious like someone would call you and schedule an appointment (Or you can talk about that as well how do you schedule appointments) ...in terms of your task and maybe even like the reasons behind why you put certain tasks on certain days to begin with
Great How to video, I am also creating how to video about make money off the stock market and teaching about how to trade stock and your video gave me a idea, thank you :)
what if Julie cancel the lunch date?
1:20
Very helpful. I did notice, however, all of your tasks are very meaningless.
Trash
Breakfast
Pack Lunch
Schedule anger management class
Sand floors
Refinish floors
Tape bathroom
Paint bathroom
Laundry
Dishes
Work
Make dinner
Now you can’t put those off to a different day. These need done TODAY. Any advice on how to do this all while managing your wife’s stress of losing a loved one and potty training a toddler?
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Guess it's kind of different when many of the most important tasks makes you suicidal? Normal people life rules.
I did it but people still say I'm SUS
Listening to this video itself is overwhelming. Too complicated.
Amogus
Get to the fucking point.
Wish you used better examples.
As a man who manages the activities of an organization 450 people strong, I have an ocean of critical tasks and continual meetings preventing task completion.
I need help prioritizing no fail tasks and not Daley critical activities and coordination more than a day to operations don’t fail.
All of your examples could have been deleted or completely ignored on a schedule. your examples weren’t worthy of most manger’s calendars. They were too trivial.
There was no way to equate your trivial examples to more critical processes. Really disappointed with this.
One kind feedback ... your video contained a bit more explanations of your steps than needed. I felt like you are repeating the same thing and the video is getting long .
Not at all helpful or realistic
Thank you sir