How to Categorize Your To-Do List
Do you sort or categorize your to-do list?
Sorting is certainly not required, but it's something I want you to consider because it can make things easier when it comes time to plan.
Now, there are so many ways you can sort your to-do list. By:
Category - work, family, life
Type - phone call, email, computer, in-person
Due date
Priority
Project
Season
But there's one overlooked, yet particularly useful filter that can really make a difference in how efficient and effective you are with your time, especially as a parent...
And that is sorting your tasks by those that are interruptible v. those that require focus.
An interruptible task is one that doesn't require your full attention. It's something you can start and stop pretty easily when you get interrupted.
For example, think about being at home with your kids. Unless it's naptime or bedtime, there's probably a lot going on and the background noise is full of giggles, whining, tears, and questions ("Mom, why do cats have whiskers?").
Not the ideal time to try to study, write, or do anything that requires quiet and focus.
If you have to or want to do chores or to-do list tasks while parenting, you'll be much less frustrated if you choose something mindless like folding laundry, chopping vegetables, pulling weeds, or sorting paperwork. Tasks that don't require a bunch of brain power or focused energy. Tasks that you can start and stop as many times as needed while you get snacks, give hugs, and wipe butts.
The same is true with multi-tasking at work. Though I don't recommend multi-tasking, I'm not naive enough to think you don't do it!
When there's a zoom call you simply must attend but don't really have to contribute to, that's a time, again, best suited to an interruptible task. Something like sorting emails, files, or doing mindless data entry. Tasks that you can, again, start and stop because they don't require your full attention.
On the flip side, I'm sure you have those projects that take focus and energy and honestly, some quiet!
Could you do those while surrounded by kids or while on a virtual call? Sure.
Will they take you twice or even three times as long to complete? Most likely.
You'll complete that project much faster and with better results if you give yourself a shorter, but focused chunk of time to think and execute.
It's not that you can't squeeze focused work into interruptible time, it's that it's not the most effective use of your time.
Does finding focused time feel hard? Yes. And I know from experience that it may not always be possible.
But knowing what types of tasks you're fitting into what type of space you have is important because it helps you manage your own expectations.
When I sit down in the middle of the living room floor to fold laundry while my kids are laughing, chasing each other, and being silly, I EXPECT to be interrupted. I expect to have to hug someone when they fall down or talk to two siblings who are arguing.
I may not even finish folding an entire basket of laundry, but I'm ok with that. I'll take any progress I can get.
Knowing your interruptible and your focused tasks, helps you better use your time.
Because I have put laundry into the interruptible category, I don't use my quiet, solo time to fold. That rare, focused time is better used to do our taxes, complete my coaching homework, or create the next free workshop I'm going to deliver.
When you have a quiet hour in between meetings and open up your inbox by default, pause and ask yourself if that's the best use of that hour? Or would you rather sort your inbox later during a time of day when you're more likely to be interrupted by coworkers or when you're listening in on a meeting you're not leading?
Or when you're with the kids on a Saturday morning, do you want to tackle that spring break planning project or do you want to just start a grocery list on your phone knowing that someone is going to need you approximately every 2 minutes? Which one will be less frustrating when you are inevitably interrupted?
Your to-do list is there to help you make decisions about how to maximize your time and energy. That means considering, of course, deadlines and priorities, but also your energy and what you'll be most effective and efficient at crossing off given where you are and the quality of the time you have.
If you like this idea, your next step might be to look at your to-do list and separate the tasks into either interruptible or focused tasks.
Another way to label it might be tasks you do "in the presence of kids" (interruptible) v. "without kids" (focused).
Then be aware of what type of time you're in. And choose a task that will help you manage your expectations, feel less frustrated by interruptions, and also help you be as efficient as possible.
This is just one of the many tools and strategies that can help you be as efficient and effective as possible with the time that you have. Not so you can then add more to your list, but so that you can use that extra time and space to relax, have fun, and enjoy the little things.
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