Managing Tasks without Pain

managing tasksA young woman who is attending architecture school mentioned a sudden dip in mood that happened the previous evening.  

She told me that this had to do with a day of working very hard to try to get tasks accomplished, and the anger and frustration at the end of the day when she hadn’t done as much as she wanted to, as well as the upset about having spent an entire day indoors without any contact with another person, all (apparently) for nothing when she didn’t get her list of tasks completed…This struck a chord with me and I asked her how she had started the day.  

She said,

Actually, I felt really good in the morning.  I had a full day in front of me and a sense that I would be able to finally get caught up on a number of tasks that had been frustrating me for a couple of weeks.

The scenario sounded all too familiar:The enticing sense of optimism that comes from anticipating a remarkably productive day – imagining the sense of satisfaction to come when that long list of tasks that need to get done is finally completed… the vividness of feeling as though the work is almost done just because of the plan to finish it and the empty day ahead.  

The sense of frustration half way through the day when one realizes that tasks are not getting done as quickly as one had been planned… then the redoubling of commitment to work hard… perhaps skipping lunch… certainly not wasting time getting outside or talking to a friend…

The increasing sense of depletion as the result of working like a robot.

And then the realization at the end of the day that only a small part of the work to be completed got done.

Finally the conclusion that, “next time I will be more efficient…” And the sense of upset with oneself for having been so ineffective.

It is, however, not the lack of efficiency that is the root of the end of day unhappiness. Rather, it is the compelling experience of satisfaction at the beginning of the day that ensures that one will feel so discouraged at the end of the day.  You see, if you really look at the plan for that day you can see that it is not realistic. It was a fantasy. And it brought a momentary sense of power and competence because by planning to get the work done it almost felt as though the work was done.This led me to think back on my own early adulthood and the exact same process that I went through time and time again.  Back then, I did not see the obvious fact that the problem wasn’t a lack of productivity during the day.  (In fact, those days were often very productive days.)  The problem was the exhaulted feeling that came from an extremely over optimistic of how much could be done.

How to avoid this painful cycle?

There was one thing that had been at least somewhat helpful for me:Setting up a to-do manager that allowed me to keep better track the amount of time that different tasks would take and therefore to see when I was assigning myself far too may tasks in a given day. And that also allowed me to “hide” tasks from view if they did not really have to be done that day. 

The one that I use now is called Remember the Milk.

It allows you to set a “due date” for every item.. I use that as the “start date” for each task – before that date it doesn’t show up in my list of tasks, which is the point.

It also (in a somewhat clunky fashion) allows you to assign an amount of time that each task is likely to take and then to create a view of the tasks assigned to each day that will show you if you have assigned more tasks than there are hours in the day…2014-04-19_11-07-03

As you can see from the picture to the right, I have six tasks due today and I estimate that these tasks will take about 3 hours…

I encourage you to be conservative in your estimates of the amount of time a task will take. It is much better to feel pleased that things got done faster than you expected than to have to reschedule a bunch of tasks because you ran out of time.

In the process of using this task manager I have gotten a bit better about my unrealistic expectations for a day to “get things done.” And that has definitely helped me avoid or at least reduce the frequency of those terrible evenings of upset… and my entire family is pleased about that.

Please feel free to Comment on this post with your own tips for managing tasks without pain…

  • Deborahmichelle

    I love the Franklin-Covey time management system — I use paper but there are various electronic versions. The best part is that you check off each task as you accomplish it, so you can look back & see how much you got done …. (You are supposed to write a Mission Statement, but personally my star is set on Christ, & I found no need.) You start with the “Weekly Compass,” where you note your over-arching “Sharpen the Saw”/keep your Productive Capability going in the Physical, Social/Emotional, Mental & Spiritual arenas for the week. You then note in each of your Roles your “Big Rocks” (your biggest challenges for the week). From there, you plot in to your daily task list the items you want to work on on any given day. I use the “original” 2-pages a day paper system. In all systems, there is plenty of room to schedule daily appointments, & there is a set of monthly calendar pages. On the back of the monthly calendar, there’s ample room to note tasks unscheduled. When you have free time when you feel so inspired, you can pick one that fits the time you have available & then have the fun of checking IT off! I also find it helpful to add each day to the list on the daily page-spread the tasks that have arisen (like writing this comment) that I had not scheduled, so that I have a complete record of what I’ve gotten done. ***** I have chosen to mood-chart right in the system (moving data from the “Daily Tracker” section of the page-spread to a graph that I rule off as I prefer it) & I take meeting notes in the system, so I’ve purchased various blank pages. With all of it, my “pocket” zipped-vinyl-binder system cost less than $60, & I ‘ll be able to use the binder itself for many years. Stephen Covey’s FIRST THINGS FIRST & THE 7 HABITS OF HIGHLY EFFECTIVE PEOPLE, in which he develops the idea of doing the Important before doing the Urgent whenever you can, are books that I know Peter loves & that I love …. GREAT reads if they are new to you. (Dr Covey was homophobic, but no one is perfect, & it is a shame to throw out the baby with the bath water ….)

  • Chris Lem

    I elaborated my own system, as complicated and simple as I am. It is based on the idea that technology might break anytime and I want to be able to keep living a good life during that time. I color code everything. One color for work, one for my kids and their activities, one for family matters, one for myself, one for volunteer activities/association. Anytime someone sends me an email, I color code that person if I think that I will “meet” them again. I use Ical on a Mac and enter all my “weekly” activities as repeats forever. I do not sync anything (iMac, iPhone, iPad). I enter all the kids information as soon as I get it. I enter all the association weekly, monthly, annual meetings or traditions that I want to attend as repeat forever. As I am a freelance, I do not schedule anything for work ahead of time. Everything in Ical is color coded the same way as the emails. All my documents and folders are also colored. Purple is for “archives”. Red is for what I should be tending in the near future or current or urgent. I have 2 folders on my Mac desktops in red : one for work related, one for everything else. Sunday evening is sorting time: desk and desktop. I look at the week, if the colors are balanced, I leave it like this, print the week and take it with me everywhere. I write on it work meetings or clients names. I only schedule for future things when I am at my desk, as I only carry one week at a time with me. Then, I look at the colors balance for the whole month. For all tasks, I use the sheets that come out of my printer. When I do not need a page any longer, if it is not confidential, I cut it in 4 and stack them. I have some everywhere, bags, car, in a few rooms. So, when I have an idea for a task or some new information or anything, I write it on a piece of paper and put it on the stack on my desk. Anytime I feel I have some time or when I don’t have any idea of what to do, I take my stack and sort through. I copy on my computer the new information I have collected all day. In general, I email heavily, I rarely talk on the phone, I barely use my cell, I text only for quick updates with my husband and son, I skype with my other son once a week, but I see a lot of people in person. On Sunday, I email to invite all my email friends for lunch on one-on-one for the next week if there is ample room before and after. I keep all the Ical printouts with the notes on it of what I actually did. I have been using this system since 2007. It is very light, but very efficient for me.