Between a full-time job, a growing family, and five-too-many hobbies, it can be a challenge to stay on top of my to-do list and organize my life.

And yet, when I’m overwhelmed, I often make the mistake of seeking out new and elaborate solutions to my organizational woes:

Or at least, that’s what I used to do.

These days, I use a surprisingly simple but effective method to organize my life and stay on top of my to-dos. And as a result, I do a pretty good job of keeping my levels of stress, anxiety, and overwhelm under control.

I call it, The 3 Little Lists.

They include:

  1. The Daily Index
  2. The Weekly Scratch Pad
  3. The Monthly Bucket List

List #1: The Daily Index

At first glance The Daily Index looks like a simple to-do list. But it has a very specific format and ritual that make it much more powerful.

Here’s how it works:

I think there are two big reasons The Daily Index is so helpful:

  1. The Top 3. The problem with a traditional simple to-do list is that not all to-dos are created equal. With a traditional simple to-do list, it’s easy to get confused and uncertain about which tasks are most important. What’s more, it can be tempting to procrastinate on big items by crossing off little items. The Daily Index takes care of these issues because it forces you to prioritize your work ahead of time, commit to it, and not get distracted from them during the course of the day.
  2. The 4:55 Drill. While the index card itself obviously isn’t essential to the process, even the 3 priority to-dos aren’t actually the most powerful part. For me, the ritual of deciding on my daily to-dos the day before is crucial. For one thing, as I discussed in my article on The 4:55 Drill, figuring out and committing to my tasks for the next day helps me relax during the evening and not take my work home with me. Additionally, I’m far less likely to procrastinate and get distracted when I first sit down to work in the morning if there are three super clear to-dos on a nice little index card staring up at me from my desk.

So, get yourself a nice stack of 3×5 index cards and try it out!

List #2: The Weekly Scratch Pad

The Weekly Scratch Pad is my take on The Weekly Review from David Allen’s excellent Getting Things Done system (If you do really want a more in-depth organizational/productivity system, this is the gold standard).

Just like The Daily Index is the one container for everything you need to do each day, The Weekly Scratch Pad is your container for everything you need to get done each week.

Here’s how it works:

List #3: The Monthly Bucket List

The Monthly Bucket List is the most unusual of my three lists. Its basic purpose is to be a single container for all the projects in my life that I am either currently involved in or would like to do at some point.

It’s a single sheet of blank paper divided up into discreet categories or “buckets,” each of which represents a major area of my life or work.

For example, I have the bucket called “NickWignall.com.” This bucket contains anything related to my website, writing, newsletter, etc. It includes items like “website re-design next year,” “possible podcast,” “talk to an accountant about bookkeeping,” “revise old posts,” etc.

Some examples of other buckets I currently have on my list are “Personal”, “Home”, and “CBIA” (my work).

How it works:

A few more notes about The Monthly Bucket List

Importantly, The Monthly Bucket List is NOT a place for specific tasks or to-do list items. It’s primarily a place for general projects or ideas, each of which likely contains multiple to-do tasks.

For example, “Talk to an accountant about bookkeeping” isn’t actually a single task. If I decided I was ready to take action on that project, I would break it down into specific tasks like “research accountants in Albuquerque,” “come up with a list of questions for a potential accountant re: NW.com,” “Schedule an initial consultation with an accountant,” etc.

What this means is that The Monthly Bucket List is for projects or ideas you are not yet ready to take action on but intend to at some point in the future.

I try to be as strict as possible with this distinction because it helps me stay clear about what I actually need to be working on and what I can temporarily “forget about,” confident that it is down on paper and I can get always find it and get to it later.

This sharp distinction between active and inactive projects is the key, I think, to minimizing anxiety and overwhelm with our work and to-dos.

The Importance of Capture

Of course, none of this works without an easy and reliable method for getting items into my lists in the first place.

Many of the items on my Daily Index, for example, come from my Weekly Scratch Pad, which in turn gets many of its items from The Monthly Bucket List.

But obviously, new stuff will come up all the time:

Having an easy and reliable for getting these spontaneous things into your lists is essential.

As much as possible, I try to physically add these to my lists immediately. And this is the reason I like index cards so much for the Daily Index: I can carry them around anywhere!

If something new comes up, I can quickly scribble a note onto the card and then it will find its way onto either The Scratch Pad or The Monthly Bucket List the next afternoon when I sit down to create my next Daily Index.

I will also admit that I have a file in my phone’s notes app called “Capture” that I use for the same purpose. So I guess technically it’s a 4-List system 🙂

Creating Calm

While a good organizational system supports effectiveness in my work, if I’m honest, the more important reason I try to stay organized is that it helps me feel more calm and less overwhelmed.

I really don’t like feeling stressed, anxious, or overwhelmed. And nothing helps me achieve that more than a simple but reliable system that I can organize my life with.

I know a lot of people who claim to be very organized, but in reality, they’re profoundly stressed and overwhelmed. They have fifteen different to-do lists, multiple productivity apps on their phone, hundreds of spreadsheets, and yet… they’re constantly frantic and overwhelmed.

When you look closely or talk to people like this, the problem is often too much of an organizational system. Their process for staying organized is so complex, haphazard, and difficult to use, that they end up even more disorganized and stressed than they would be otherwise.

Which is why I wrote this article.

My 3 Little Lists may not work perfectly for you and your life. If I’m honest, I don’t even use it perfectly or completely consistently.

But the deeper point is that a good organizational system should probably be simpler than you think it needs to be.

So it’s worth taking time to reflect a bit on the ways in which you do or do not stay organized, and ask, is this working? If not, could it benefit from a simpler, more streamlined approach?

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Comments

Bullet journals (easily web searchable) are an extremely flexible way to organize, capture thoughts and make lists. Your system could be used within a bullet journal, which would keep all your lists and planning in one spot (simpler). I’m going to look at adapting your system to my bullet journal because I still sometimes feel needlessly overwhelmed.

Thanks, N! Yeah, I’ve had bullet journals on my radar for a little while now but haven’t taken the plunge yet to try them out. Maybe 2019 will be the year I give them a shot!

I came here to say that this reminds me of Bullet Journaling! I started a few months ago and I’m still working out my system, but I’ve been fiddling with some of the ideas you have here—I think I’ll try to start incorporating them. Thanks again for the lovely post! I’ve cut out so many blogs from my life, but I still always try to get to yours.

Ah, thanks Erica! Yeah, I’ve had a handful of different people mention bullet journalling in response to this article, so I definitely need to check it out. In recommended articles or resources…?

Since I’ve retired it’s been difficult to maintain any kind of structure to my time. That makes things frustratingly inefficient. I can see how organizing even leisure activities into daily tasks would be helpful. I could have a masterlist of projects like the bucket list. In between would be the weekly dump of relentlessly repetitive tasks that often get put off, then seem gigantic and too overwelming to accomplish.

This came more naturally to do at work. I didn’t have to even think about it and that carried over to home. But in losing work, I lost that foundation. Maybe I can get it back.

Hi Betsy,

Yes, it’s counterintuitive but scheduling enjoyable tasks is, I think, at least as important as scheduling in “have-to.” I’ve found this to be especially true for my retired clients.

Good luck!
–Nick

I’ve been using FFVP which I found on get-it-done guy’s quick and dirty tips podcast. The podcast was about “Recruiting Your Subconscious Mind”.

Thanks for posting this.

I especially liked the daily index card waiting for you at the desk when you arrive the next day. Since recently, I have experimented with a variant of your system (without the weekly/monthly distinction) with the lists inside a computer system, but it takes time before I see the list, which makes me wonder if I should jot down the top task on a piece of paper, in a large font, so I can stay focused the entire day, and look forward to when I can crumble the paper as a ceremony when task is done.

My tasks (software development) vary in length from 30 min to 3-4 days, and estimating them is almost a profession on its own.

My setup is as follows. I have to start the workstation, wait for Win10 to start, log in, open the Firefox browser, then click on the first tab, which contains the gitlab issue system, which is shown as 4 lists on the screen: Open issues, urgent and important, workbench.Thor, and closed. I can drag items from one list to the other easily.

I use Eisenhower decision matrix to mark tasks as urgent and important (red), important but not urgent (yellow), urgent but not important (I use yellow instead of blue), and neither urgent nor important (green). I found this to be a useful tool to pick the most important tasks.

All these tasks are small tasks, estimated to 3 days or less. I have another setup for larger tasks,

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