I’m a sucker for Spring Cleaning. Not because I’m particularly tidy, but because I like to do one deep clean before the weather gets lovely. (I am a subpar cleaner for the entire rest of the year. Ask anyone who’s ever lived with me.)
I also like to do a deep clean of my to-do list and planner. So many people travel during the summer months. It’s helpful to get a clear picture of the work to come, so you can actually leave the work behind when you go on vacation.
Inspired by some late night Marie Kondo bingeing, I decided to approach my to-do list with the KonMari Method™.
Tidy by category
One of the key principles of the KonMari Method is to go about tidying your home by category instead of location. I think this translates to your to-do list by looking at tasks by frequency instead of source. So, instead of having a “work” to-do list, a “home” to-do list, and a “volunteer work” to-do list, etc, compile ALL of your tasks under the following frequency categories:
Regularly Recurring
These are the to-dos that you have to do every day or every week. You may not even actually write these things down because they are such a regular part of your day. Think of things like washing the dishes, managing your email, doing laundry, and preparing for a weekly meeting.
Occasional Recurring
These to-dos recur, but monthly, quarterly or annually. Think of quarterly reports, changing the oil in your car, ordering office supplies, preparing for board meetings, or buying toilet paper.
Project Specific
These are to-dos that are tied to a specific project. They are usually linked to a clear outcome, as opposed to the ongoing maintenance of your life or business. Think of a pitch to a client, planning a friend’s birthday, editing the next great American novel, or painting your walls during a home renovation.
Reactive
These are to-dos that pop up, unexpectedly from some external source. Think, last minute requests from a boss, dealing with a leak in your bathroom, picking up a sick kid from school, or dealing with negative feedback from a customer.
Write it all down
If you’ve seen her Netflix show, you know that Ms. Kondo asks tidiers to dump everything in one place so you can see it. Write down all of your tasks – even if you don’t typically track everything via list – so you can see what you’re dealing with.
Now, don’t panic!
I know that list looks insurmountable. But here’s the deal: you do this stuff all the time. You just have not been giving yourself full credit for it! Take a moment to acknowledge how much you do in a given day, week, month, year. Thank yourself for being such a rockstar.
Does this bring you joy?
Stick with me here. I know you can’t toss half of your to-do list just because those things don’t bring you joy. However, this exercise will give you some serious insight.
(I like to use Asana because it’s easy to reassign tasks to projects, but you can use pen and paper or any project management tool you like.)
Go through each item on the list and identify whether each task is something you enjoy or find value in doing. For example, some of the things I enjoy on my to-do list include drafting weekly newsletters, making the bed, walking the dog, and doing workshops for clients. Some of the things I don’t enjoy include folding laundry, sending invoice reminders, going to conferences and doing my taxes.
Your new & improved lists
The things you enjoy get to stay on your to-do list. The things that you don’t enjoy will fall into one of the following categories:
Necessary and Only I Can Do It
So, some of the things you don’t like to do, you will still have to do. I don’t like to fold laundry or go to conferences, but I have to do those things. Knowing this, I find ways to make them more enjoyable and fulfilling. I’ll watch Netflix or listen to a podcast while I fold laundry. I approach conferences with a few learning goals so that I feel like the experience was valuable.
Necessary and Can Be Outsourced
Some things on our to-do list are better suited to someone (or something) else. Some tasks might be delegated to coworkers, hired out, or automated. I’ve seen teams “task swap” so that everyone is working on pieces of a project that most appeal to them. I use software that automates my invoice reminders. I can hire an accountant to help me with my taxes. I am willing to bet that there are at least one or two things on your list that could be easily and affordably outsourced.
Low Priority or Unnecessary
We have been conditioned to feel that we must do everything on our to-do list. The truth is, lots of things could not get done and everything would be just fine. Washing the car has been on my to-do list for a while now, but it doesn’t HAVE to get done. At least right now. It can wait until I have a break in my schedule or can find a way to outsource it. You don’t NEED to go to that networking happy hour, post to social media every day, or make cupcakes for your kid’s school’s bake sale. Freeing ourselves from the low priority to-dos makes room for the things that are important and bring us satisfaction.