The to-do list is a popular productivity tool because it is simple, yet effective. However, that balance of simplicity and utility is offset by five inherent shortcomings:
- It is a list of choices; often, too many choices.
- We are drawn to the tasks most easily completed instead of those which are most critical.
- Important tasks are overlooked if they are not deemed urgent.
- A to-do list does not offer any context on the complexity of a task or the time available.
- It lacks a feedback device to keep you on the straight and narrow.
Lacking the versatility to deliver real value in a world of complex multitasking and inter-team collaboration, the to-do list is a relic of a bygone era. Its successor is the timebox.
Timeboxing, the Ideal Productivity Tool
A timebox is superior to a to-do list because it is a proactive tool. When you use timeboxing, you make the transition from “This is one of the things that I must do” to “I will do this task, at this specific time, on this specific date. It will take me x hours.”
This pencil-it-in approach populates your calendar with blocks of time dedicated to specific projects. Instead of a featureless list, you are rewarded with a visual representation of individual tasks and how they fit with other tasks and projects as a whole. That visual overview is a powerful project and team management asset for two reasons. First, it gives you the foresight to plan prerequisite tasks for a project backwards from their deadlines. Secondly, it lets colleagues and team members who also use timeboxing to compare schedules and coordinate collaborative tasks with ease.
One of the often-overlooked advantages of using timeboxes is that they leave such a comprehensive record of your progress. You can leverage old timeboxed calendars as a learning tool to better plan future projects or as a reference to provide reviews and feedback.
Timeboxing for Personal Development
The productivity benefits of timeboxing aside, it can also be a powerful personal development tool. The secret is the control with which it affords the user. Research indicates that control (or autonomy) in the workplace is the most important element of happiness at work. Its roots lie in the streamlined, uninterrupted flow of work and ideas. Just as important is the positive reinforcement and empowerment that stems from delivering a well-executed project with time to spare. If you consistently make a habit of this, the right people will take notice.
If you struggle to overcome productivity, collaboration, and project management challenges, the shift from a to-do list to timeboxing might just be the watershed change you need.
Looking for more suggestions to improve your productivity and achieve a healthier balance? Visit the Productivity page in my blog section or contact me today.
