To Do Or Not To Do? That Is the Question

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moving some bits of information from one bucket to another. I may have eliminated 250 e-mails from my inbox, but now I have another 15 items on my to-do list, on top of the dozens of items left over from the previous day.

The very length of the list becomes a deterrent to completing any of the tasks on it. My impulse is to throw up my hands, ignore the whole list, and go do my actual work (which, in my case, is writing).

Which brings me to the core of my gripe about the cult of the to-do list. For the most part, the items that pile up on our lists are not actual work. They are distractions from work. Real work is the thing your boss hired you to do—or, if you’re self-employed or entrepreneurial, the thing you hired yourself to do. It’s your core personal project, whether that’s designing new things, or helping other people, or bringing your creative powers to bear on a hard problem that needs solving.

Maybe this sounds backward, but the way I see it, the to-do list can all too easily become a counterproductivity tool. Things would be okay if each of us only had two or three items on our lists each day. Then a to-do list would be a helpful little reminder.

The problem is that nobody’s list is that short. Thanks to our constant connectivity, there’s a never-ending flow of incoming assignments and requests from the other people in our lives. Each one is so small in itself that it would seem uncooperative to say no. But by the end of the day, the list of small things is so big that there’s no time left for our core projects.

The crisis is compounded by the seductive nature of the to-do list, considered as a piece of technology. There are some really gorgeous and elegant to-do apps out there (see the list on the previous page), and I am just as impressed by them as the next geek. (Currently I use Apple’s built-in Reminders app, because the to-do items I put there instantly show up on all my Apple devices.)

But I worry that all of the design innovations that go into these apps—all of the clever tricks that reward “engagement” and keep users coming back day after day—threaten to make the to-do list into an end in itself. Put another way: a sophisticated to-do app can make you feel like you’re being productive when, in fact, you’re just crossing items off a list of stuff that wasn’t important in the first place.

What’s the solution? I’m not suggesting that you throw away your smartphone or delete your to-do apps. We need them, if only as crutches. But even the best app or system can’t tell you, in the moment, what you should be doing. In the end, I think you’ll usually just know. It will either be that annoying thing that has to get done or your boss or your spouse will kill you, or it will be digging in on that bigger task that actually means something to you—the one that doesn’t feel like work because it’s your core project.

Here’s something telling. When David Allen finally gets to the question, in Chapter 9 of Getting Things Done, of how to decide what to do in any given moment, his answer has nothing to do with lists or systems. It’s this: “Trust your heart. Or your spirit. Or, if you’re allergic to those kinds of words, try these: your gut, the seat of your pants, your intuition.”

Obviously, your intuition will be more accurate if you’ve spent some time thinking about your plans and priorities. But there’s more than one way to cultivate a “mind like water,” and one of them is to spend less time grooming your task lists and more time immersed in whatever it is that you love doing.

One thing is for sure: that item sitting at the top of your to-do app is almost certainly not the most important thing you could be doing right now.

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The Author

Wade Roush is a contributing editor at Xconomy.

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  • Marilyn Rogers

    Hi Wade, I would encourage you to take a look at the LifeTopix iOS app. LifeTopix includes the basic to-do list, but also includes a feature called the Quick Inbox. This way, when you’ve decided to add items from your email into your to-do list, you can add them to one of two buckets (soon or someday) — and you can set an “act by” date. Furthermore, when you’re ready to act upon these items, you can convert them to tasks, notes, appointments, reminders, projects, trips, visitors, events (hosting or attending), shopping lists, or gifts. This way, you’ve captured the idea, but you’re not required to know how it’s going to look at the end (or its priority) until you have time to focus on it.

    • http://www.xconomy.com/san-francisco Wade Roush

      Thanks Marilyn, I’ll take a look at LifeTopix. If you’re trying to stick to the GTD system, having an easy way to convert an e-mail into a to-do item would is a big help. On the other hand I’m cautious about these all-encompassing apps that promise to help you with every part of your life, which might ultimately divert more of your time to “time management.” My point in this column was that it will usually work out okay if you ignore your lists and apps and just do what you *feel* like you need to be doing right now.

  • http://www.facebook.com/james.j.roush Jamie Roush

    OK, now I’m going to worry about which fate my emails to you about family vacations are going to suffer!

    Seriously though, I’ve spent a lot of time looking to-do list apps recently and I find them all inadequate for my own professional need, which is managing the work flow of patient care in the hospital. I don’t want to just create lists, because scrolling through them doesn’t help me visualize how I should manage my time. I want an app that helps me manage my workload both in terms of priority and timeliness but I desire somekind of visualization of what I am doing now and how it relates to all the things I will be doing 10 minutes and 12 hours from now. To do lists just aren’t dynamic enough for me. I need an app that compliments my mental map of my work day and lists aren’t organic enough.

    • http://www.xconomy.com/san-francisco Wade Roush

      Jamie, your emails are always top priority for me!

      I’m not surprised you haven’t found a good to-do list for your role on the hospital floor. What you’re asking for is way beyond the features of any app I’ve seen.

      What you’re talking about almost sounds closer to an industrial control system. It would have to be plugged into the hospital’s EMR and it would have to update itself, so that you wouldn’t have to spend time writing stuff down. It would need to know which patients are where and what condition they’re in. It would need a sense of where you are in your day, perhaps by pulling in data from your smartphone and your calendar. It would need to be able to predict which patients are going to need attention in 10 minutes or 12 hours. It would need to know when to interrupt you, and it would probably need speech-to-text and text-to-speech interfaces.

      It might be possible to build a program like this but it would be huge challenge. Right now only a human brain can juggle all of this stuff at once. Checklists are important in medicine but more as references, to make sure the right procedures get followed…It may be that the whole idea of the to-do list is a bad match for your environment, where things are changing all the time.

  • dawdler

    The Checklist Manifesto is not really a “to-do list”. Check lists are different than to-do lists.

    I agree with your thesis – a lot of times the to-do list becomes the ends, not the means.

    These days I only use two things to manage “to-dos”. I use “flag for follow up” in outlook because it’s SO easy and quick and the email becomes a pseudo-task. Very effective.

    And I have a personal “to do list” in Remember the Milk but it’s not trivial stuff like “file expense reports” – rather, it’s a bucket list of cool things that I want to do someday but may never start if I don’t remind myself. I like my to do list to be inspiring. :)

    • http://www.xconomy.com/san-francisco Wade Roush

      That’s interesting, dawdler. Almost every e-mail client has some kind of feature for flagging e-mails. (In Gmail, it’s a star.) A system where you archived but starred every e-mail requiring followup might be just as good as a to-do list, as long as you remembered to review and act upon the starred items every so often.

      • dawdler

        What I like about Outlook (I don’t know what other apps do) is that the “To-do list” feature aggregates both actual tasks AND flagged emails as “to-dos”. So a flagged email becomes a pseudo task.

  • Richard Wolfe

    Dear Wade,

    Great article, we teach people in what I call GTD Lite, which looks much like your stripped version of email centric task management. To support this even better when driving/cycling (we are Dutch) or simply enjoying life away from a keyboard, I developed the Braintoss app (now iOS only) to drop your thoughts straight into you inbox (in one click). I believe it is a worthy addition to your list (especially as it is not a ToDo list but the easiest way to support your method ;). See braintoss.com.

    Cheers, Richard

  • Carla Frett

    Nice article. Here I would like to put my thoughts about the apps that I have been using and that is non other than the task management tools from Replicon.

  • Thomas

    Thanks for a great post. I’d also recommend that you take a look at TimeSheet Reporter at http://www.timesheetreporter.com (NB: I’m affiliated), which makes it possible to track the time that you actually spend on your to do items, and in that way see how effective you are.

    Cheers,