To-Do Lists vs Time Blocking | Which is Better?
Summary
TLDRIn this engaging talk, the host Paul Dittis addresses the common issue of endless to-do lists and the stress they bring. He emphasizes the importance of setting constraints, prioritizing tasks, and using time blocking to manage distractions. Paul introduces the concept of 'indistractible' from the book of the same name, highlighting the need to focus on what truly matters and align actions with values. He also shares practical tips for planning, including scheduling a 'daily highlight' and dedicating time for personal enjoyment. The talk concludes with recommendations for productivity tools and apps like Google Calendar, Sunsama, and Todoist, which can assist in organizing tasks and tracking time effectively.
Takeaways
- 📝 The problem with to-do lists is that they can be never-ending and lack a sense of priority, leading to stress and a feeling of not accomplishing important tasks.
- ⏰ Time blocking is an effective way to create constraints and stay focused on the tasks that matter most.
- 🚫 It's important to admit when you're taking on too much and to cut back to a more manageable number of tasks.
- 🎯 Aim to complete three to five important tasks each day, as this is a solid achievement and helps maintain focus.
- 🧩 People who use time blocking and commit to it tend to get more done, including fitting in other necessary tasks around their scheduled time blocks.
- 📱 Distractions are rampant, and to avoid them, it's crucial to stay focused and prioritize your tasks.
- 🛡 The concept of 'indistractible' is introduced as a superpower of staying focused and controlling your attention.
- 🕒 The 10-minute rule is suggested for focusing on tasks, where you commit to working on a task for 10 minutes before deciding to continue or switch.
- 🔄 Recognize that the opposite of distraction is traction; understanding what you're being distracted from helps in setting clear intentions for your time.
- 📈 Prioritizing tasks effectively over efficiency can lead to better overall progress and accomplishment of goals.
- 🗓️ Planning your week and setting a daily highlight or most important task can help in achieving a sense of progress and success.
- 🤸♂️ Time management is akin to pain management; understanding the 'why' behind tasks can motivate action despite the potential discomfort or effort required.
Q & A
What is the main problem with traditional to-do lists?
-The main problem with traditional to-do lists is that they are never-ending and lack a sense of priority, making it difficult to focus on what truly matters.
What is the key realization about to-do lists and human limitations?
-The key realization is that humans have limitations and cannot accomplish everything on their to-do lists. It's important to set constraints for oneself and prioritize tasks effectively.
How can time blocking help with productivity?
-Time blocking helps with productivity by allocating specific time slots for tasks, which reduces distractions and ensures focused, intentional work during those periods.
What is the concept of 'indistractible' and how does it relate to productivity?
-The concept of 'indistractible' refers to the ability to control one's attention and choose how to spend their life, rather than being constantly distracted. It is a superpower that helps individuals stay focused on their priorities and achieve more.
How can setting clear boundaries for tasks help with time management?
-Setting clear boundaries for tasks helps with time management by prioritizing what can and cannot be done, allowing individuals to focus on their most important commitments and avoid being overwhelmed by less important tasks.
What is the '10-minute rule' and how does it apply to task management?
-The '10-minute rule' involves setting a timer for 10 minutes and committing to focus on a task for that duration. This technique helps overcome the initial resistance to starting a task and can lead to more extended periods of focused work.
Why is it important to define one's values in relation to time management?
-Defining one's values is crucial because it helps to identify what tasks and activities align with those values. By prioritizing tasks that reflect one's values, individuals can ensure that their time is spent on things that truly matter to them.
What is the difference between being effective and being efficient?
-Being effective means accomplishing tasks that move one towards their goals, even if it takes longer, while being efficient refers to doing things quickly and with minimal waste. Effectiveness is more important than efficiency because it ensures progress towards meaningful objectives.
How can physical planners like the Finisher Secrets Planner aid in productivity?
-Physical planners like the Finisher Secrets Planner can aid in productivity by providing a tangible, structured way to plan and track tasks. They often incorporate time blocking and other organizational methods that help individuals stay focused and manage their time effectively.
What are some digital tools and apps recommended for productivity and task management?
-Some recommended digital tools and apps for productivity and task management include Google Calendar, Sunsama, Todoist, TickTick, ClickUp, and Asana. These tools offer various features such as task listing, time tracking, project management, and integration with other platforms.
How can one ensure they stay on track with their weekly goals and commitments?
-To stay on track with weekly goals and commitments, it's suggested to schedule a dedicated time, such as an hour or two on Friday or Saturday, to plan the upcoming week. Daily reviews of the next day's tasks and adjustments based on new information can also help maintain focus and alignment with goals.
Outlines
📝 The Problem with To-Do Lists
The speaker begins by discussing the common issue of feeling stressed due to an overwhelming to-do list at the end of the day. The problem is not the individual, but the system they use to manage tasks. The speaker introduces the concept that to-do lists are never-ending and lack a sense of priority. The solution is to create constraints for oneself, such as time blocking and limiting the number of items on the list. The importance of focusing on important tasks and admitting the problem of trying to do too much is emphasized.
🎯 Achieving Indistractability
The speaker shares insights from the book 'Indistractable' by Nir Eyal, highlighting the importance of controlling one's attention to improve productivity. The story of Eyal's missed moment with his daughter due to phone distractions is shared to emphasize the need for focus. The speaker suggests that being indistractable is like a superpower, and it involves doing what one says they will do. The idea of setting clear boundaries for what one can and cannot do is crucial for managing distractions and staying focused on important tasks.
🏃♂️ Prioritizing and Planning
The speaker discusses the importance of prioritizing tasks and setting clear boundaries for one's time and energy. The concept of 'pain management' is introduced, suggesting that humans often avoid tasks to evade pain. The speaker encourages the audience to reflect on their 'why' to help overcome the pain of doing difficult tasks. The idea of focusing on high-level tasks, or 'rocks,' before lower-level ones is suggested to ensure that important tasks are completed first.
🗓️ Hands-On Planning
The speaker provides practical advice on planning one's week, emphasizing the importance of scheduling time for important tasks and personal enjoyment. The concept of a 'daily highlight' is introduced, where one identifies a key task that, if completed, would make the day successful. The speaker suggests dedicating time on Friday or Saturday to plan the upcoming week and reviewing the plan daily to adjust for changes. The importance of sticking to the plan, even when faced with failure, is stressed to build the skill of time management and focus.
🛠️ Productivity Tools and Apps
The speaker shares his favorite productivity tools and apps, starting with Google Calendar for its simplicity and integration with tasks. He then discusses Sunsama for its ability to combine task lists with weekly objectives and track time. The benefits of time tracking for better decision-making are highlighted. Other tools mentioned include physical planners like the Finisher Secrets Planner and bullet journaling, as well as digital tools like TickTick with its rich features and Todoist for its simplicity. The speaker also mentions project management tools like ClickUp and Asana for managing larger projects or family tasks.
🚫 Eliminating Distractions
The speaker concludes by emphasizing the need to identify and eliminate triggers that lead to unwanted directions. He suggests practical steps such as unsubscribing from distracting email newsletters and setting expectations to avoid disturbances during focused work times. The speaker encourages the audience to be mindful of these distractions and to take control of their attention to improve productivity and focus.
Mindmap
Keywords
💡To-Do Lists
💡Time Blocking
💡Distraction
💡Prioritization
💡Indistractable
💡Pain Management
💡Calendar
💡Efficiency vs. Effectiveness
💡Values
💡Daily Highlight
💡Productivity Tools
Highlights
The problem with to-do lists is that they are never-ending and lack a sense of priority.
Creating constraints for yourself can help manage to-do lists effectively.
Time blocking is a favored method to bring structure and focus to your daily tasks.
Limiting the number of items on your to-do list can increase the likelihood of completion.
On a typical day, accomplishing three to five important tasks is considered productive.
Distractions are a major problem, and effective time management is about controlling your attention.
The concept of 'indistractible' is introduced as a superpower to stay focused amidst distractions.
The 10-minute rule is a technique to combat procrastination and build focus.
Defining your values and aligning your time with them is crucial for effective time management.
Being effective is more important than being efficient when it comes to productivity.
Time management is essentially pain management; we avoid tasks due to the potential discomfort they cause.
Planning your week and reviewing it daily can significantly improve your productivity.
Setting a daily highlight helps focus on what's truly important for the day.
Physical planners like the Finisher Secrets Planner and bullet journaling offer effective alternatives to digital tools.
Apps like Google Calendar, Sunsama, and Todoist are recommended for daily planning and task management.
Project management tools such as ClickUp and Asana are useful for larger scale organization and collaboration.
The importance of training yourself to stick to a plan, even when faced with setbacks, is emphasized.
Transcripts
have you ever felt stressed at the end
of the day looking at your to-do list
and another day passes and you feel like
you didn't get the right things done
and yet
you had the whole day open there wasn't
meetings or things vying for your
attention you just
let it go so today i'm going to share
with you the problem
the good news is it's not you it's the
system that you're using to get things
done
so
stick around and i'm going to share with
you the tools that i use at the end and
then right up front we're going to dive
into some
tactics that'll help you stay focused
what's up friends welcome to the
beautiful mess where we talk about tools
and tactics to improve your life i'm
your host paul dittis a youtuber and
creative director and i'm glad you're
here because we're going to dive into
the problem of to-do lists and what to
do about it so the first thing
what is the problem with to-do lists
because i'm sure
like me you have one and it's just like
never-ending lists of things that you
could be doing should be doing
should have done yesterday
uh so the problem with to-do list
is that
like i said they're never ending you can
create unlimited number of to-do lists
and
yet
there's no sense of priority what should
you be focusing on
and so the important thing to realize is
that there are no constraints there are
no boundaries to to do lists you can
write unlimited number of things so
what you need to do is create
constraints for yourself
you can do this in a variety of ways
one of my favorites is
time blocking so we'll dive into that a
little bit later and then also perhaps
limiting limiting the number of items on
your list perhaps you have you know a
regular list of 10 to 15 items do you
get those 10 to 15 items done every
single day i'm guessing you don't so uh
first
admit that there's a problem that you're
maybe trying to bite off too much more
more than you can choose so first off
realize that second maybe
try to cut it back to the more
manageable and perhaps just take off
like the low level items you know or put
them on a different list
i would say that
on a typical day you can really get
those like important to do's maybe three
to five items that's like a solid day if
you can get
three to five
important items done it's not just like
oh call this person email this person
maybe it is to you but like oftentimes
those are like the surface level
and what they find is typically those
people that plan their week using time
blocking and
basically having a commitment to that
time
end up getting more done they they
typically fit in those other items that
need to get done around
those those big blocks of time maybe an
hour two two hours an hour and a half a
focused
intentional time
uh because
as you know the big problem that a lot
of people have is distractions there's
so many distractions out there like you
you open your phone and then there's 20
different notifications telling you to
do this and that and so i want to
introduce you to this idea that i
learned from a master class with near
ayal who wrote the book indistractible
which uh let me see the full title it's
indistractible how to control your
attention and choose your life and i
haven't read the book yet so full
disclaimer haven't read the book yet but
the master class i thought was very
insightful and so
one of his things that he he talks about
he first shares a story
about his daughter and himself
and
which led to this book actually the
title of the book is is that the
daughter basically they had i guess like
a book with different things that you
can do with your daughter and so one of
the things was like a question which he
he asked his daughter like if you could
have any superpower what would it be
and the daughter said
well
actually he never knows what his
daughter might have said because in that
moment he decided to pick up his phone
like many of us you know there's
endless numbers of distraction on your
phone so and he he doesn't really know
why you know he just decided in that
moment to pick up his phone and when he
looked up from his phone his daughter
was gone he lost
that moment
and
he can't get that moment back but what
he can do is realize his mistake
and create
steps and processes so that he can avoid
that happening again and so what he did
was he
the book indistractible basically means
that like it's a superpower like instead
of getting
distracted
you're going to stay focused
and um
so the thing with like
to to-do list is that like it can just
add more stress to your life because
it's it's just like
you can't get to everything
there's some things that you're going to
just have to say no to
because if you just look at your to-do
list and
realize
hey i'm human
i can't do
everything that everyone wants at every
single moment as soon as they want it
so it's it's important to prioritize and
set clear boundaries about what you can
do and what you can't do
and so the ins indistractable difference
um it's like a superpower that you
should aim for
and basically what it comes down to
is
basically you
do
what you say
when you say you'll do it
and so
uh
if your calendar says that you should be
at the gym
you're at the gym if your calendar says
that you should do this you're doing
that
obviously it's like a muscle you have to
train it and you will fail from time to
time you will fail there will be times
that you just feel like oh i messed up
completely and
whoops
that that happened and that's where i
would recommend using one of my favorite
tools is roll with the punches just pick
yourself back up
uh
realize the next step that you can take
to get back on track
uh so there's there's different ways
that you can stay focused and it's like
a muscle
you can't just like
willpower hey i'm gonna be focused now
uh instead you have to like train and so
what you can do is one of these tips
that he gave is like the 10 minute rule
so that
if there's a task that you should be
working on
you can say like hey for 10 minutes i'm
just going to set a timer for 10 minutes
and i'm going to focus on it for 10
minutes and sure enough 10 minutes leads
to more time eventually but you have to
make that commitment for 10 minutes
where either a you're just going to dive
in and do the work or b you're going to
surf that urge of wanting to avoid it
avoid the task and you're going to
hopefully at the end of the 10 minutes
be able to commit
to doing it actually doing the task and
so
it's important to realize
that
one
the opposite of distraction is traction
so
but
the reality is
is that
you can only be distracted
if there's something to be distracted
from
because
if you're getting distracted
what are you getting distracted from and
that's where it's important to define
your values
and then to set a time to them turn your
values into time because where you spend
your time is honestly kind of where
you're
subconsciously maybe saying
my values are this that and the other
um
because you're voting with your life
literally your time your energy and so
um that that's important to realize is
that
in order to be distracted you first have
to realize what you're being distracted
from
and so just having a to-do list doesn't
necessarily mean that like which one of
these items on my to-do list was i
actually distracted from there's endless
number of items that could have been
distracted from and that's where you
need to set an intention
for your time and this comes into time
blocking
and so
just to kind of recap the importance of
this is that there's a big difference
between effective
and
efficiency being effective and being
efficient because
being effective means that you're going
to move the needle even if you're not
necessarily moving the fastest
because
if you're super efficient and you go
super fast but you're like off track by
just a little bit
you're going to end up in a completely
different spot whereas if you're
effective where you're even if it takes
a while for you to get where you need to
go
it's better that you're being effective
where you're
focusing on the right tasks at the right
time because that's going to lead you
where you want to go and you're going to
end up
much better off than just simply
seeing the plethora of things that you
could be doing should be doing
so
make
a commitment to your day to your week
and so i'm gonna dive into some ideas
that will help you with that uh before
we do that i also want to share this
idea that i learned from the master
class time management requires pain
management
so
you don't necessarily have a problem
with time management it's more like pain
management because
at the root of our beings we
often choose to do something or not to
do something to avoid pain that's like
the human uh
you know underlying
reasoning so like
i think the example was given i forget
where but
you know if your child
is across the way
and there's something like burning
like the the building's burning and your
child is across the way you would climb
this you know tight rope to get there
but let's say on another day there's a
tightrope and someone says hey walk the
tightrope when where are you going to
plan to actually do it like are you
going to do it when that your child is
in peril and in danger absolutely
or are you going to just like on a whim
decide to walk this tightrope so it's
important to realize that a lot of it is
pain management so uh
think about ways that you can
get into and realize like you know
this might be painful now but i'm going
to reap the dividends later
so like going to the gym that can be
painful sometimes but
you get many rewards from going and
working out to being fit it impacts so
many different life domains
and so that's my encouragement to you is
to realize that time management also
kind of equates to pain management
uh what are you avoiding like you know
think back to the caveman days like we
um
you know they they would hunt they and
obviously there was some danger involved
in hunting however they realized that
that danger
was negated by the need for food like i
need to eat
there is food
i get the food from
um hunting animal you know it's just
like that simple so
but the thing is like oftentimes we
don't really have that like
sense of like
tiger killing us kind of
atmosphere so instead it's like uh you
have to
kind of like go back to your why why do
you need to do these things why is it
important that you undergo this pain so
that at the time when you're like
struggling and you're like ah should i
do it should i not you know hey i'm
committed to this i'm going to do it
um
and so
again what you want to do is train
yourself so that you will do what you
say you do
when you say you you like plan to do it
um and
the other thing is like don't fall for
crossing off low level items like that
it's so easy to make a long list of
to-do items like little things that need
to get done
but at the end of the day will you feel
like you've gotten so much done by
crossing off those low level items yes
there'll probably be a dopamine hit
every time you cross it off but
in the long run will you be moving the
needle on your more important tasks or
will you just be like hey there's
another little check mark that i can
add to my
list
um so something to consider not not to
say that there's anything wrong with
making lists with low level items but
it's important that you plan around
those high level
like you put in your rocks in your week
first basically
um and that's going to lead us to the
actual hands-on
planning your week so
what is it in your week
that's most important so right now i
want you to kind of think about
what this week if you could get one
thing done
to move the needle in your life
and
it's important to realize that there's
different domains of your life too it's
like you have yourself
and
you impact others and others you know
have a greater impact so
first of all
what is it that you need
to be able to do everything else that
needs to get done like start with
planning out those things first like
do you need to go to the gym
so that you can interact with those
around you in a positive way do you need
to go to the gym so that you have the
energy to get the work items that you
need to get done so that's an important
thing to realize and then
the next step is what do you need to do
for your relationships
your kids your wife
your husband you name it like what is it
that you need to do for them
uh that will help
build those relationships and also under
the me i don't want to forget this
think about the things that you enjoy
doing is it video games is it
this is like the thing that people
forget it's like um you know i have to
plan out you know my work
all these important things but like you
all seem to
schedule in like margin time just time
for yourself time to like enjoy like
what you enjoy doing reading going on a
nice walk like don't
miss out on that that's so important
i can't stress that enough so make sure
you schedule out
those things that matter to you so that
you're also excited for the week
and along with that i would suggest
making a daily highlight what i've been
doing recently is i've been putting at
the top so in your google calendar you
can make an all-day event and it'll stay
at the top of your list of uh you know
basically your day
and so
i've been making a day item for like my
highlight of the day like if i get this
one thing done in the day like that's
gonna be great it's uh kind of an idea
that i got from both ali abdal who got
it then from make time the make time
book that i'm currently you know working
my way through
um
but that that's like an idea is like
make sure you have like a highlight of
your day whether that's moving the
needle on a work project whether that's
something that you enjoy a new show that
came out that you're excited about
so plan your day around what's important
and uh make sure you set off the times
um and so yeah i would suggest planning
out like take a hour 30 minutes maybe on
friday or saturday of the week
um to plan out your next week
so
and then review that like every single
day like as the evening comes in look at
your to do items for tomorrow and
schedule those if if you haven't already
like again friday saturday it's a great
time to schedule the week but then you
also have to do those mine minor reviews
and say like hey
tomorrow
uh this needs to happen at this time so
i'm gonna shift this around you know
it's it's life things happen things
change but uh the important thing is
like when the day comes that there's not
too much moving around you just realize
like hey like this is what i plan
i said i would do this at this time i'm
gonna do this now
um and so that you can
exercise that skill are you gonna fail
yes you probably will but
the important thing is you had a plan
and that you worked towards it even if
you failed the first few times you're
just going to pick yourself up and keep
going
um so yeah to-do lists are still
important because like when you go to
schedule a week you can look at those
maybe you have a quarter goals list and
then you can realize like okay to break
this down into this week i need to do
this this and this and so i think that's
that's still super important is to
realize like your quarter goals
and then your year goals and
and that way
you can break it down into smaller
actions and plan it out
because
what you put on your calendar it's more
likely to get done because you're
putting that intention onto something
that you can have traction with
so
when you get distracted you can realize
oh i should have been doing the thing
that i had planned for this time because
that's
what will move my life in the direction
i want to go
so
that's a lot of
backstory now let me give you some of
the fun stuff at least for me i love
productivity tools apps all that fun
stuff if you're interested in learning
more about productivity tools and apps
i'd suggest subscribing to my youtube
channel because i am hoping
and i have a current video in the works
for one of these tools sunsama so if you
want to check that out subscribe to my
youtube channel pauldidus
on the youtube and that should be coming
out hopefully in the next week or two
and
so what are some of my favorite
productivity apps as of
today
so
under the daily planning apps list
my first one is going to be the obvious
and the free one
google calendar
hard to beat you can just
create tasks
right in there plan out your day right
in there
don't complicate things
the next one is one of my current
favorites is uh sun sama sunsama i think
is one of the best because it combines
your
task list and weekly objectives and
it makes it so that you can easily track
your time and review your time so that
you can make meaningful changes for
upcoming so you can better plan your
week because a lot of times
people are
not good at realizing how long something
takes
um
many times like at work i'm sure you've
had this where people like say oh you
know you should be able to do this in
that amount of time and they
don't realize that it's actually a long
process there's there's a lot of steps
that are involved
so
then you can go back to them and say hey
like last time i did this it took x
number of hours so realistically i can
get it to you by this date so that's
that's i think the helpful thing about
tracking your time is that
you can make better decisions and so
that's what i love about sensama it
integrates so well with google calendar
and so and you can also integrate it
with your project management tools like
uh click up asana and then also todoist
there's some other integrations but
those are some of the ones that were
meaningful to me so
uh the other
recommendation is some physical planners
that you can use so if you're more of a
pen and paper kind of person these are
the ones probably that you might want to
check out the first one is the finisher
secrets planner and this one's actually
based around time blocking so if you're
looking for a time blocking planner then
the finisher secrets planner would be
the one that i would recommend checking
out um javier who runs the company is a
great person
uh i've really enjoyed working with them
i've done done a course for them in the
past and
yeah they're just
it's a solid planner
um and then the other thing is just
simple bullet journaling check that out
like actually the the finisher secret's
kind of like a done for you bullet
journaling i'd say like it gives you a
lot of the bullet journaling elements
but it kind of just does it for you and
i'd say it's very much geared towards
anyone that wants to you know be
effective
um plan out their week
so yeah finish your secret planner
great option
uh and bullet journaling classic
and check those out and then action day
planner that one uh i've used over the
years uh it's just like like it could be
good for time boxing too because
basically they have like the week laid
out and want actually two pages like
monday through sunday basically
um and it's just like a great way for
you to just
you know write out all the things that
you need to get done and see it on the
week and have you like your
projects or goals that you have for the
week on one area and then the to do
items on these sides so you've got it
kind of all laid out easy easy view um
the next one that we're gonna dive into
are kind of like the to do apps so you
have things like tick tick
that's it's a fantastic app i i love it
um if you're looking for like kind of
one with rich in features they have the
eisenhower matrix it has
um
a pomodoro timer so you can actually
like have a pomodoro timer and see like
how many pomodoros it takes to do a task
uh so that that one's really cool to do
is like my minimalist favorite like
basically it's like pen and paper you
just click into something and start
writing and then todoist i would say is
like a solid all-rounder
um nothing special but it just works i
mean this i think the one thing that
todoist does really well is like you can
it just like naturally knows like what
day you want on based on what you're
writing
and
like the shortcuts are pretty nifty um
and then for project management so this
is probably you can use a project
manager for your
day list there's nothing wrong with that
but these are probably more geared
towards like running a company
or um
or even a family i i've used the project
management tool for running our family
so you can use it for that too but the
two that come to mind are click up and
asana
my disclaimer with click up it's a great
great tool it's just there's a lot of
features that you can get lost in
whereas asana it's super simple easy get
started
i would say it's the intuitive the more
intuitive one of the bunch but both are
great so
you decide which one works best for you
uh give it a go and then again i'm
hoping to review some of these apps that
i'm talking about today so
if that's something that you're
interested in be sure to subscribe to my
main youtube channel pauldidus and
love to share what i learn about these
tools with you
okay folks well that was a fun episode i
i love talking about productivity
and ways to get things done so hopefully
that was helpful for you hopefully
you're going to be
getting more traction in your life and
pushing out those distractions and
something to keep in mind are what are
the triggers in your life whether
internal or external that are pushing
you in the direction that you don't want
to go so that you can eliminate them
whether that's simply uh unsubscribing
from email newsletters that keep coming
into your inbox and you know you have to
delete them every single time they come
in
or
creating you know
expectations so that people know not to
disturb you during this time because
you're going to be recording or you're
going to be creating something that
requires your time and attention so
things to keep in mind hopefully that
was helpful for you uh if you want to be
part of the messi fan be sure to rate
review subscribe wherever you listen to
podcasts love to hear from you and until
next time my friends
stay messy
[Music]
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