[ProblemFactory]

The biggest issue I have with Todo lists and systems is focusing on urgent tasks instead of important tasks.

It is too easy (and satisfying) to prioritise 10 small urgent tasks, complete and check them off, and feel productive. But this can lead to indefinitely postponing long-term important tasks that aren't a top priority for this week on any week.

Tasks like keeping in touch with old friends and new potential clients, learning a new skill, checking that your backup-restore system works, planning a holiday, and so on.

[PlaceFan]

I used to have a similar problem. One thing that helped me (which I won't take credit for): I categorize my todo list into four groups.

* Urgent/Important (Fill out the kids' immunization forms for school)

* Not Urgent/Important (Call old friend)

* Urgent/Not Important (Pick up package from post office)

* Not Urgent/Not Important (Wrap up loose coins for bank)

It works surprisingly well, so long as you follow these rules:

1) You have to constantly re-evaluate. Urgent and important are two adjectives that are extremely subjective and change over time.

2) You absolutely must tackle tasks in the order above.

3) Spend a lot of attention on group two (not urgent/important). You'll be tempted to put gigantic, overwhelming tasks on there ("Learn a new skill") as opposed to something actually accomplishable ("Go through React tutorial part 1").

You really have to be honest about what "important" means to you. Especially group two (not urgent/important). Group one is usually pretty easy.

I'll deal with the hassle of my package being returned by the post office if it means I can talk to an old friend instead. You may feel differently. Be honest about it. If you find you're not accomplishing group two tasks and procrastinating on them, maybe they're not that important to you. "Call an old friend" sounds like something important, but maybe you've both moved on and the friendship really isn't that important to you anymore.

[falsedan]

> It is too easy (and satisfying) to prioritise 10 small urgent tasks, complete and check them off, and feel productive

Very true! I avoided this by doing all the unimportant tasks I could as early as possible, or by ruthless prioritisation (since the person I'm cheating by focusing on busywork is me).

If you have a constant stream of urgent tasks always pushing down the important tasks, you have a workload problem & need to address that first (i.e. by hiring an assistant or reducing your obligations).