We’ve all had this happen. We create a set of lists of relevant items, appropriately categorized. We’re excited, we feel in control, our brains relax, and life is good.
Then, over time (and often not a very long time), the luster fades. We only look at the lists when our guilt overcomes our apathy; and we gird our loins, committing to some sort of review of them, just because we know we “should.” Then we begin to resist looking at the lists at all, even though we know it’s the answer to renegotiating our agreements with ourselves. Then we go numb to our system, or at least a part of it. The thrill is gone. We’re in productivity purgatory.
Why does this happen?
We’ve noticed several things that can contribute, and they are all closely related:
- The list is out of date
- The list is incomplete
- The list is not really what the list is about
This month I expand on each of these three common causes.
1. The list is out of date
It’s not current. There are lots of new things that haven’t made it into the system and the list, and there are old things on it that should no longer be there. When and if we look at the list, we’re not seeing a complete inventory of options for a category—we’re being reminded of how behind the curve we might be in terms of thinking, decision making, and simply keeping up with our world. Reminder of our fatigue, not creativity, is the result of our engagement with the list.
2. The list is incomplete
We still have other things—usually more current and immediately relevant—that ought to be on the list but, because they are more current and immediately relevant, we’re more inspired to let our psyche be driven by latest and loudest than taking the time and energy required to calibrate them appropriately into our total inventory.
3. The list is not really what the list is about
Often the lists morph seductively into something other than what they were pristinely intended to be. Most commonly, the next actions aren’t next actions, or the status has changed, but the location of the reminder hasn’t.
Let’s tease this last one (#3) out….
Next actions aren’t next actions.
Check your action lists. Is what you read on there really the next, physical, visible, action required? Probably the most common reason for the action lists losing power is that they slip away from the rigor of being real next actions. It’s so seductive to get slightly lazy and assume that “call Fred” is too mundane a thing to take the time to write down. “Mom” or “Board meeting” is just so much easier, because we can then avoid having to make the final-thinking decision about what, exactly, we’re going to do about Mom’s birthday, or the Board meeting. The result is that every time we glance at the item on the list, we’re subliminally aware that something still needs to be thought through and decided about the commitment; and because we don’t at the moment feel like doing that, we start to resist and avoid the reminder.
The status has changed, but the location of the reminder hasn’t.
The most pervasive items in this category are the actions and projects that have really become, over time, Someday/Maybe list items, and you haven’t owned up to that yet. It is a very slow and subtle slide from active commitments to commitments that now aren’t so active, due to the new inputs, new commitments, and changes in your world. It’s hard to let go of them.
One reason is that most people don’t review their Someday/Maybe list(s) as often or as consciously as they should. You’ll be afraid to move that action or project to the Someday/Maybe list, because a part of you knows it might really be going into a black hole (and that’s not really where you want it). For that reason, it helps to reinvigorate your Someday/Maybe items, perhaps sorting them into more meaningful subcategories for you (e.g. Fantasy Trips, Real Things Maybe To Do This Quarter, But Not This Week).
Bottom line: Come back to the purpose of your lists. Are they creating freedom and expansive thinking? Or are they albatrosses around your neck, now? If the latter, there’s nothing wrong with you. It’s simply an indicator that your objective system of reminders of commitments and options is out of date and incomplete. You’re best off taking some luxury time for yourself to get them up to date, or jettisoning them altogether. There’s not much rationale for anything in between.
[Note: This essay appeared in David Allen’s Productive Living Newsletter. Subscribe for free here.]
