In my last post, “How to Get a  Lot of Different Things Done Without Going Crazy,” I mentioned molecular neurobiologist John Medina’s point that our brains are structured so that we can only focus on one thing at a time. In Medina’s book Brain Rules, he asserts, “the brain cannot multitask.” It’s a really important point, but he is making it in a confusing way, because Medina goes on to say he’s only referring to “the brain’s ability to pay attention.” As you know if you’ve ever driven the wrong way because your mind was on something else, doing a thing doesn’t always mean paying attention to it. Medina is telling us that we can’t multifocus. Multitasking is not only possible, it’s a terrific way to get dull things done without getting bored, if used in the right way.

But since we can’t focus on more than one thing at a time, that means that if we’re multitasking, we can have at most one thing tying up our attention at a time: past that first thing, anything else we do can’t be something requires attention: it has to be something we’ve done over and over the same way.

I like folding laundry, because I always use laundry folding time to watch a movie with my son. We dump all of the clean laundry in the middle of the living room, sit around the pile, and gradually transform the pile into neat stacks of folded clothing. We take our time, talk about the movie a little when we feel like it, and when we’re done we hardly feel like we’ve done any work. It’s my son’s favorite chore, and I count it more as leisure than work.

But it’s easier for me than for my son, because I’ve been folding clothes for decades, while my son has only been doing it for a few years. Several times every folding session, I’ll notice he’s stopped folding, his attention fully on the movie. Usually this happens with a trickier item of clothing or with a particularly gripping part of the movie. Not being as used to folding as me, he can’t do it entirely on automatic, so his brain needs some of his attention for the folding, and his attention is already taken up by the movie. Since he can’t pay attention to two things at once, the clothes folding just stops, and since he was doing it automatically, he may not even notice: he may just sit there holding the shirt, transfixed.

“Fold,” I remind him, and he takes the few seconds necessary to focus on the clothing and start folding it, at which point his brain can go back to the movie.

I can understand if you don’t think of watching a movie and folding clothes as multitasking (though since I write a lot of fiction and analyze movies for plot, character, pacing, and emotional impact as I watch, watching movies for me is fun work instead of just fun), but even using our attention for fun can make boring work enjoyable.

So multitasking is simple, but multitasking attempts are doomed to fail unless the extra tasks being done are near-automatic ones. In terms of prioritizing tasks if we want to get a lot done, this suggests that it’s helpful to save the really mindless ones for a time when we’re doing something else with our mind: planning, talking on a headset phone (they’re not expensive, and they’re a good way to get housework done painlessly for some people), or even relaxing with a movie. But since even automatic tasks require a little bit of attention from time to time, we generally can’t focus intensely on one thing while automatically doing another: for example, we can’t multitask and still expect to get into flow.

I’m not suggesting we need to fill every moment of our lives with as much productivity as possible, but when we have a lot of things in front of us to do, it can help to know that some of the dullest tasks can be done while our brains are elsewhere. While there are other good ways to accomplish boring tasks, there’s a certain satisfaction in getting two things done at once: it makes us feel organized and confident, and that feeling itself is a great motivator.

Replicated guy cleaning photo by waveking1
Photo of unicyclist Tom James by Elsie esq.

As I write this it’s Saturday, the beginning of the first mostly-free weekend I’ve had in about a month. Because scheduled things take up almost all of my time during the week, I’ve amassed a list of about 30 tasks, large and small, that I’d like to get done this weekend. They probably won’t all get done, because there are only so many hours in the day, and that’s OK as long as I make good use of my time, enjoy the weekend, and get the most important ones taken care of. The question is, what’s the best way to do that?

I’ve gotten better and better at juggling multiple tasks over my lifetime, especially since I started intensively learning about the psychology of self-motivation, but it wasn’t until I came across a section on attention in molecular neurobiologist John Medina’s book Brain Rules that I understood why I’ve been getting better at managing a lot of tasks, and how to improve even more.

When Medina talks about attention, he describes how we change our focus from one thing to another: for each separate activity, we have to send a message throughout our brain telling it to first search out, then activate all the neural resources we have for that particular activity, letting the resources that have been active for whatever we were just doing go dormant. This is called “rule activation,” because as we learn, our brain developes specialized rules for how to act in different circumstances. Rule activation takes several tenths of a second, Medina says, and we can only activate rules for one task at a time. (What about multitasking? That’s a special case, and I go into it in more detail in the post coming up on Wednesday, “How to Multitask, and When Not To.”)

So why should this switchover matter? After all, if our brain can change modes in less than a second, we should be able to move from one thing to another with only a tiny hesitation. And that is possible–but only after we decide what we’re going to do and focus. Until we decide, until we’re certain about what we want to do and start to focus our attention on it, our brains don’t switch over: we’re in a holding pattern, still hanging onto the tools for the last thing we did and not sure what the next thing is. Just thinking about doing a thing is not the same as being ready to do that thing, even though we can very quickly move from thinking to committing if we try.

In other words, in order to get something done, we have to choose one and only one thing to concentrate on, discarding uncertainty and distractions. The problem with this is that our lives don’t present us with one and only one thing to do at a time: often we’ll have several things that need our attention, all of them important, with new ones coming in all the time. How do we reconcile our single-focus brain with a wide variety of tasks? We need to narrow our focus to only one thing at a time, and to do that we need to temporarily dismiss everything else. We also need to have an easy way to move on to the next thing once we’re done the current task.

We often don’t do this. Often we start one task, shift to another task, check e-mail, remember something we wanted to get out of a drawer, get up to get it, get involved in a conversation, forget what we got up to fetch … in other words, we let our attention shift from one thing to another, requiring a complete brain reorientation every time.

The discipline of getting a lot of different things done, then, is a discipline of choosing one thing and ignoring everything else. If you don’t know what the one thing to choose is, the answer is easy: focus your attention on prioritizing your next selection. Putting the extra attention in the choice makes it easier to focus once you move on to doing the thing you selected, because you’ve already had the chance to consider and reject all the other things that you could be doing for that moment.

To get an extra boost of productivity from there, it’s sometimes possible to keep a queue of maybe up to three or four things in your mind. As soon as you’re done the first one, focus fully on the next, and so on. This can be fluid: you can change the order before you start doing something, but once you start, try to stick with it to the end unless things change drastically. Once you get your focus on something else, it’s not always easy to bring it back, so each time you focus your attention, focus it completely and confidently, knowing that you’ve chosen the object of your attention carefully. The secret to doing a lot of different things is to not try to do them all at once.

This process of focusing isn’t just efficient: it’s relaxing. What’s stressful about having a thousand things to do is having to deal with all of them at once. By prioritizing, you really are dealing with all of them while still freeing yourself from having to think about all of them at once.

And now, if you’ll excuse me, it’s time for me to schedule this post and put my attention in exactly one other, entirely different place.

Photo by Jonathan Caves

What’s your biggest goal right now, the one you most want to tackle? If you don’t know that off the top of your head, that may be a big obstacle to getting much done. If you do know, great–and on to the next question, which is this: what is the very next thing you’re going to be doing to further that goal?

Do you know that one off the top of your head? If so, go to the head of the class! If not, you can still go to the head of the class, but first you have to get in the habit of queuing things up for yourself. It sounds simple and inconsequential, but it’s actually simple and crucial.

The logic is pretty straightforward: if I know what my next step is, then I’ll recognize as soon as there’s a good opportunity for me to take it and am prepared to take that opportunity. Once I’ve tackled that step, I take a moment to think about the next step so that I know what that is. Working this way, I’m never that far from thinking about or being able to act on my goals, and sometimes my subconscious may even be able to make extra progress on my project without me expending any real effort.

Looking at it from another perspective, knowing your next step is an effective way to minimize anxiety about a big project. If there twenty things you could do next and you haven’t picked one as being the first, then you’re in a position where you have to worry about all twenty. If you’ve carefully chosen one of those things to do next, you only have to worry about that one until you complete it; then you choose the next one and still only have to worry about one, even though you’re moving right on down the list.

By the way, “the next step” means something that you actively have to focus on to do. If the next thing you need to do to achieve your goal is something that you don’t even have to think about, something that’s already set up for you or already an ingrained habit, ignore it for the purpose of knowing what’s next. But those are specifically the kind of areas where no motivation work is needed. What we’re talking about here is the next step that’s going to take some kind of effort or attention from you.

This approach separates choosing something to do from actually having to do it, which also combats anxiety. Since considering all the things you might have to do can be a source of stress, and since getting yourself to do something difficult can also be a source of stress, taking the two separately can make each piece easier to deal with.

Some examples of choosing the next step: If you’re writing, it might be starting the next chapter, or planning out the next piece of the outline, or editing a particular section; if you’re working on fitness, it might be exercising in the evening, or planning your next meal; if you’re organizing your home, it might be the next area you plan to clean up, or the next habit you need to practice; if you’re quitting smoking, it might be simply restocking your supply of gum or reading up on emphysema. Regardless, always knowing your next step keeps you literally one step ahead.

Photo by Tojosan

I’ve been delving recently into how people make life changes in many different spheres, for instance in diet, work habits, organizational habits, relationships … and so I’ve begun listening to an audiobook called Stop Clutter From Stealing Your Life by a man named Mike Nelson. I’m not sure I can recommend it unreservedly (even apart from having not finished it), because some of it sounds a lot like an infomercial, but Nelson really does seem to get to some very meaningful information.

The most interesting thing Nelson, formerly a terrible clutterer himself, has brought to my attention so far is the difference between attacking the problem of clutter organizationally versus attacking it emotionally. As he describes it, clutterers will learn new organizational techniques and yet make no progress with their clutter because they’re running into emotional obstacles that have to be dealt with first. If a person is too afraid to tackle their clutter problem, it doesn’t really matter how many great techniques they have for cleaning out their closets.

So it can be useful, when we look at things that we’re not doing but want to be doing, to figure out whether our obstacles are emotional ones (like being afraid of what will happen if we start the task, or ashamed that we haven’t done it already), mental (like telling ourselves we’re doomed to failure without even trying), organizational (like not knowing where the time will come from to get the job done), or some mixture.

This is not to say that there aren’t external obstacles too, like not having the resources needed or having others who oppose us, but in terms of self-motivation, generally speaking all obstacles wind up being emotional, mental, or organizational.

And in an important sense, all three kinds of self-motivation obstacles are really mental obstacles, in that they can be tackled using cognitive approaches–that is, by changing our thinking. But that’s a topic for another time. For today, it’s worth just asking ourselves: what’s really standing in my way? To get past this obstacle, do I need support from a friend? Help working out fear or anger or guilt? More confidence? A better way to think about things? Time? Better planning? Once we know what kinds of obstacles we face, we can understand better how to overcome them.

Photo by code poet

I noticed that the business rating resource site Angie’s List was having a “King or Queen of Clutter” contest, and I was toying with the idea of nominating a friend (who, I realized after thinking about it honestly, really doesn’t deserve the title). On the Angie’s List post about the contest, I came across a link to the Unclutterer site. I haven’t gone into detail about self-motivation tools for cleaning up and getting rid of clutter yet, but I have posts planned for those subjects, and for anyone interested in digging out, Unclutterer looks to be a terrific complementary resource, with specific ideas and tactics for getting rid of clutter.

An idea to get you started: decluttering and cleaning aren’t about finding a massive amount of time to do a massive cleaning. After all, everything just gets messy and dirty again if that’s all you do. Instead, consider the old saying that’s the motto of the Unclutterer site: “A place for everything, and everything in its place.” To keep an area clean or uncluttered, the key is for everything to have a place to go and for us to get in the habit of putting things in their places; for cleaning, this means cleaning up on a small scale as we go rather than letting things pile up and trying to make a single Herculean cleaning. These habits distribute cleaning and decluttering in tiny moments throughout the day rather than requiring huge efforts that are rapidly eclipsed by life marching on.

Terms like “resignation,” “surrender,” and “submission” are practically cuss words in Western culture–certainly in America, anyway. Americans are brought up to believe that we should never give in to anybody, never submit to anything, and always be in control. We’re led to believe that strength always requires this kind of control, and so we tend to think of things like drug trafficking, terrorism, and our own habits as things we need to wage war on rather than things we simply need to find solutions to. Drug trafficking and terrorism are way, way outside the scope of this site, but there’s a crucial lesson about habits here. That lesson is resignation: to truly conquer bad habits, we need to surrender to our own best choices.

The kind of surrender we’re talking about here isn’t the kind where you give up your will to another person, or another force, or someone else’s ideas: instead, it’s letting go of things that may feel comfortable or at least familiar but that are holding you back, like broken ideas, and being willing to make new choices. It’s giving up the things we think we want, when necessary, to achieve the goals that are actually most important to us.

One example that many of us struggle with on a daily basis is priorities. If a person honestly has more things to get done than they’re able to handle, as many of us do, really taking control of the situation requires, strangely enough, letting go of some control. To put it plainly, if I have more to do than I can accomplish, then I’ll be able to handle things best if I resign myself to the fact that certain of those things aren’t going to done–and use that new point of view to make sure the most important items will get done.

Failing to resign ourselves in situations like that means that the things left undone are determined by whim and chance instead of by choice. If I “need” to practice some music, buy some new shoes for my son, exercise, answer some e-mails, and look up a new book I heard about, yet don’t have time for all of those things, then I run the danger of running out of time and (for instance) not getting the shoes and not exercising. As a matter of fact, I may naturally gravitate toward the least important and most immediately appealing of those things, like playing the music and surfing the Web reading reviews of the book. When I explain why I didn’t exercise or buy the shoes later, I may say “I just ran out of time.” Yet in actuality, not resigning myself to the time limitations in the first place meant that I really would have been choosing to do the less important things over the shoes and the exercise. If I resign myself to not having time to learn new music and buy new books, I might get done everything I actually need to get done, and while this may seem less appealing in the moment, over the long term I’m likely to experience more pleasure and more happiness because of having made these seemingly less appealing choices.

Which leads us to another important place for resignation: easy pleasure now versus happiness in future. For instance, I regularly do push-ups, building up my strength both for general health and as part of my Taekwondo training. In the moments I’m doing them, push-ups are hard to enjoy: they make me breathe hard and cause my muscles to strain in a way that feels suspiciously like mild pain. Yet if I don’t resign myself to experiencing this mild pain, then I’ll tend to avoid push-ups most of the time and won’t experience the pleasure of having that strength and being able to do the things push-ups allow me to do (even if that’s mainly just more push-ups).

Another kind of resignation that can make a world of difference in self-motivation is resigning ourselves to take responsibility rather than putting the blame outside ourselves. For instance, if a person has major financial problems but fails to take action because they feel those problems are mainly other people’s faults, they’ll most likely continue to have financial problems. It’s giving up that excuse of blaming outside conditions and resigning ourselves to take responsibility for our own lives that enables us to have some power over our situation.

There’s a surprising and wonderful side effect to resignation, too: it makes unenjoyable things more enjoyable. When I resign myself to doing push-ups, I’m no longer telling myself “These are hard. These are painful. I don’t want to do these.” Instead I’m saying “Time to do some push-ups. I can manage this.” This doesn’t make the exercise any more physically comfortable, but it frees up my attention to focus on things like the power I’m feeling in my muscles and the joy I can take in increasing my personal record, doing a few more push-ups than I’ve ever done in one go before. There are elements to enjoy in virtually any seemingly unenjoyable step to a worthwhile goal. Even hunger can bring a smile to your face if you resign yourself to a little of it (in a healthy context) and begin to experience it as the sensation that often goes with your body burning stored calories–and I say this from experience. But more on enjoying the unenjoyable in another post, because that’s a big subject.

So how do we know when to use resignation in our lives? Resignation is needed whenever we know what we need to do but are having trouble bringing ourselves to do it.

Resigning ourselves, as much as it sounds like knuckling under, is really much more like bravery than cowardice. We can go out and face the dangers that worry us and surrender ourselves to the possibility that we might be hurt, might have to go through something difficult, or might fail; or we can hide and hope that things will just somehow work out, often ensuring hurt and difficulty and failure. Surrender here means not giving up what’s important, but giving up what isn’t: more often than not we need to give up things we think we want in order to get the things we really want.

Chess photo by Some nutter called Mark Grimwood
Letting go picture by niko si
Diving picture by mcescobar1

There are times when I feel a little overwhelmed with everything that is going on in my life. It’s my own fault: I have multiple, powerful interests, and follow them energetically, regularly creating new projects to add to an already busy schedule. In recent years I’ve learned to hold back, to mostly stick to just the most important and rewarding projects, but my task list is still long and varied.

This kind of life keeps me engaged and interested, and I get a lot done, but some days I feel as though there are so many things that it’s hard to know where to start. Fortunately, there are specific steps I can take to get back on track. There are also long-term practices I can follow to be more focused and serene in general, but I’ll tackle those in other posts.

1. Take a step back
Your first reaction to this might be “I can’t take a step back! I need to get these things done! And I’m right in the middle of ___!” That’s OK: that may be true. On the other hand, sometimes our general sense of anxiety about needing to get a lot of things done can make us feel as though the particular thing we’re focusing on–which sometimes isn’t nearly as crucial as it seems–absolutely requires our attention. Sometimes it does, but often this is a trap: if we’re always preoccupied with whatever we’re doing right then, we have no time to figure out whether we’re even doing the right thing.

So immediately if possible, or at worst some time soon when the opportunity presents itself, take a step back, breathe, and remind yourself that you’re only one person and, like it or not, will only get a certain number of things done that day. The priorities are to make the best use of your time and not to drive yourself crazy while doing it. Breathing and brief meditation exercises are sometimes helpful for taking a step back, as is simply getting into a quiet room and shutting the door for two minutes. Another good approach is to talk briefly to a friend who’s a good listener. Yet another, which is especially useful for people who like to be in action, is to briefly write out or type out the thoughts that are going through your head.

2. Write down what you need to get done
If you don’t write down the things you need to do, they may tend to chase each other around in your head, and worrying that you’ll forget one can be a source of additional anxiety. If you take a few minutes to list your tasks out, it’s true that it can be daunting because of having to face the whole list, but it’s also calming because it creates focus.

It’s helpful to write things down in a word processor instead of on paper because of the next step, but either way can work.

3. Get the unimportant things out of sight
There may be a lot of things on your list that would be nice to do, but that aren’t essential. It can help a great deal to move these off onto a secondary list. Depending on how much you have going on, you may never get to the secondary list, or by the time you get to it, it may be too late to do some of the items. This is OK! It’s far better to miss out on doing something unimportant than to fail to do something important because of being tied up with these secondary tasks.

If you keep the secondary tasks on the same list as the main tasks, though, they can add to feelings of distraction and anxiety. If you don’t need to do them now, get them out of your way, and remind yourself that they don’t need any of your attention right now.

There are some tips about prioritizing and feeling less distracted by secondary tasks in my post How to manage multiple priorities.

4. Pick the most important thing on the list and get started
This is just a little bit tricky, because we always need to balance importance with urgency. Importance is how much impact doing (or not doing) something will have, while urgency is how pressing it is to do it in the near future. More important things need to win out over things that are less important, but importance doesn’t always win out over urgency: that’s a judgement call.

One way to choose the task you should be doing at the moment is simply to ask “Which thing on this list will I be most happy to get done?”

And while it’s important to do a good job of picking the top task, it’s even more important to be willing to commit to doing the task you pick and not to let yourself be bamboozled by conflicting priorities into doing something unimportant.

That’s the short version, but while there’s certainly more to say on the subject, the sequence of taking a step back, reminding yourself of what’s important, focusing on that, then taking action on the most important thing for the moment will rarely let you down.

Photo by Cape Cod Cyclist.

Not everyone has an elephant lurking in the downstairs closet, a brachiosaurus in the garage … but a lot of us do. And by this I of course don’t actually mean elephants or dinosaurs, but projects. Big projects. Big, ugly, scary projects that are disturbing to even think about because they’re so big and we haven’t even started on them (or have left them sitting around for much too long). It might be a major house repair that needs to be done so that the roof won’t start leaking, or a long overdue class assignment, or a book project that got tricky and has been sitting there on the hard drive, mocking you, for months now. Regardless of exactly what your beast is, there’s a simple, immediate way to take the first step toward vanquishing it. Unimpressively enough, it’s called “Do any little part of it … right now.”

Don’t take “right now” too literally: “right now” could be this weekend, or later today, or for two hours on Thursday. But don’t mess around with “right now” too much, either. As big as some projects are, there are very few that couldn’t benefit from a little attention very soon, even if it’s late at night and you’re tired and the project is unmentionably huge.

“Do any little part of it right now” may sound simple, and it is very easy to act on, but it has impact far beyond the effort required for it. Consider this joke:

Q: How do you eat an elephant?
A: One bite at a time.

It’s true. Humans are designed to eat things in bites, so the size of the what you’re eating doesn’t matter. To put it another way, you never, ever have to do a huge task: you only have to do small steps that over time add up to a huge task. That may sound like just playing with words, but it’s much more substantial than that: all large projects are accomplished through small steps, so the only way to do a large project is to do one small step. Then do another. Then another.

And honestly, the first small step breaks the whole thing wide open. Instead of having to say “I haven’t worked on my book in four months,” you can say “I worked on my book last night, even though it was only for 20 minutes.” Instead of saying “Someday I have to clean out that junk room,” you can say “I spent 45 minutes this morning gathering up all the spare linens I had in the junk room, and now the ones we need are in the linen closet and the rest are in the car, ready to go to the Salvation Army.” Zero small steps is a dead stop. One small step is being right in the midst of getting the job done.

Sometimes it may be hard to see what the small steps are, either because there’s so much to do that it’s all a huge tangle or because the big project consists of just doing one thing for a long, long time. In either case, there are ways to proceed. If you have no idea where to start, then the first step is figuring out what your next few steps are going to be. It’s organization, cataloging the problem. For instance, if your project is making a garden, make a list of things you need to do to be able to break ground: plan the size of the garden, choose what you’ll plant, look up the planting schedules, buy the seeds, etc. Making that list is itself the first step, and by the time you’re done, you’ll know what the second and third steps are already. If at any point you don’t know what to do next, that means that what you need to do next is figure out where you are in the project and what action needs to come next in the sequence.

And if the project is just a whole lot of one thing, then your steps are just pieces of that thing, of any size. Writers face this issue all the time, when the goal is to write a novel of, say, 100,000 words. While there might be (depending on the writer) a lot of preparatory work to do (or none at all), at a certain point the job is to sit down and churn out a lot of words. While you do that, you can count chapters, pages, words, hours at the keyboard, plot points completed, or anything else that gets you through the night, but if the project is daunting, figure out how much of some measure you need to do, then start doing that thing–and counting it.

Of course, after that first step there is always a second, and so on, and this discussion doesn’t delve much into the question of how to keep on track. On the other hand, keeping on track is much easier than getting on track in the first place, so if you have a big project you know you need to tackle, try starting in on any constructive piece of it, and if you don’t find yourself plowing ahead naturally, come back here for more ideas on how to keep the engine moving. After all, I’ve got a lot more I’ll need to post on this site over the course of years, and the only way for me to do it is one post at a time.

Elephant picture by Omar Junior.
Blank screen picture by Simon Scott.

I’m interested in connecting with more people who are interested in self-motivation and willpower, so I’ve begun to make a more concerted search on the Web for people who write personal blogs on subjects like organization, changing habits, weight loss, writing, difficult personal projects, better working habits, addiction, quitting smoking, exercise, improving personal relationship skills, and anything else where self-motivation or willpower play a big part, so that I can invite people to guest blog here and/or offer guest blog posts for their sites.

Any suggestions for me of people I should approach, blogs I should read, or places where a guest post from me (whether on a particular requested subject or not) would be welcome? One thing that I’d particularly love to be able to have here from time to time is posts from people who have achieved goals or made changes in habits, describing what they did, what challenges they faced, and how things went–but I’m also interested in many other kinds of posts.

You can contact me through the contact form on the right (just scroll down to find it) or by commenting here.

Do you have to have an organizational system in order to motivate yourself? No. Does it help? Hell, yes.

In order to motivate ourselves toward specific goals, we can identify a set of factors that we either need or at least benefit a lot by. Among these are a few important ones that organization helps with in spades, specifically:

1. Setting and prioritizing goals
2. Understanding what needs to be done, and
3. Getting regular, meaningful feedback (in the form of checking things off)

If I’m pursuing a big goal (whether it’s completing a book proposal, renovating a house, or learning to speak Bantu), in many cases the most productive thing for me to do is to break that big task into steps, and the steps into smaller tasks, until I get down to the level of tasks that can be done in one pass. This is less important with goals that are more repetitive (for instance, speaking Bantu: if I set up regular lessons and study times, I should be fine) than with goals that are made up of a wide variety of little things (like cutting window glass, taking down cabinets, and painting for that house renovation) that may be hard to keep track of. If I’m doing one big task of the second kind, organization becomes important. If I’m doing several big tasks like that, or lots and lots of little tasks, organization becomes the difference between being productive and being driven profoundly, dramatically nutty. Anyone who forgets to do important things, does low-priority things when they would rather have been doing high-priority things, feels scattered or overwhelmed, or doesn’t know where to start on the mound of things ahead can probably benefit from better organization.

It’s important to realize that organization itself requires self-motivation to be trained into a habit. Since we’re motivated to do things that we feel happy about and tend to avoid things that we feel anxious about, it’s very helpful to consciously associate the organization you do with the relief it brings, whether that’s at the “Well, at least now I know everything I have in front of me” level or at the “Hooray, I’m finished!” level of achievement. If you find yourself avoiding your organizational system, try taking a step back and thinking of the benefits of your system, of anything it has helped you do in the past, or of people whose organizational skills you admire. Thinking positively about organization makes doing organization much more appealing.

Which organizational system you choose will also make a lot of difference. A paper system can work if you don’t have a lot of tasks or if you don’t mind writing and rewriting things a lot, but electronic systems make things much easier by helping group and prioritize tasks, dropping completed tasks from your list, and so on. Many electronic organization systems also allow you to keep different categories of tasks, which is important: ideally, you want to categorize your tasks so that at any given time, you’re only looking at the things you could conceivably get done right then. It can be anxiety-producing to look at a monumental list of tasks, 90% of which you can’t do now because you’re in the wrong place, have only a limited amount of time, etc.

Because of this, I tend to break out my own task lists in four ways: first, by where I do them, in that I use a completely different organizational tool for work compared to home, since it’s rare that I’ll have the choice of doing either of those things at the same time. Second, by theme: I have one task list of things to do with my son, another of strictly writing-related tasks, another of financial tasks, etc. Third, by task length: I tend to keep a separate list of very quick tasks that I can get done when I just have a few spare minutes. And fourth, by importance: I find it helpful to keep a list of top tasks so that they don’t get ignored in favor of easier but much less important ones.

Of course, this results in a lot of lists, but then, I don’t categorize every single task in all four ways. For instance, my most important tasks just go in the “top” list regardless of other concerns, and my “quick win” short task list contains both important and unimportant tasks (although it’s prioritized within that).

The goal of all this separation of tasks (which is probably overkill in that form for most people, as I tend to have a lot of complex things going on at any given time) is to have a set of task lists that I can choose from whenever I’m ready to do something productive. If I’ve blocked out time for writing, I look at the writing list. If I have a few spare minutes, I look at the “quick win” list. If I’m going out to run errands, I look at my errands list. And so on.

With any luck, your list of things to do is much shorter than mine, and you would need at most only a few categories.

Any task management system needs to be one you can access conveniently and often. A computer-based one is no good if you’re rarely at the computer, for instance. And any system that makes it hard to figure out what you should be doing (like a paper system where you have to sift through a pile of notes) or that takes too long for you to access (like a computerized system that takes a long time to start up) or that makes it hard to read or enter tasks (like a task list on your cell phone when you don’t have an alphanumeric keypad on your phone) is probably the wrong one.

In terms of my favorite tools, here’s what I’m using at the moment.

First and foremost, I use Todoist, a completely free, online system that offers one of the easiest, most natural, and most convenient user interfaces I’ve ever seen anywhere. While it does offer ways to prioritize and schedule due dates, generally speaking the main thing I care about is typing the task in as part of the right category. To do this takes me one double-click (to open the shortcut to the Todoist site on my desktop), one single click (to select the project I want), and one keystroke (“a” to staring adding a new task). Once I have the task in, it’s easy to edit, schedule, prioritize, move between projects, or move to a different place on the list with drag-and-drop.

Of course, fully using Todoist means I need to be at the computer, but when I’m not I print out my tasks if I need to consult the list, and write down a list of any that I need to add–which it’s then essential that I add as soon as possible, so that everything stays up to date. On top of that, though, since I have Web access on my phone, I can get to the mobile version of Todoist through that, which is very limited in terms of functionality, but where I can easily view my tasks and add new ones.

In terms of my calendar, to my own surprise this year I’ve adopted a simple, paper-based planner booklet. I find it much easier to see what I’ll be doing at a particular time by flipping to a page rather than by having to look something up on the computer, and writing things in a schedule doesn’t have the drawbacks of keeping tasks on paper, because old events are just ignored as you flip to the new page. One major limitation of this system, it should be noted, is that you don’t get reminders, but I address that by checking my planner often to keep myself aware of my schedule. If I really, really needed a reminder, I could enter alarms into my cell phone.

A good alternative for both of these systems is a PDA (personal digital assistant), like a Palm Pilot or a Blackberry. Older Palm Pilots that are still completely functional can often be gotten on eBay for $30 or less. The main reason I’ve stopped using my PDA in favor of these other systems is the niggling details of convenience. Since it’s much easier for me to enter tasks into Todoist or events into my planner than to enter either into my Palm Pilot, I find I’m more reliable about keeping information up to date when I use these methods. The benefits of “convenient” for things that we sometimes don’t feel like doing are hard to overstate.

Finally, a note about overcommitment, an issue I struggle with: if you have chosen to do more things in your life than you’re willing or able to find the time for, not only will you never feel caught up, but you’ll fail to do things you had wanted or promised to do. That is, if you choose to do more than you can realistically get done, you really won’t get it all done, and what you don’t get done will be chosen by circumstance instead of by you. The only completely sane solution to this is to take a hard look at your commitments and decide what you can do less of. The temptation is to promise yourself you’ll do less of the recreational stuff, and often this can be a good way to go for at least part of the problem–but it can also be hard, because every time we sit down to watch a television show or kill some time randomly surfing the Web, we’re acting not only on habit but in response to some internal desire, need, or gap. Tackling these kinds of issues takes mindfulness, self-examination, and willpower, and fortunately this blog is designed to help in all of those departments.

Of course, there are uncountable organizational systems, tools, programs, practices, and paraphernalia, and what works best depends a lot on the individual person. Do you have something that works very well for you? I’d love to hear more about it in comments.

“Drowning” photograph by Quinn.Anya.