If you read my guest post on over-commitment, you won’t be surprised that I’ve been overwhelmed lately. My vacation was restful, but I returned home to a number of tasks I had put off until I got back. Another problem was that while on vacation, I fantasized about all the things I wanted to accomplish this summer. As I considered all my options, I had no idea what to do first.
Options for Prioritizing When You’re Overwhelmed
I thought about using Mark Forster’s the Final Version or Smart Pad to work through my to-do’s, but my anxiety wouldn’t let me. I thought about using Covey’s Quadrants, too, but I still felt the number of tasks to complete would be too large. I Googled “how to prioritize when you’re overwhelmed.” Mostly what I found was the usual advice–make items with a deadline a top priority, delegate when possible, yadda yadda. Nothing clicked until I found a post from Just Ask Kim (note: some cursing here) who said that we don’t have to decide the priority of everything:
Don’t worry about the rest of the list, it’s not even worth your time to number them. All you care about at this moment is knocking out #1.
She goes on to say that when we’ve identified our number one task, we have to focus on it like a laser.
Just One Thing
Kim’s post reminded me of a well-known Bible account, but made me think about it in a whole new way.
40 But Martha was distracted by all the preparations that had to be made. She came to him and asked, “Lord, don’t you care that my sister has left me to do the work by myself? Tell her to help me!”
41 “Martha, Martha,” the Lord answered, “you are worried and upset about many things, 42 but few things are needed—or indeed only one. Mary has chosen what is better, and it will not be taken away from her.” (Luke 10:40-42)
I had always thought the lesson here was that Jesus is what we ought to be focusing on. Rather than trying to get things done, we ought to be spending time in Bible reading and prayer. This interpretation is very hard on poor Martha who is understandably concerned with eating! The traditional interpretation cannot be the whole meaning of Jesus’ words, however. Scripture makes it clear that we are not to give up working and just wait on Jesus’ return. Of course, our number one priority is always to serve the Lord, but isn’t that what Martha was doing? So what was the problem?
Jesus tells Martha that she is worried and upset about many things. Boy, can I relate to that! How about you? I’ve been worried and upset about the many things that I need to get done, or even that I’d just like to get done, and it isn’t a pleasant feeling. Like Martha, I can get mighty crabby. So what’s the answer to Martha’s and my dilemma? Just pray more? You can never pray too much, but you’ve got to get to work, too! What struck me as similar between the Just Ask Kim’s comment and Jesus’ response to Martha is just one thing being needed. My aha moment was this:
When we focus on more than one thing at a time, our productivity, peace, and patience will be diminished.
My Experience With Just One Thing
A couple of years ago, I wrote about my decision to quit using a to-do list for all but the time-sensitive tasks or things that I would otherwise forget. I remember that time as one of the most productive and peaceful of my life. I started using a typical to-do list again because I was starting a new job (that I no longer have) and figured that I had so much to do that I had to use a to-do list. Looking back, I can see that I didn’t do myself any favors. When I wasn’t using a comprehensive to-do list, I focused on just one thing at a time. I didn’t worry about what I would do after I finished a load of laundry or get upset when my husband made a request that wasn’t on an arbitrary list. I just went about my day doing the one thing that was needed at the time.
I have been re-experiencing the benefits of focusing on just one thing and I can’t rave enough. My productivity, self-discipline, sense of well-being, and family relationships have improved dramatically. Before you decide to give it a try, you might want to consider the following:
Focusing on Just One Thing doesn’t mean you ignore your calendar or time-sensitive to-do’s. Checking your calendar will be one of the “one things” you do.
Focusing on Just One Thing doesn’t mean you chuck your routines or your schedule. In fact, I’ve been better able to stick to my routines as I’m not thinking about all the other stuff I have to do.
Focusing on Just One Thing doesn’t mean you have to throw away your project lists if you need them.
Focusing on Just One Thing doesn’t mean you can’t delegate. You may recognize one thing that needs to be done and can decide to assign it to your child as a chore or ask for personal or professional help in completing it.
Focusing on Just One Thing doesn’t mean you can’t plan. Again, planning may be the one thing you are choosing to focus on.
Focusing on Just One Thing doesn’t mean you don’t work on goals or projects with a future deadline. Again, it’s one of the “one things” you will focus on.
Focusing on Just One Thing means that you do not worry about what you’re going to do after the one thing you’re doing. The only exception to that is if you’re planning. Otherwise, enjoy your meal, your conversation, your family, and even your work without the angst about what comes next.
Focusing on Just One Thing means you do not have to prioritize your to-do’s. You don’t even have to write them all down! Just ask yourself what the “one thing” is and do it–even if that’s checking your list of tasks you would otherwise forget. It’s not necessarily doing the most important thing, because who knows what that is? Barak Rosenbloom blogged about this low-stress approach to using a calendar on Time Natives.
Focusing on Just One Thing means that you’re open to something else taking over as the one thing: your child gets hurt, someone comes to the door, or your husband needs you.
Focusing on Just One Thing means you are sensitive to the Lord’s leading. As I’ve been focusing on just one thing, I have heard the Lord saying, “This is the way. Walk in it.” What a blessing to know that I’m not too distracted to hear Him for a change!
Are You a Mary or a Martha?
I used to think Mary was the “spiritual” one and Martha was a control freak. Not anymore! Mary has learned the blessing of focusing on just one thing and Martha needed to learn it. Which one are you? Do you know any Mary’s?
If you give Just One Thing a try, I’d love to hear your experience!
One of my hobbies is trying new applications to make life easier, more productive, or just more fun. These ten applications have been added to by productivity arsenal in recent weeks.
ActiveInbox You may recall my love affair with Goodtodo. The Goodtodo website and accompanying iPhone app helped me get to inbox zero and stay there. There was only one thing I didn’t like about it and that is that it isn’t fully integrated with Gmail, my email client of choice. In other words, while I could forward emails into Goodtodo (and that’s the point), I often had to go back into Gmail to access emails with lots of links, as these aren’t clickable in Goodtodo. I had heard of ActiveInbox before, but was put off by the Getting Things Done moniker. I don’t use every aspect of the GTD approach. What I didn’t realize is that ActiveInbox does everything that Goodtodo does and more. While it’s not meant to be your primary task manager, that’s exactly how I’m using it and I love it. I have the paid version and feel it’s worth every penny.
2. Springpad Everyone knows Evernote and lots of people love it. I liked it, too, but had a particular frustration. I didn’t like that I couldn’t make a checklist that I could easily rearrange or easily make a note that was a task to complete. Springpad does that and more. The user interface is much more appealing to me as well.
3. SmartPad Even though I have my tasks neatly organized in ActiveInbox, I have days when I don’t know how I’m going to fit it all in. One app I love to use in that situation is SmartPad. This iPad app tells you how much you can get done given your schedule and time you have to work. If you dawdle, you can watch the tasks you hoped to accomplish fade from possibility. SmartPad will soon integrate with a SmartDay website which will make the app even more user friendly.
4. Final Version – Wunderlist The man pictured above is not an app, but Mark Forster, who comes up with a new productivity approach every few months. As long as you don’t think of the “Final Version” as the be-all-end-all, but rather as a fun way to gamify your task list, you might enjoy it. I like to use it when I am feeling unmotivated and then Wunderlist is the iPhone app I use. As you tap the stars to indicate that this is a task you prefer to do before the last starred task, the items are put in order at the top of the list for you to begin working on.
5. Clear This is another iPhone app that works for doing the Final Version or just as a great list app. The beauty of it is its simple, clean interface. To make an item a priority, move it up on the list and it’s in the red zone. To add an item between items, simply spread your fingers apart to make room for the new one. If you just want a simple means of organizing tasks in terms or priority, Clear is a great option.
6. Schedule Planner Pro Research shows that we accomplish more of the tasks we schedule. This iPhone app not only allows you to schedule your tasks, but compare what you actually did with what you planned. It’s not perfect, but I love the concept and will use the app when I am working on schedule discipline.
7. Task Current I think of the Task Current iPhone app as a Fun To Do list that I can use to inspire me or even as a reward for doing less-than-fun to do’s.
8. Fitocracy Fitocracy is a seriously addictive website/iPhone app for people like me who thrive on compliments. This diverse community will make you feel like a million bucks for completing your workout, whether you’re a seasoned exerciser or just getting started. There are groups for Christians, but I’ve found the whole community to be very supportive. I was doing squat thrusts at 11:00 p.m. just to finish a “quest” and earn the approval of my fellow fitocrats. What on earth?
9. Daily Feats In case you were wishing there was a pat-on-the-back app for things like housework and parenting, I have good news. Daily Feats gives you points, social approval, and even tangible rewards for doing tasks related to your goals. While company reps are often giving out what are called “props” and sharing links to their products, I’ve found it to be welcome as the products are appropriate to my goals.
10. 750 words Are you a writer who wishes there was a social gaming app to help you get writing done? There is! Earn points for logging 750 words into this writers’ website and compare yourself to others with writing muscle.
What new apps have you found for getting things done?
Imagine driving a reliable car and then one day finding that it won't start. Your reaction? Start shopping for a new car! Ludicrous, isn't it. Yet, that's what so many of us are tempted to do when our reliable system for getting things done breaks down.
For the last month, my engine hasn't been starting. I've let things pile up. I've got no get up and go. Are you in the driveway with me? Let's look at potential reasons our productivity has stalled:
We're run down. The most likely reason for a vehicle failing to start is we've left something on (because a door is open) all night. Or so many things are drawing energy from us, that we can't keep up. Not getting enough sleep and giving out emotional energy to lots of different people and situations is a recipe for a run-down battery. I've been way too busy and have dealt with many difficult emotional situations to boot this month.
Poor connections. When connections with your battery are loose or corroded, you won't get the fire you need to get started. The connections we need to get things done are the relationship we have with the Lord and with people who love us. If you haven't been spending adequate time with these vital connections, you will shut down. Although I have had time with the Lord, I haven't had enough time with encouraging people lately.
Equipment failure. Sometimes I've had a car with a bad starter. And sometimes our bodies aren't functioning optimally. If we are ill, going through hormonal shifts, or are depressed, we will have difficulty feeling motivated. Sometimes equipment failure comes as a result of poor maintenance. Maintenance for our bodies comes in the form of proper nutrition, exercise, and physical exams. I had let my exercise intensity slip and as I felt more sluggish, my nutrition was suffering as well.
Notice that none of these diagnoses demand a new car. In the same way, if you are struggling to accomplish things, the answer is not likely to be a new time management approach. When I get into a slump like I did this past month, I am tempted to surf the web looking for new productivity ideas and apps. Past experience leads me to believe, however, that there is no app or approach to getting things done that is going to put me in gear and keep me there. My current approach to managing my time and tasks is actually quite reliable. And furthermore, even as I have let things go, nothing catastrophic has happened. I lost a few dollars in library fines, but that's it.
So if a shiny new productivity system isn't the answer, what is? A jump start. Nine times out of ten, when my car won't start, a jump will do the trick. Here's how I have gotten my productivity jump start:
Get a jump start right now. Typically, when I go out to my car, I need to get somewhere. Now. The priority is to take action immediately. When we're in a productivity slump, we need to focus on the moment. Avoid thinking about how you'll handle everything tomorrow, next week, or next month. Make a fresh start right now and decide what you will accomplish in what's left of today.
Open the hood. It's hard to jump start a car if you don't do that. Yet we often expect things to magically get better when we're in a slump. Open up your calendar, your to-do notebook, or task software. Clear away the cobwebs–the stuff that is already outdated. Likewise, move tasks that don't need to be addressed soon to a different list, context, or date. Often, just looking at your list will motivate you.
Recharge. Sometimes cars that need a jump start have batteries that have been run so low that they need time to be plugged in and recharged. I recognized what had been draining me and I did something about it. I made plans to have lunch with a friend who encouraged me. I slept in. I made myself exercise and eat right even when I didn't want to. I took more time for prayer and Bible reading. And I unplugged from people and issues that were draining me.
Choose a destination. Having a car that starts isn't much good if you don't know where you're going. In order to make best use of your jump start, choose a short-term goal that will get you up and moving. A friend of mine and I made a list of seven projects we wanted to complete in the next two weeks. Then we started sharing our daily progress with each other via iDoneThis.
I'm happy to report that my productivity engine is running smoothly again. I pray that something I've written will be the spark you need to get going, too, without a new system!
I also told them about the gracious hand of my God on me and what the king had said to me. They replied, “Let us start rebuilding.” So they began this good work. (Nehemiah 2:18)
The problem is that our rebel can mistake any item on a to-do list as a rule. It can be perceived as a should, a have to, or a must which will really get our rebel's goat. My inner rebel seems to like doing anything BUT what is on a to-do list. That's why using something like The Now Habit where you schedule your leisure time can be very effective.
But if you have a really hardcore rebel like I do, you perceive doing something like scheduling your leisure time as a should, a have to, or a must and you don't want to do that either. Fortunately, there's a very simple solution: consider putting a question mark behind tasks that are likely to rankle your rebel.
Let's say your spouse has asked you to organize and clean a specific room or area of your home. (You're already in trouble, aren't you?) Instead of commanding your inner rebel to get busy on that tomorrow by noting:
Clean out spare bedroom
Notice the psychological difference the question mark makes:
Clean out spare bedroom?
The first is like an order from a drill sergeant, whereas the second is a suggestion from a sheepish subordinate. You still might not do it, but I would argue that you're MORE LIKELY to do it with the addition of a question mark.
I've mentioned before that I love Goodtodo because it's like every task has a question mark behind it. I can quickly and easily send tasks to alternate dates. Recently, I've created an Optional category as well. Adding tasks to that category is also like finishing them with the very respectful question mark.
Would you like to try using a question mark to help you GTD? 🙂
If you're struggling to get things done or to make significant changes in your life, it pays to consider whether you're at war with your inner rebel. Are you:
Giving your rebel too many rules? Are any of the rules extreme, seemingly stupid, or put in place to please others?
Asking your rebel to do something far too easy for her? Have you neglected to give her a big challenge, preferably with some competition thrown in?
Neglecting to give your rebel the opportunity to be unique or to lead others in the process of change? Are you inadvertently encouraging her to follow the sheep?
Disrespecting your rebel by putting her down? Are you asking her to follow the advice of someone who's a hypocrite or has few credentials (even if that's you)?
Heaping on the guilt, in an effort to motivate your rebel, for tasks that aren't vital to sustaining important relationships?
The truth is, however, that even after addressing all of these potential rebel stumbling blocks, you still may not have the change you want. I've been there! In those situations, it's time for a Super Power solution.
One of my favorite changed rebel stories is that of George Mueller. More than a rebel, he was a conniving thief! He attended a prayer meeting with a friend with the intention of making fun of it later at the bar. But hearing the Word of God brought him up short. He continued to attend those meetings until he felt compelled to submit his life to Jesus Christ. George's life changed radically. But one thing didn't change; George was still very strong-willed. He ended up becoming an example of what radical faith can do.
In the same way, your inner rebel is likely to keep her strong will. God can use that strength to do great things. But perhaps like George, you need to hear the Word of God and you need to bow the knee to Jesus Christ and His purposes for your life. That's my prayer for you.
Who is wise? Let them realize these things. Who is discerning? Let them understand. The ways of the LORD are right; the righteous walk in them, but the rebellious stumble in them.
Whereas brats rarely feel guilt, rebels are quite prone to it. After all, they aren't rebelling because they want to hurt people for the most part. They're rebelling because they feel they know best and refuse to be constrained by silly rules made by people they don't respect. A rebel will respond to the demands of someone on a power trip with intentional sloth. But give them someone truly in need and they will expend all their effort to help. Of course, the helpee is also much more likely to respect said rebel than the overbearing authority figure.
This is an issue to discuss with respect to getting things done because we intuitively know that guilt works to get our inner rebels moving. Their surprisingly tender hearts will often get them up and busy when nothing else will. The problem is we tend to abuse this strategy to the point that it backfires. Guilt is such a painful emotion for the rebel that if we heap it on, the rebel may just plug her ears and ignore us, even when the guilt is appropriate.
Here are some examples of the inappropiate use of guilt as a rebel motivating tool:
How can you stuff your face when there are millions of people who don't have enough to eat?
There are so many unemployed people right now who would kill to have your job and all you can do is whine about what you have to do
Think of all the infertile women who would love to have a child and all you can do is complain about how crazy yours are driving you
Instead, consider posing these guilt-free questions:
What need are you meeting with food that you could meet in more constructive ways?
Is there a way you could make your job more satisfying or are you ready to look for a new one?
When are your children easiest to be around and is there a way you could encourage that environment more often?
Guilt is effective with your inner rebel, but it should be used sparingly. Use it when your grandma is in the hospital and your rebel wants to finish watching all the episodes of her favorite TV show on Netflix before visiting her.
A good clue that you're using guilt to motivate is the word 'should' and its derivatives. What kinds of shoulds have you heaped on your inner rebel to no avail?
I’m a Christian psychologist turned homeschooling mother of six. My life can be a little crazy, so I look for sanity-saving ideas to use and share. I hope you’ll read my About page to learn more.
