You are not your task list!

Hi there!

I'm writing this in the middle of an unseasonably hot May in London, getting a daily reminder of the importance of being able to accept what you can't control! 

For the past month, I've been focusing on communicating the importance of being intentional when it comes to selecting and using our productivity tools. The apps that we use to get stuff done. Our mindset when it comes to these tools can make all the difference. Like the importance of using your calendar to reflect what really matters to you. Or ensuring your notes contribute to your understanding of what you're working on, rather than becoming a source of overwhelm or guilt. 

When coaching individuals on productivity-related topics, one theme comes up quite frequently: a belief that their task list reflects their productivity, success or even self-worth. Let's unpick this misunderstanding - just in case you're doing the same. And if you stop reading here, then just remember this: you are not your task list!

Setting ourselves up for disappointment

Our task list contains a multitude. And if it's un-prioritised, then it can feel like an overwhelming multitude. Just like our email in-box, our list can grow based on the needs and whims of others. 

Additionally, not all tasks are created equal. If we're not careful, our list may contain one-and-done actions (like making a phone call), work that could consume an afternoon (making a deck for a client presentation), or if we're not careful, an entire project (hiring a new team member). 

 Consider the challenge of estimating how long certain tasks will take, or their relative difficulty, and you can see the roots of our old friend procrastination appear. The list goes from something that aids focus and tracks progress, to something that leaves us feeling a toxic combination of busy, unproductive and lacking in any progress. 

If we simply add to our list without considering our limited time and attention, if we focus on tasks to the detriment of our goals and values, then our focus will very quickly move to a life of 'getting through' things. 

Gotta get through this... 

As humans with minds, it's so easy for us to buy in to inflexible mental stories about ourselves and how we're doing. It could be believing that just one more promotion will mean we're finally 'successful'. Or that once we earn a certain salary, we'll have finally 'made it'. 

This unhelpful focus on the future (the arrival fallacy) means that on some level, our self-esteem hinges on a goal that is at least in part outside of our control. The implication is that if we don't get the promotion, or secure the salary, we've failed as a person. 

And harsh, binary self-evaluation is rarely helpful. 

A similar pattern can emerge when looking at the tasks that make up our projects and goals. I've met so many people who equate a scarily long task list as a sign of their importance or professionalism. The result? They finish each day with more tasks left incomplete than complete, leaving them feeling unfulfilled and less productive. 

Others strive unsustainably to get through all their tasks, conveniently ignoring the fact that there will always be more work to do until they leave the workforce. 

Oliver Burkeman makes the point far more eloquently than I could hope to in his book 'Four Thousand Weeks':

"Our days are spent trying to ‘get through’ tasks, in order to get them ‘out of the way’, with the result that we live mentally in the future, waiting for when we’ll finally get round to what really matters – and worrying, in the meantime, that we don’t measure up, that we might lack the drive or stamina to keep pace with the speed at which life now seems to move."

The idea that our lists are for 'getting through', so we can at some vague future point start really living, is a fundamental misunderstanding of what it means to be intentional and engaged in our own lives. We leave the present moment, missing out on the journey towards our goals, delaying purpose and meaning for an idealised future - one where our task lists are somehow magically shorter. Or finally complete.  

Productivity isn't about 'more' 

Now that I've mentioned the 'P' word, let's clarify: productivity isn't necessarily about doing more and more. It's not about unattainable targets, perfection, or squeezing outputs out of every available moment of the week. (I'm not a fan of 'hustle culture' - can you tell?).

I define productivity in my workshops as 'Doing the right thing, in the right way, at the right time'. Among other things, this simple definition implies conscious choice about where to invest our time and attention, the need to prioritise, and avoiding a last-minute rush.

Nowhere does it mention 'more is better'. Yet a superficial or skewed understanding of productivity and the limitations of human performance leave us exhausted. Yet feeling like we've still not done enough. Often because we haven't decided on what 'enough' actually looks like.

A more sustainable alternative?

I generally focus on two areas with my clients when this topic comes up:

Getting some mental distance between progress on your task list and your sense of self-worth.  You are not your task list. Primarily because if you're like most people, you're not in 100% control of what happens during your working day. Right now, the heat is putting a dent in my ability to focus and think creatively. My list has had to be adjusted accordingly. This doesn't detract from who I am or my feelings of self-esteem. 

Getting clear on what 'enough' looks like: each day, week and month. Yes, other demands will come your way, but if you're clear on what matters and what can be accomplished, it's less about somehow 'doing it all' and more about prioritisation and managing others' expectations. In practical terms, this is about identifying your MITs (most important tasks), ensuring you have time blocked out to work on them, and putting them ahead of everything else. 

If we return to the earlier definition of productivity, it easy to see how completing a couple of really impactful and relevant tasks, followed by a small selection of less important tasks could leave you feeling like you've really made progress when it's time to end your working day. Much more than realising you've 'only' completed eight out of a possible twenty things on your list... 

The bottom line is this: you are far more than the work you manage to get done on any given day. You are far more than the progress you make on a list that's at least partially out of your control. And you are more than your perceived levels of productivity, which can change on any given day. 

📆 Looking to next month and beyond

Let's wrap up this month's newsletter with some light self-promotion!

• Next month's focus  over on WorkLifeSpark is coping and self-care. I'll be running a Learn at Lunch session on the topic on Monday 1st of June, which all members can attend. So why wait? Sign up today! 
• The next of our quarterly masterclasses takes place on Wednesday 22nd July at 12pm and I'll be focusing on self-compassion. I'll be busting myths about self-compassion, explaining its benefits, and sharing some simple practical steps you can take to cultivate the habit of self-compassion.

Excitingly, June will also see the launch of my first ever completely self-directed online course. 'Pause and Reflect' explores the benefits of intentional reflection, highlights the pitfalls to avoid, and shares useful models you can use to shape your reflection. From a pause to reconnect with the present moment, all the way through to a structured review of the year gone by.

It's completely self-paced and you can complete it over a weekend or a year. Watch this space for the launch announcement and a special offer for newsletter subscribers.  

As ever, just respond to this email with any questions. It's always great to hear from subscribers! Thanks for reading.