Many of us carry around endless mental to-do lists, filled with projects we need to tackle, errands to run, items to fix, and countless other tasks that demand our attention. It’s no wonder that keeping track of it all can feel overwhelming. In David Allen’s book, Getting Things Done, he describes these mental lists as major barriers to staying organized and successfully completing our tasks. According to Allen, our short-term memory can only hold a limited amount of information, and when we try to juggle too many to-dos in our heads, it clogs up our ability to focus, creating stress and distractions.
One of the key insights Allen shares is that many of us define our to-do lists with vague projects, like “Mom’s birthday” or “redo the kitchen,” rather than breaking them down into actionable steps. He argues that by clearly defining each action required to move a project forward and documenting those steps, we can free our minds to focus on the task at hand and make our to-do lists more effective.
Simplified takes this approach to heart when working with clients, helping them shape their to-do lists into actionable items that are easy to manage and prioritize. By collaborating with Simplified, clients can effectively organize their tasks, delegate when needed, and maintain a clear path to getting things done without the stress.
Simplified Strategies for Organizing Your To-Do List
- Regular Meetings: One of the most effective ways to keep your to-do list organized is by scheduling regular check-ins with Simplified. By setting a consistent time each week—whether by phone, video call, or in person—you have the opportunity to download your thoughts, sort through your tasks, and create a structured plan of action. These meetings serve as valuable touchpoints for clients to reflect on their priorities, set goals, and ensure their to-do lists are actionable and manageable.
- The Simplified List: To keep track of tasks between meetings, many clients maintain a Simplified List—a digital or physical list they review throughout the week. This list acts as a central place to jot down action items, reminders, and even phone numbers that need to be passed along to our team. By getting these items out of your head and onto a list, you alleviate the mental load and can focus more fully on your day-to-day activities. This approach not only keeps your tasks organized but also ensures nothing slips through the cracks.
- Quick Emails or Voicemails: Sometimes, the best ideas or reminders come at the most inconvenient times—whether you’re in the middle of a workout, at the grocery store, or waking up in the middle of the night. Allen emphasizes that when we hold tasks in our minds, our brains don’t know when to prompt us to act on them, leading to constant, distracting reminders. Simplified offers a simple solution: clients send a quick email or voicemail whenever a task or idea pops up, even if the full details aren’t worked out yet. This allows them to immediately offload the thought and move on, confident that their task is documented and will be handled.
- Delegate Essential Errands: Simplified specializes in helping clients manage and delegate essential errands, saving valuable time and reducing stress. Whether it’s running to the dry cleaners, grocery shopping, or handling car maintenance, our team can take these tasks off your plate. To learn more about which errands are best to delegate, check out our post on Essential Errands to Delegate: Save Time and Simplify Your Life. Delegating these routine tasks allows clients to focus on more important aspects of their lives, knowing that Simplified is there to support them every step of the way.
How Simplified Helps You Stay Organized and Stress-Free
At Simplified, we pride ourselves on being the “keepers of the list.” Our clients often express relief when they can hand over their to-do lists, trusting that we’ll manage everything with professionalism and care. Whether it’s organizing errands or providing personalized support, Simplified takes the stress out of daily tasks, allowing you to enjoy more free time. Our Errand Service goes beyond just basic task management—we provide comprehensive assistance tailored to meet your needs, including local grocery delivery like picking up essentials from Boston Farmers’ Markets, and more.
Imagine arriving home to find your kitchen stocked, your car serviced, and your errands completed—all without lifting a finger. Our team is here to help you check off more items on your to-do list, making life easier and more enjoyable. If you’re ready to delegate and simplify, reach out to Simplified today to see how our Errand Service can transform your daily routine into a stress-free experience.
Contact Simplified today to start organizing your life and discover the difference our Errand Service can make!
Editor’s Note: This post was originally published in May 2016 and has been updated for accuracy and comprehensiveness.