How to Tackle your Dreaded To-Do List using the Energy Tagging Method
Power-up your work from home productivity by upgrading your to-do list using what I call energy tagging.
To-do lists, if done properly, can actually improve focus. If we use a computer analogy then we can akin trying to hold a mental note of all our to-dos in our brain like having lots of programs running on a computer or tabs open in our web browser. This causes our computer’s processing power to slow down, the same thing happens to our brain with a mental to-do list as it drains cognitive power and can lead to feelings of anxiousness or intrusive thoughts 1. But by downloading the mental to-dos to an actual to-do list (closing the open tabs or programs) we can free up the brain’s processing power.
However, it’s not enough to just make a list, you also need to plan how you’ll complete the items on that list - this is the vital step that many people miss out. It turns out the mere act of planning is the power-up to stop intrusive thoughts during unrelated tasks, improve your ability to focus and increase your cognitive power, as researched in this study.
It may sound time consuming to create a plan for your to-do list items but it doesn’t have to be. One quick method I use is “energy tagging”.
But what the heck is “energy tagging”?
Managing your energy levels can be the key to conquering your to-do list. By organising your tasks based on the energy needed to complete them, you can reduce the chances of beating yourself up at the end of the day when you feel like you ‘should have’ been more productive.
Why managing your to-do list based on energy is important
The problem I find when working my to-do list using the top-down method is that it can be totally stifling, it assumes I can be programmed to work through the list like a robot, which doesn’t account for me having the time or energy in one day to complete the tasks in running order.
So what’s the alternative if I don’t work top-down?
If it’s a run-of-the-mill to-do list I have a tendency to cherry pick the easy wins and let the bigger tasks mount up - which can easily lead to overwhelm later on.
However, when I plan my to-do list based on energy levels I can be more realistic with my time and better plan productivity by:
Getting high energy tasks completed at the start of the day when I feel refreshed and have plenty of time ahead of me.
Scheduling low energy tasks towards the end of the day when I’m more likely to be pushed for time, feeling less mentally sharp or physically drained.
By being realistic with my time and energy there’s not much room for the ‘should have got more done today’ mindset, which means at the end of the day I’m far kinder to myself.
But how does this actually work at a practical level? Let’s get to the tips!
Getting started with an Energy Based To-Do List
You’ll need 2 systems to get you started: your to-do list AND a daily schedule.
Tip One: Get Tagging.
Start by creating your to-do list as normal but allow space for a narrow column, either to the left or right of your to-do list, this is where you’ll assign how much energy you think you’ll need to complete each task.
I like to quickly “energy tag” tasks as either high, medium or low energy. You could also colour code with highlighters if you’d like a quick visual breakdown. The key is to aim for a 3 level grading system as this will allow you to be more ruthless (and quick) when it comes to planning.
Tip Two: Tasks to Time Slots.
Don’t work top-down through your to-do list but instead use a daily schedule, such as the Keshinomi Undated Daily Printable Planner Insert, to start mapping your tasks to a time slot. Consider working on high energy tasks earlier in the day and save the low energy tasks for towards the end of the day or after you’ve completed a high energy task.
Tip Three: Get Real.
Don’t overwhelm yourself by trying to complete several high energy tasks in one day. If something suddenly comes ups that needs you to switch to “fire-fighting mode” it will have a knock-on effect for how much you can get done.
Final Thoughts
For me, the energy tagging method is a vital step for getting stuff done and feeling productive without punishing myself. Give it a go next time you’re making a to-do list and planning your day.
Masicampo, E. J., & Baumeister, R. F. (2011). Consider it done! Plan making can eliminate the cognitive effects of unfulfilled goals. Journal of Personality and Social Psychology.