Topic of this article: Creating task lists based on order and organization. As well as tips for balancing work and life.
Set Clear Goals#
Write down your annual goals, monthly goals, and completion goals, as well as key results. (Note that these are two separate requirements)
- It is necessary to have clear goals in order to avoid getting lost and wasting time aimlessly.
- You must know what needs to be done to achieve your goals. For example, x+y=z, working backwards from the desired result z to determine the necessary conditions x and y.
example1: The goal is to improve physical health, and the key results are to reach a weight of 70 kg, maintain a sleep time of at least 7 hours, and run 5 kilometers with a pace of 4 kilometers per minute.
example2: The goal is to pass an exam, and the key results are to score 130 in math and 70 in English.
example3: The goal is to memorize 500 words, and the key result is to increase vocabulary to xxxx after one month. The daily target for memorization is not very relevant, which is a misconception.
example4: The goal is to complete 10 practice papers, and the key result is to improve the average score from 60 to 80.
Divide goals into long-term and short-term goals.
- Allocate time for long-term goals on a weekly and monthly basis.
- Break down tasks on a weekly basis and only write down the essential ones.
- Break down tasks on a monthly basis.
- Prepare and plan for short-term goals every day.
- Create a list for the next day every evening.
- Review today's list every morning and take action based on priority.
Step 1 (Write down goals and key results): Set long-term goals
- Monthly goal: Complete a book on probability theory and create a mind map; read and understand books "X" and "Y" and write reflections.
- Weekly goal: Study the first 3 chapters of probability theory in the first week; read the first 200 pages of book "X" in the first week.
Step 2 (Assign tasks for each day): Set short-term goals
- Day 1 of the first week requires... Day 2 requires...
Elements of a Task List & ABC List#
A task list must be clear, specific, measurable, and actionable. The following work needs to be done:
- Differentiate priorities - The practical ABC list will be introduced below.
- Determine deadlines - Each task must have a clear deadline, and it is recommended to complete each task ahead of time.
- Set key results for completing tasks - For example, a measurable result for memorizing words is to increase vocabulary by 200.
- Limit tasks to three - Adhere to the principle of not having more than three important tasks and focus on the 20% of truly important tasks.
- Write tasks down in the Inbox list immediately upon receiving them.
- Task lists are not set in stone and can be updated every hour based on the current situation.
The ABC list is a method for prioritizing tasks. Personally, I believe this method is more practical than the popular quadrant method, especially for those who struggle with decision-making, as it eliminates one choice.
The essence of the ABC list is: tasks that bring rewards are the most important (80% of rewards come from just 20% of work).
Steps to use the ABC list:
- Write down all tasks and categorize them into ABC.
- Focus only on A tasks.
- If all A tasks are completed, select tasks from the B list to upgrade to A tasks and continue executing.
A tasks: Tasks that are important and urgent for certain individuals (yourself or others). There should be a maximum of 3 A tasks.
B tasks: Important but not urgent tasks. Once A tasks are completed, select tasks from the B list to upgrade to A tasks.
C tasks: Tasks that are not important to anyone. If someone mentions them, upgrade them to B tasks; otherwise, they will never be opened.
Balancing Work and Life#
Step 1: Keep the resting area separate from the workspace.
Step 2: Set aside 30 minutes each day for reading to stimulate imagination.
Step 3: Turn off the internet.
Step 4: Take a 5-minute break every hour.
Step 5: Maintain a balance and avoid becoming a workaholic by setting a maximum working time.
Step 6: Plan and schedule tasks in advance, at least two weeks ahead.
Step 7: Group similar tasks together and complete them in one go, such as shopping, housework, miscellaneous tasks, etc.
Step 8: Organize your wardrobe to save time on small things.
Step 9: Avoid making special trips and combine errands together.
Step 10: Establish a system for leaving the house in the morning to start the day relaxed.
Step 11: Involve all family members in the upward system.
Step 12: Reward yourself with breaks, candy, or coffee.
Step 13: Enjoy vacations, as they are a time for rejuvenation.
Afterword#
- The ABC list was inspired by the book "How Smart People Manage Their Time."
- The goal and key results were inspired by the OKR management method.
- For more information on the importance of goals, refer to a blog post from February 17, 2023.
- The initial version of this blog took 34 minutes and 1881 words to write.
- Possible future additions: practical use of task management tools, the book "The Unusual Life" by Lev Beshchev.