My Favorite To-Do List Apps: Todoist and Asana

February 17, 2017 by jlmdiscovery

Sometimes one list just isn’t enough. But it’s okay – there are apps for that.

At any given time I have at least three to do lists: one Personal Master List, one Work Master List, and one Daily List. The first two allow me to get every buzzing task and reminder out of my head. My Daily List helps me to focus on accomplishing realistic goals.

I love finding the perfect solutions to each “problem”, and for me that meant using different to-do list apps for my personal and work lists (because they have different sets of requirements). Hands down, my two favorite tools are Todoist and Asana.

Here’s why you should check them out.

Todoist

I’ve been using Todoist for several years for my Personal Master List. The app is free, although a premium version exists for $28.99/year. I’m currently using Todoist Premium as it allows me to add multiple labels to my tasks, as well as adding a few other convenient features.

Here are some of the reasons I choose it over other apps.

Projects and Sub-Projects

If you prefer highly organized to-do lists, you’ll love Todoist. It allows you to sort your tasks into multiple levels of projects and sub-projects. This makes it excellent for Master Lists. It is also great for breaking down large goals into smaller sub-goals and steps.

I keep top-level projects for the major areas in my life: Home, Health, Family, Faith, Career, Finances, etc. Then I add sub-projects for goals I’m working towards in those areas.

Labels and Filters

This is my favorite feature of Todoist. You can add multiple labels (tags) to each task to help you search and sort through your lists. Here are some of the labels and filters I use to organize my Master Lists.

Duration
- How long will it take to complete this task?
- e.g. 5-Min, 15-Min, 30-Min, 60-Min
Type
- What type of action is required?
- e.g. Write/Create, Read/Review, Call
Location
- Where do I need to be to complete this task?
- e.g. Home, Computer, Errand, Anywhere
Priority
- Is this a Must Do, Should Do, Want to Do, or Could Do?
Delegation/Discussion
- Do I need to collaborate on this task?
- e.g. Joint (me and my husband), Family, Delegate

When I am filling in my Daily List, I search for tasks I can do based on their priority and how much time I’ll have left in the day. The best part is that if unexpected time frees up, I can just fill in with new tasks as I go.

Central Inbox

As much as I love organizing all my tasks, I don’t always have the time to do it on the fly. This is where I use my Central Inbox. I perform routine “brain dumps” throughout the day and list out as many tasks that are running through my mind as possible. Even if I’ll later decide they’re just “wish list” items, at least I don’t need to clutter my head trying to remember ideas.

I try to sort my Central Inbox once a week. I review each task and add in the appropriate labels/filters before dragging it into its respective project/sub-project.

Asana

I recently discovered Asana as it was recommended by many online business owners and bloggers. Aside from this blog, I run a business planning Disney vacations (check it out at Imagineered Vacations). Originally I kept my work tasks as a project in Todoist, but I felt like my work and personal lives were getting too combined. That’s when I decided to create my Work Master List.

Asana is built for teams, but can easily be used by an individual. Profiles are setup for a minimum of 5 “members”. The app is free, and has many similar features to Todoist. A premium version exists for $5 per member, per month (approximately $250 annually).

Here are some of the features I love in Asana.

Boards

This is one of my favorite tools for planning blog posts and keeping track of client follow ups. Unlike traditional lists, this function allows you to create columns for each step of a process and easily move tasks from phase to phase.

For blogging, I have columns for the entire writing process: Queue, Brainstorm, Outline, Draft, Graphics, Editing, and Scheduling. This setup makes it easy to block tasks based on which phase they’re in.

Project Templates

As a vacation planner, I have a process to follow for every client to ensure their trip goes smoothly. I created a template for each type of client (based on destination) and I can modify it for every new reservation.

I love how easy it is to copy and color-code projects. It allows me to keep all of my client tasks in separate projects, while still pulling them up by due date.

Calendar

Asana offers an integrated calendar that gives you a snapshot of your deadlines. For blog posts and client tasks this is an immensely useful tool. While I rely primarily on Google Calendar, this is a great backup for reviewing my work projects.

Both of these apps are cloud-based, so you can view them from multiple devices. I use the desktop versions most of the time, but I have the apps on my phone as well.

Have you used Todoist or Asana? Is there another to-do list app you prefer? Share in the comments!

How Checklists Save You Time and Stress

February 10, 2017 by jlmdiscovery

I’m going to let you in on a secret used by surgeons, fighter pilots, and rocket scientists…

What do they have in common? Checklists.

Yes, even some of the smartest people in the world rely on checklists to keep track of everything they need to do. There’s simply too much information to remember otherwise.

Checklists are the key to relieving some of the burden placed on our brains on a daily basis. We’re all familiar with the notorious “to do” list, but they can actually be used in a wide variety of situations. Here’s how checklists save you time AND stress.

Why Use Checklists?

Our lives are filled with so much information it sometimes feels like our heads will explode. We’re constantly trying to remember projects, deadlines, schedules, and so much more. In a single day we feel torn between 10 different priorities.

That’s where checklists come into play. Whether simple or elaborate, here’s why you should be using them:

Eliminate Mistakes – No more worrying about forgetting an item or task. As you check off your list you’ll know you have every detail covered.
Reduce Stress on Your Memory – Instead of attempting to remember long processes, write a one-time checklist for you to follow on autopilot.
Minimize Procrastination – When you know exactly what you need to do in a series of simply steps, you have no need to procrastinate.
Complete Projects Faster – Breaking down projects into a checklist allows you to track your progress and feel rewarded throughout the process.

The more we can remove thoughts and reminders from our minds and put them down on paper, the more mental capacity we will have left to tackle the tasks themselves!

How to Use Checklists in Everyday Life

You already use checklists in several places throughout your day: to do lists, grocery lists, and recipes. But here are a few more ways you can use checklists to simplify your life:

Diaper Bag Checklist
Home Cleaning Checklist
Weekly Meal Prep Checklist
Monthly Bill Paying Checklist –
Annual Home Maintenance Checklist
Travel Planning/Packing Checklist
Family Meeting Discussion Checklist
Holiday Planning Checklist
Morning Routine Checklist
Party Planning Checklist

Most of these are pretty self-explanatory. For example, if you have a baby in the family, you may like the idea of a diaper bag checklist. You can write it out on an index card, laminate it, and attach it to the inside of your diaper bag. Give it a quick look over before you go out and you’ll never have to worry about forgetting baby wipes again!

What would you use checklists for in your life? Share in the comments!

Why You Should Evaluate Your Goals Every Three Months

January 27, 2017 by jlmdiscovery

How many times have you set a goal at the start of the new year and practically forgotten about it halfway through?

Goals are like flowers – you can’t just plant the seeds and walk away. You need to tend to them, check in on them, and cultivate them.

The best way to tend to your goals is to evaluate them at least every three months. Even the most basic review will keep them fresh in your mind. Here’s why:

You Renew Your Commitment

You know that motivation you feel when you kick off your New Year’s resolutions? It’s usually enough to power you through the first few weeks at least.

Checking in on your goals once a quarter is like giving yourself a restart button. Imagine having that invigorating burst of focus three more times in a year. If nothing else, it will get you that much closer to achieving your goals.

Start by reviewing your list of goals. For each one, remind yourself why you set it and what you have to gain by reaching it. Then either continue your current plan of action or create a new one. Commit to those new steps and surround yourself with inspiration.

You Make Adjustments

It’s easy to have grand plans at the start of the year. But sometimes those plans aren’t as realistic as you thought. Or they just aren’t as effective as you thought.

Looking over your goals every few months gives you the opportunity to review what’s working and what’s not. This is the only way you can make adjustments that will really have an impact.

If it’s not working, you have a few options:

Adjust your plan of action. Maybe you expected to workout for an hour each day and realized you just don’t have the time. So instead you could change your plan to working out for 30 minutes or an hour three times per week.
Adjust the goal itself. Maybe you set a goal of saving up for your dream house within in the year. Halfway though you realize it’s just not feasible in that time frame. So instead you change your objective to saving half of the down payment.
Adjust your mindset. Maybe you were excited to start fresh but lost motivation when things didn’t progress as quickly as you wanted. This is a great time to build up your support system and recommit.

On the other hand, perhaps your progress is going better than you thought. You may have even reached your goal already. In this case you have two options:

Stretch your goal. Maybe you set a business goal of reaching $50,000 in sales but you’re already at $60,000. Why not stretch your goal to $100,000 and see if you can push yourself that much further.
Celebrate and move on to other goals. If you’ve reached your goal and you’re content with it, hooray! Put that one aside and make one of your others a priority.

Speaking of celebration…

You Celebrate More Successes

Most people prefer instant gratification over waiting on progress. Waiting is hard – you put in all this effort and for a while you may not even know if it’s paying off. When progress is slow we lose confidence in our abilities and willpower.

Performing a quarterly check-in gives you the chance to take a look back at how far you’ve come in the past three months. Celebrate the wins, even if they’re small. And if you haven’t reached any milestones yet, celebrate the effort you’ve put in so far.

If it helps you, set up a reward for reaching each milestone. Plan it at the start of the year so you know what you have to look forward to.

You Keep Yourself on a Deadline

It’s easy to procrastinate when you feel like you have an entire year ahead of you. You start off with your action steps on your to do list, but they quickly get pushed to the next day, and the next day, and the next day, because they don’t feel time-sensitive.

When you set three month milestones you’ve suddenly narrowed your schedule. Instead of having 365 days to reach a goal, you now have only 90. You can even narrow that down further into monthly goals. This keeps you focused on making your goals a priority in your life.

Creating Quarterly Goal Reviews

So how do you set up these check-ins? Here’s how to get started:

Schedule four reviews in your calendar. Set reminders and consider them mandatory appointments with yourself.
Break your larger goals into 2-4 milestones. These are stepping stones to your overall objectives. Assign them to each quarter.
During each quarterly review, ask yourself the following:
1. Why do I want to reach this goal?
2. What progress have I made so far? Have I reached my goal?
3. What has been working? How can I keep this up?
4. What hasn’t been working? How can I make adjustments?
5. What am I grateful for in the past three months?
6. What is my new plan of action?
Update your calendars with your new plans.

If you’re looking for a planner or journal set up to accommodate quarterly reviews, check out the Powersheets Goal Planner or the Daily Greatness Journal (I love both of these).

Keep cultivating those goals and you’re sure to make those dreams come true!

How to Find an Extra Hour in Your Day with 5 Minute Lists

January 6, 2017 by jlmdiscovery

Who wouldn’t want an extra hour in their day?

It’s easy to feel like we don’t have enough time to do what we want to do in our days. Between family, work, chores, and activities we feel stretched thin. But the truth is that most of us already have that free hour; we just don’t realize it yet.

Here is how to find it.

What would you do with an extra hour in your day?

Think about this first. What would you do with your extra hour? Would you pursue a hobby? Check off some cleaning? Work towards a personal goal? Maybe just sleep?

Write a list of the things you wish you could accomplish in a day. This list can include items you’d like to add to your daily routine, goals you’re working toward, hobbies you’d like to pick up, and whatever else comes to mind. Be sure it includes things you really want to or need to do, and not just things you think you should be doing.

Here is an example:

Read (a book/scripture/articles)
Get a workout in
Learn a new language
Fold laundry
Plan for the week
Journal
Write a blog post

Look to your long-term goals for inspiration. If you’re trying to get out of debt, maybe you’d like to spend that extra hour reviewing your finances or working on a side business. If you would like to advance your career, perhaps you want to take an eCourse or read industry articles. If you’re committed to getting healthier, maybe you would spend that hour on a workout program or meal prepping. We can chip away at goals a little at a time if we make time for them.

Where is my extra hour?

Take a moment and think about what you do on your average day. If you’re like me, you feel like you’re constantly busy. It’s easy to think you couldn’t possibly fit anything else into your schedule.

But do you do any of the following? Watch TV, scroll through your Facebook or Instagram feed, browse Pinterest, commute to work or school, lounge in bed before officially getting up, or maybe just let yourself get lost in thought for a while? We all need breaks from the chaos, but it is in these times that we have the opportunity to fit in that extra hour.

Write a list of what you typically do in a day. Be honest with yourself, and be sure to include distractions that you usually fall into (i.e. mini-Netflix marathons). Try to be as thorough as possible. Here is an example:

Hit snooze on alarm
Feed the baby
Get ready for the day
Make breakfast
Work
Make dinner
Clean up
Watch TV
Scroll social media before bed

What could you accomplish if you took just five minutes from every hour and put it towards your goals?

Look at your list and identify times you could easily carve out five minutes. Here are some ideas to get you started:

Before getting out of bed in the morning
While getting ready for the day
During your commute
In between work sessions (work for 25 min, take a break for 5)
While cooking/prepping meals
During commercial breaks (typically 2-3 minutes per break)

The idea is not to overload yourself by “multi-tasking”. It’s to find time you already have to spare and put it towards your goals. Five minutes doesn’t seem like much at first, but it adds up over time if you’re focused on using it wisely. Just taking five minutes of every hour will give you 60-80 minutes “extra” in your day.

Decide what you’ll do with your extra hour

Now that you know what you want to accomplish and you’ve identified your extra hour, it’s time to create a plan for how you’ll spend your time.

Write a list of the five minute tasks that will help you work toward your goals. These can either be independent tasks or longer tasks broken into five minute intervals. This will be your reference when you find you have a few moments to spare.

Here are a few examples:

Goal: Keep the House Clean

empty the dishwasher
wipe down counters
dust off surfaces
put in a load of laundry
fold 5 minutes worth of clothing
empty trash bins
pick up toys
sort mail

Goal: Get Healthier

do a 5-minute full body workout (I love the Sworkit app for these)
do 100 jumping jacks
do 25 pushups
lift weights
prep a healthy snack for the day
drink a tall glass of water
stretch
brainstorm healthy meals for the week
meditate

Goal: Learn Something New

read a book for 5 minutes
watch a 5 minute TED Talk
read an article
learn new vocabulary
listen to a podcast
watch a YouTube video on a new subject

When you find you have a few minutes free, you simply pick a task off your list. You may even find that by completing routine tasks throughout the day you have more time in the evening, allowing you that extra sleep you’ve been wanting.

Tools & Tips

There are a few tools I’ve been using that have helped me fit in these extra tasks:

Timers – I mostly ask Siri to set a timer in the moment, but doing so makes sure I won’t loose track of time.
Sworkit – As I mentioned, I use this fitness app for five minute workouts (for the times I can’t motivate myself to fit in a full workout).
Feedly – This blog reader allows me to collect all my favorite newsfeeds and browse them together (so I can limit my distractions when I only have time for one article).
Daily Planning Sheet – I use a daily sheet I made to help keep track of the five minute tasks I know I want to accomplish each day, along with the rest of my schedule.

Here are a few other tips I’ve found helpful:

Find audiobooks, podcasts, TED Talks, or audio-courses for times you know you’ll only be able to listen along – commutes, meal prep, etc.
Make use of your commercial breaks (unless you’re a Netflix fan – then use the time between episodes) – see how much laundry you can fold or how many sit-ups you can do before the show returns.
Check in with yourself every now and then to see if you’re in a productive state of mind or simply lost in thought – at those times look at your list and see if you can work on something else instead.
Even on your busiest days see if you can take two minutes at a time to drink an extra glass of water, meditate, or jot down your thoughts (these will be more effective breaks than scrolling through Twitter).

The goal isn’t to overwhelm yourself with an endless list of tasks to fit into your already busy day. It’s to purposefully make time in your day to work towards your goals.

So tell me, what do you plan to do with your extra hour? Share in the comments below!

Reflections on the New Year

December 31, 2016 by jlmdiscovery

Hi!

As you may have noticed, For the Love of Lists has been on a bit of a hiatus this past year. In May we welcomed our first child and I have been busy learning to be a mother. It’s just as hard and just as rewarding as everyone told me it would be.

But now I am ready to return my attention to this blog, as I love sharing my experiences and lessons learned with you. I have big plans for 2017. They include more posts, more tools, and more ways to make life a little more organized.

I am so excited to share my ideas with you, and I hope you’ll join me as I work to make 2017 the best year yet!

Wishing you a happy and blessed new year,

Jessica