For the Love of Lists

Engineering life one step at a time

How Checklists Save You Time and Stress

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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.

How Checklists Save You Time and Stress

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:

  1. 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.
  2. Reduce Stress on Your Memory – Instead of attempting to remember long processes, write a one-time checklist for you to follow on autopilot.
  3. Minimize Procrastination – When you know exactly what you need to do in a series of simply steps, you have no need to procrastinate.
  4. 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!

Notebook

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!

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

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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.

How to Find An Extra Hour in Your Day

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!

 

 

10 Items for Your 2pm Work Kit

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Work Kit

No matter how motivated my morning is, by 2pm I’m ready to fall asleep at my desk.  If you’re in the same boat, try making your own pick-me-up work kit to kick your productivity back into gear.  Here are 10 items to include:

  1. Healthy snack – try a small 100 calorie protein + fiber snack (like an apple with peanut butter)
  2. Coffee/tea – savor a last cup of the day (caffeine takes several hours to wear off and can interrupt sleep)
  3. Dark chocolate square – because it’s a super food and we all know chocolate is good for the soul
  4. Scented lotion/essential oils – try a fun or refreshing scent, like lemon or peppermint, for a quick recharge
  5. Oil-absorbing wipes – give your skin an easy refresh with a cleansing pat down
  6. Comb/brush – getting your hair back in order can boost your mood a bit
  7. Gel eye cream – cool gels can help you wake up when drowsiness sets in
  8. Quote book – browse through your favorite inspiring quotes to focus your goals
  9. Stretching routine – take a moment to break away from your desk, take a walk, and stretch out your legs
  10. Upbeat playlist – choose your favorite songs and switch up your playlist to something positive for the rest of the afternoon

I hope this can help you power through the last few hours of your workday.  If you have any other items or habits to suggest, leave them in the comments below!

10 Ways to Clear Your Head When You Feel Overwhelmed

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Raise your hand if you’ve got too much on your mind.  Well, I can’t see you, but I’m going to take an educated guess that you know the feeling of being overwhelmed.  When things start to get crazy, try one of these methods to break through the mental stress and recover your focus.

Clear Your Head

1) journal – use an old fashioned journal to document your thoughts and daily events
2) brain dump – take 60 seconds to write down everything and anything that comes to mind to review later
3) write a letter – if you’re frustrated with someone, write a letter explaining how you feel (but don’t send it)
4) doodle – take a mental break and sketch out whatever comes to mind
5) record yourself – practice a presentation or song so you’re not replaying it in your head all day
6) mind map – get a handle on your various priorities by mapping out tasks and thoughts
7) create a flow chart – if you’re stuck on a decision or planning, a flow chart can help you organize your thoughts
8) answer questions – to solve a problem, ask yourself the “5 why’s” until you can find a root cause
9) vent – sometimes it’s best to find a good friend (or pet) who you can vent with (just be sure to give warning)
10) write a list! – whether it’s a strategic list or a list of fun things to pass the time, lists are an excellent mind-clearing tool

Of this list, my favorite is the brain dump (mine usually end up in the form of lists anyway).  So give these a try and see which is your favorite.  Once your mind is clear, try simple meditation techniques or a motivating playlist to get back on track.

Do you have any other tools you use when you feel overwhelmed?  Please share in the comments!

The Secret to an Easier Morning: Kitting

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How does your morning typically go?  Likely scenario: you snooze through the alarm (alarms?), scavenge through your dresser drawers for an outfit, root through your makeup bag, and quickly gather up your work supplies and maybe a granola bar before you head out the door.  As much as we’d like to have a calm, organized start to our day we begin with too many decisions and too many items to remember.  Thankfully, I have a solution for this.  It’s called “kitting”.

When assembling a launch vehicle (rocket), there can be hundreds of parts that go into the installation of a single component.  On top of that you’re trying to follow a detailed procedure, monitor safety, check quality, and juggle an array of tools and equipment. That’s a lot of keep track of, especially when you consider that a single missing piece can lead to catastrophic failure.  So, rather than continuously running to grab parts and tools as needed, we create “kits” containing everything we need to complete a single task.  These boxes are checked ahead of time to make sure every part is accounted for, so all we need to do is show up with our procedures and get right to work.

So how does building a rocket relate to your morning rush?  You can create kits of your own to make your day run more efficiently.  Imagine how much more smoothly your morning would go with the following kits:

– A guided checklist detailing outfit items to pick out the night before (articles of clothing, undergarments, jewelry, footwear, etc)
– An outwear kit: scarves, gloves, earmuffs, umbrellas, rainboots, sunscreen
– An “everyday” makeup bin: foundation, concealer, mascara, blush, brushes, etc
– A purse essentials kit: makeup bag(s) containing wallet, keys, chargers, chapstick, tissues for easy switching
– A “grab and go” breakfast kit: ziploc bags containing oatmeal, dried fruits, cereal, nuts, spoon, napkin, bowl

Kitting

The trick to these kits is to not only include the main items (like the oatmeal) but also the supporting items you’d forget in the moment (like the spoon and bowl).  The more complete they are, the less work you have to do to use them.  Here’s how to set one up:

1) Choose an action you’d like to simplify (ex. cleaning the bathrooms)
2) Brainstorm all of the items you use to complete the action.  In our example that could include: glass cleaner, floor cleaner, disinfectant, toilet bowl cleaner, toilet brush, sponges, paper towels, air fresheners, mop, trash bags, toilet paper, clean towels, rubber gloves, and hand soap
3) Identify which items you can store together permanently and which would be impractical to kit (ex. mop, towels).  The latter can be included via a checklist.
4) Find a container to house your kit.  This can be a box, bin, basket, shelf, room section, or a bag.  Make sure it’s big enough to contain all of the items you need but small enough it’s portable if you need it to be.  Locate extra items close by.
5) Build your kit.  Include any checklists you need (instructions and/or reminders of additional items needed).

Here are some ideas for other kits you can create:

– Study kit: pens, pencils, highlighters, white out, paper, snacks, headphones, playlists, professor contact info, textbooks, syllabi
– Craft kit: washi tape, transparent tape, scrapbook paper, scissors, ribbon, markers, loose fabric, layouts
– Home decorating kit: command strips, nails, hammer, level, pencils, stud finder, magic eraser
– Airline travel kit: neck pillow, blanket, eye mask, ear plugs, snacks, headphones, hand sanitizing wipes, chapstick, travel bottle, first aid kit
– Stationery kit: stamps, envelopes (multiple sizes), address labels, address book, notepaper, greeting cards, pens, post office schedule
– De-stress kit: journal/pen, meditation music, bath soaks, aromatherapy oils, sketchpad, emergency chocolate

Be creative and you’ll think of plenty more ways to organize with kits (for further ideas, check out my post on 10 new uses for makeup bags).  The goal is to reduce the amount of time you spend searching for things so you can move through the day smoothly and efficiently.  Good luck, and happy kitting!