Task Systems Overcomplicated

Task Systems Overcomplicated

Summary of We Overcomplicate Our Task Systems:
Leo Babauta encourages people to simplify their task and organizational systems, as overcomplicated ones require unnecessary overhead work. Having a better productivity or organizational system doesn’t necessarily make one more productive or organized, and often it just serves as a distraction to avoid facing fear and uncertainty. Babauta proposes a simple system of making a single list of tasks and picking some tasks each day to focus on. This system is based on the view that tasks are options to create the art of one’s life, rather than a long list that needs to be finished to avoid inadequacy. Babauta offers solutions to common obstacles, such as having a shorter Today list or putting meetings and appointments on a calendar. If one feels disorganized, they should focus on the feeling of chaos and create art with it.


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Simplify Your Task and Organizational Systems: A Guide for Productivity and Focus

As a society, we are obsessed with productivity systems and organizational tools. We spend countless hours creating elaborate systems that are supposed to help us manage our tasks and keep us organized, but in reality, they end up being more of a hindrance than a help. So, why do we make things so complicated, and how can we simplify our systems?

The Overhead of Overcomplication

Complicated systems require a lot of overhead work. If you spend too much time organizing and going through your system, you’re not using that time to be productive or do something more meaningful. In the end, having better productivity systems doesn’t make us more productive. It’s our ability to face uncertainty and resistance that will push us forward, not a complicated system.

Fear and Overwhelm

Why do we make things so complicated? It’s mostly due to fear. We all feel overwhelmed at some point and are afraid we can’t handle it all. We think if we get a better system, it’ll be the answer we need to start crushing things. We become afraid of dropping one of many balls we have in the air. But it’s important to remember that everyone has these fears, and it’s okay.

A Simple System

So, how can we simplify? Here’s a simple system that can help: make a single list of your tasks. Focus on your One List each day, and chose the tasks that are most important. Start by going through your emails, messages, and computer desktop, and add any unfinished business to your One List. By having everything in one place, you remove the added stress of keeping track of multiple lists.

The Underlying Mental Model

The reason why a long list is overwhelming is that it creates unnecessary pressure. We think this is a list that we need to finish, and we fear that if we can’t, we will be inadequate in some way. The truth is that a task list will never be done, even when we die. A better way to think of tasks is to view them as options that we can use as we create the art of our lives. Tasks are supplies for making art. They’re things we can dip our brush into, to create the art of our lives.

Answers to Common Obstacles

Just having One List might still be too simple for some. Here are some common questions and concerns that people often have and how to approach them:

– The list is too long; to find focus, have a shorter “Today” list.
– How do I choose what to focus on each day? If you’re struggling, sit in the not-knowing for a minute or two, and clarity will come.
– I never end up finishing my Today list. That’s okay! Not finishing something isn’t a problem.
– What about meetings, calls, and appointments? These can be put on a calendar instead of a task list.
– What if I want to have all my tasks in one place but in separate categories? That’s fine! Just keep it simple.
– What if I feel disorganized and keep dropping tasks? Remember that feeling disorganized is simply a feeling. It’s okay to create art with that feeling.

Simplifying your systems can be a game-changer for your productivity and focus. So, take some time to simplify, and remember that tasks are just opportunities to create the art of your life.


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