Why Your 'To-Do' List Should Include a Few 'Don'ts'

In this series, professionals share their secrets to being more productive. Read the posts here, then write your own (use #ProductivityHacks in the body).

I'm a big believer in 'To-Do' lists. I learned a long time ago to make a list and put a little box by each entry so that when something is done, I can check it off and move on. It gives me a sense of accomplishment and helps me focus on the next thing. There's nothing revolutionary in that idea. You probably do it yourself. It just makes sense.

But as my to-do list has grown along with my personal and professional responsibilities, I've also learned what I consider to be essential to getting things done: add a few 'don'ts.' Of course that doesn't mean you should shirk your duties or ignore important tasks. What it means is realizing that to accomplish more, you have to find ways to stay fresh and focused. And sometimes that actually means doing less. So here's my 'Don't' list:

• Don't be afraid to delegate.

Delegating has never been a problem for me. I've always been able to recognize people's strengths. I like to let others shine. To me, it’s smart to let someone who may have greater expertise in a certain area to take over for you, whether it's someone within your own company, a paid outside expert, or an organization that you partner with in certain areas of your business. I'm a firm believer in the whole being greater than the parts, and I like to give people new opportunities. It's an effective way to get your employees engaged, grow their skills, and ultimately get more done.

• Don't say yes to everything.

I'm known for wanting to do everything. I have a lot of interests, and I get excited about a lot of things. And you might say that I have a classic case of #FOMO (fear of missing out). But as a career-driven mother of three, I learned that saying yes to everything and trying to do everything takes a toll on you, both physically and emotionally. So I had to prioritize — both events and the people in my life — and set some personal limits. For instance, when the kids were little, I put the important events on the calendar and made sure I was there for them. I also tried to limit myself to two nights out a week.

Sure, as an ambitious achiever, you want to do it all. But, if you're stretched beyond your capacity, you're probably not going to do anything exceptionally well. While it's taken me years to really get a handle on this, I've learned to be a little picky. Now I think hard about what's being asked of me. Is it a genuine business opportunity? Is it a chance for professional or personal growth? Will it feed my soul? Sometimes the answer is no. Ultimately, it's about balance and focus. If you don't have those two things in your life, you may be doing more but accomplishing less.

• Don't expect yourself to be available 24/7.

My smartphone changed my life — for better and for worse. I love being able to check emails everywhere and stay on top of things no matter where, no matter when. At the same time, I have to ask, why do we need to be connected all day, every day? There's a lot of talk about too much screen time being detrimental to kids and their ability to focus. But what about us? I personally get too wired when I'm constantly on one screen or another. When I feel overloaded, I try to cut off at 7:30 p.m. That doesn't mean I don't sneak a peek, but it's important to know when you need to shut down in order to recharge and think more clearly. I find limiting my own screen time and my availability refreshing — and so does my family!

• Don't ignore your need for R&R.

This goes hand-in-hand with shaking off the 24/7 mentality. If we're constantly multi-tasking, constantly on call, constantly responding to the next crisis, how do we gain clarity and renew our creativity? I personally try to get eight hours of sleep a night — nine is even better. If I'm rested, I can accomplish that much more. And I take time to see people who are important to me and exercise. Sometimes I try to be more efficient about it, combining the two by hiking with a friend, but I still fit it in. My point is that you're not going to be really productive unless you give yourself some down time.

Of course it's important to be efficient and use your time wisely. For instance, I use travel time to catch up on industry reading or continuing education. I brown-bag a lot so I can make the most of every hour of the workday. But I also believe that our crazy, multi-tasking, constantly connected world actually gets in the way of real productivity; that we need to step back and give ourselves the time to think clearly and creatively in order to be truly productive. That's my philosophy anyway. Do I always live it? Maybe not. But I try to remember — and to impart to my team — that it's not always a question of how much you can do, but rather of what you should really be doing and what you can do really well.

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