I used to really love writing lists. Then I wrote so many of them about so many things that they started to feel strangulating. And the tool became the point. Luckily, I was able to go on a Time Manager International course (I don't work for them, no, really, I actually found a corporate-sounding course genuinely helpful) and decided to have a go at NOT writing lists (and using their methods instead). So I stopped writing lists for a bit.
When I say I used to write lists, I'm not sure if the extent to which this habit had been ingrained into every aspect of my life is clear from the deceptively simple word "list".
The course tutor didn't know how to arrange his face when I explained the system I had developed to cope with my juggling. (I really like having a variety of things on the go at once, but I do have an upper limit to how many plates I can spin. The older I get the better I get at noticing when I'm reaching that limit before I drop any plates).
The system went like this: Normal Word document with a 3-column (multi-row) table. Each type of task was categorised a little bit like one might categorise blog topics: "homelife", "reading list", "health & fitness", "project name blahblah", "project..." etc. Each of these categories had its own colour. I had matching colour set in mini pens too; so any notes I made after I'd printed the current list could be made in the same colour.
The columns were: TASK (written in the appropriate colour, so I'd know by just looking at it whether it was work-stuff, my own stuff or other stuff), STARTED and FINISHED.
I would update the list about once a month. I'd print it off for the rest of the time and update things by hand (here's where the coloured pens became relevant) as I went along, so I always knew where I was with everything.
Obviously I still used a diary too, plus I had a year-planner where I could see at a glance what was going on.
What made that quite good is that it minimised post-it-notes and separate bits of paper. What made it quite clumsy is that updating it on my computer took too much time and it wasn't that easy to update on the go (despite the coloured pens). Plus, by the time I really started juggling (i.e., I started my current job and became even more of a plate-spinner), the list would get several pages long and it was beginning to seem like a millstone rather than a helpful tool.
Then there was the annual list. Now this, I'd been doing for years, at least for 10 years if not more - and it consists of just a simple A4 typed list of all the boxes I want to tick that year. It would include things like "finish X course" or "read X book" or "change address at X" and bigger things too; goals that might transfer from one year to the next.
I could also talk about cataloguing because it relates, but that's another topic. I have a feeling that all geeks like cataloguing things (and it's a really slippery slope - once you've catalogued your current reading list & written cute little book reviews for everything you read, then what's to stop you from cataloguing your entire book collection, or CDs or...).
Anyway, so after the Time Manager course, I put my lists to one side and really tried to survive without them. In the beginning I found it quite difficult, but not impossible. In fact, I had been expecting the transition to be harder. It would have been, but the new style of organiser was awesome - and completely suited to the whole plate-spinning way of life (working parents might enjoy this, or anyone running their own business, or working freelance on multiple projects): each main area of your life/work has its own numbered category. Each category has its own segment at the back of the organiser and what makes this superior to my list system is that you can react immediately if some new info becomes available. You can just put it in the right section - and the next time you are dealing with that topic/person/project, you just open at the right section and ta-dah, you pick up where you left off last time. No more trying to hold too much stuff in your head, or finding where you wrote that important bit of information.
It also has sections for "ideas" and "notes", which is lovely for those yet-to-be-categorised things on the run. The diary segments are awesome too; much more room to schedule your days and weeks than in any other organiser I've seen.
The downside? It's HUGE (I needed the larger size to fit everything in). But - you can just remove relevant bits (mini diary which is detachable & notepad) & take them with you on trips or to meetings. Though that then puts you back into the whole updating in one big chunk, rather than on the move. Still; small price to pay for the awesome tool. I now really rely on this and it almost feels like a Personal Assistant.
I've thought about electronic personal organisers, but so far, none have grabbed me. I also really hate the inability to "leaf through" stuff in a natural papery way. There is something necessary about paper in these for me.
The Annual List has stuck with me. I thought about what I was using it for and realised that it was still serving a purpose. It's a nice, reassuring, focusing, self-motivating, anti-flapping tool I will probably continue to use forever. I just tore up the 2008 list (only 4 things on it I didn't tick off; pretty good) and wrote up the 2009 list. The biggest item on the 2009 list is "Sell property/buy property/move house?". That's the aim, but who the hell knows what's going to happen. Luckily there are lots of other things on there that I can get done. The moving house thing might be a bit more complicated.
So now I'm friends with lists again, but in a new way. Our relationship has been re-defined. So far so good. And luckily, there's always Facebook and its list-writing-bandwagon for when I get cravings.
* This in no way implies there will be future parts to this series, though there may be, depending on circumstances and availability of loose thoughts in need of a home
