Horizontal To-Do Lists and Task Visualization: The Ultimate Productivity Hack for Completionists
My life depends on to-do lists.
The mind is a computer; every incomplete task is like a tab. The more of them you leave open, the slower your mind runs. Putting every task on to-do lists lets me close tabs.
But the problem is that my to-do lists kept turning into manuscript-sized documents.
Each new task pushed the others further down the page until I was left with digital scrolls of action items. Even though I wrote any ideas, goals, aspirations, and action items down religiously, things still fell through the cracks.
The longer the lists became, the more items dropped out of sight and, subsequently, out of mind.
Then I had a stupid, simple realization: I had been writing all of my to-do lists vertically.
Writing horizontal to-do lists would allow me to keep my tasks, dreams, and other key objectives in front of me daily.
This simple trick turned out to be the ultimate productivity hack to see things through to completion.
By offering a more comprehensive and holistic view of tasks, horizontal to-do lists provide the ability to see all the moving parts and interconnectedness of tasks.
Suppose you are a completionist like me or someone looking to manage your day-to-day obligations more effectively. In that case, switching to horizontal to-do lists can help you better plan and prioritize your work, ensuring every aspect is noticed and completed.
The Psychology Behind Task Completion
The human brain is wired to respond positively to the completion of tasks. When we check off items from our to-do lists, dopamine, a neurotransmitter associated with pleasure and satisfaction, is released. This biological response explains why to-do lists hold such allure. However, more than traditional lists may be required for those striving to complete tasks.
“Nearly two-thirds of professionals write to-do lists, but 41% percent of all to-do list items never actually get done, according to research from the project-tracking software provider iDoneThis.” — Fast Company
The frustration of having unseen or untracked tasks can lead to a sense of incompletion and dissatisfaction. Therefore, finding strategies to overcome these challenges and create a more comprehensive task management system becomes crucial for maximizing productivity and fulfillment.
Horizontal To-Do Lists Explained
Horizontal to-do lists (as seen below) differ from their vertical counterparts in layout, perspective, and how they enhance task management. By spreading tasks across a horizontal plane, these lists provide a broader overview of tasks and timelines, allowing for a more comprehensive understanding of one's workload. This format aids in categorizing and prioritizing tasks more effectively, offering a panoramic view that helps identify dependencies and ensure efficient project execution.
In my case, I use a series of dashes, plus signs, slashes, highlights, bolding, comments, and hyperlinks to code my to-do lists.
Dashes: Indicate the tasks or items within the bolded business or aspect of my life that precedes it.
Plus signs: Indicate separation between the tasks to show they are distinct, whereas slashes indicate subtasks.
Highlights: Indicate urgency and tasks that require immediate action.
Bolding: Indicates a primary category or aspect of life preceding subtasks.
Hyperlinks: Connect my other Google Docs and work to my master to-do list to ensure all my work is easily retrievable.
Comments: In Google Docs, I can make any additional comments off to the side to ensure that thoughts, deadlines, or important notes are visible without interfering with the contents of the main to-do list.
I use this system because I want my short-, medium-, and long-term goals consolidated in one place. My businesses, like Publish Profitably, Lucid House Publishing, my freelance work, other consulting gigs, and creative writing, are interconnected, so I need to visualize tasks, dreams, and objectives holistically.
The horizontal layout of to-do lists also promotes a sense of progression and accomplishment as tasks are completed from left to right. This visual representation provides a satisfying visual cue of progress, boosting motivation and productivity.
Implementing Horizontal To-Do Lists
Creating a horizontal to-do list is simple but requires careful consideration and planning. Begin by organizing tasks horizontally, categorizing them according to priority or specific projects. Consider using various colors or symbols to indicate progress or task type to enhance clarity and visual appeal. Popular task management platforms like Trello or Asana can be immensely helpful if you want tools to streamline this process. These platforms offer customizable templates and interactive features that can elevate your task management experience to a new level of dynamism and efficiency.
“When we ask people whether they have enough time to do everything they want to do, 44% of those who have a short list of essential priorities feel like they have enough time. But for those with a lengthy to-do list, only 14% feel like they have enough time to accomplish everything. In other words, if you have a short list of essential priorities, you're about 3 times more likely to have enough time to accomplish everything!” — Forbes
The reason why I would strongly recommend thinking horizontally has a lot to do with the Forbes quote above. You could interpret that quote in multiple ways:
1) The more items you have on your to-do list, the less likely you are to complete them.
Technically, that’s true; however, if you’re like me and keep your to-do list open and running every day, you may notice that you might need to hyperfocus on a certain part of your list one day and then switch headspaces another. I need my master to-do list to function like a second brain.
2) The literal length of a list can cause issues like forgotten or unfinished tasks.
When using vertical to-do lists, parts of my life were pushed down the page and de-prioritized. On the other hand, by shifting to a horizontal approach, I’ve become more effective, productive, and agile in my thinking. I can also get a clearer and more encouraging picture of my completed tasks and objectives.
The Importance of Detailed Planning
It's beneficial to break down tasks into smaller, more manageable sub-tasks to add more depth to your planning process. This approach ensures a steady stream of completion moments and helps maintain a strong sense of progress. Additionally, finding the right balance between ambition and realistic goal-setting is crucial. While setting unattainable goals can lead to frustration, setting achievable milestones promotes more remarkable accomplishment and motivation. Remember, every small step forward is closer to achieving your ultimate objectives. So, keep breaking down those tasks, find the right balance, and keep that momentum going!
Enhancing Task Completion for Completionists
Completionists can better understand their priorities and progress toward their goals by categorizing tasks into sections and adding more details. Overcoming common challenges like procrastination or overcommitment involves being honest about one's capacity and adjusting the list accordingly. This might include breaking down larger tasks into smaller, more manageable sub-tasks or setting realistic deadlines. By incorporating these strategies, completionists can maximize their productivity while maintaining a sense of fulfillment in their daily work.
Horizontal to-do lists and task visualization are potent tools for completionists. By providing a broader and more flexible view of tasks, these methods cater to the need for completeness and the satisfaction of ticking off tasks. Implementing these techniques boosts productivity and aligns with the psychological drivers behind task completion, making it a win-win for those seeking efficiency and fulfillment in their daily work. With a well-organized and detailed to-do list, completionists can easily navigate their tasks, confidently making progress and achieving their desired outcomes.
