In the unending challenge to juggle more things to do than time to do it, I tried something different this week. I always work with short to-do lists, but this week I tried a different tactic. I kept open in a window in front of me on my computer a simple prioritized list using the Windows Sticky Notes program, and determined to tackle the items in order, getting as many done during the work day as possible, then setting up the list for the next day before leaving work. That’s basic to-do list management – nothing new or special.
I’ve used Outlook’s task list for a long while, but the problem is that so much time in Outlook is spent in the inbox or calendar that the task list can get lost in the competition for attention. Sticky Notes allowed me to keep another window prominent throughout the day as a reminder. (The fact that I used Sticky Notes is irrelevant. A simple list in any program will do.)
However, since a crazy quantity of incoming emails usually distracts me from getting as many to-do list items completed as I should, I also made an item on the daily to-do list of spending just one hour cleaning up emails. I limited time in my inbox to that hour daily this week. If I was to actually take the time to handle all the emails that have come in to my inbox the past few days, it would take several hours per day of my time to address them. The problem with doing that is that spending so much time handling emails keeps me from doing the more important work that I’m really hired to do and must do in order to make my greatest impact.
Here is a key lesson: Email is a to-do list that others create for you.
We can’t allow others to create our to-do lists. We must make them ourselves and not let others change them. Of course, those we report to always have the option of mandating a change in our priorities; that’s understood. But especially for information workers in an environment where interruptions are frequent, we must set up some boundaries and processes that help us keep the focus on doing the most important things.
Have I accomplished everything requested by others this week with this approach? No, I haven’t. But I’ve completed some very important items that have been on my to-do list for too long, and that were previously shoved aside by spending too much time on email. My inbox has consequently swollen in size as I write this, growing daily as unexpected items come in that others want my help with or feedback regarding. Sadly, most of those will have to wait. I intend to keep on getting the big-ticket important things done, devoting no more than one hour per day to responding to the other kinds of emails. I suspect the world won’t end, even though some sending those emails may think it will. Ultimately, I know it will take an additional body on my team to do everything that is expected of me, so I have to get the important things done first and let the rest slide.
Bottom line: don’t let others create your to-do list or divert you from the one you’ve created.


Two months ago I wrote down the three words that serve as this post’s title: Don’t Lose Sight. I do things like that occasionally when a random thought comes to mind that might serve as the basis for a future blog post. Then I let it simmer for as long as necessary until it’s fully cooked in my mind and it’s time to pull it out of the oven. This one has simmered long enough.
Below are the most viewed posts on this blog during 2012. If you missed one of them or have long since forgotten what it was about, check it out. Most are quick lessons learned of 366 words or less (the exceptions being #2 and #9 – both posts from 2011 that still were among the most viewed in 2012).
I read a brief article last weekend by Jeremiah Owyang that led me to try something new at work this past week. The article was called “
Our Social Media team at work took some time yesterday to get together and have a “Pinterest pinning party.” That means we grabbed our laptops, found a spot away from our office cubes, grabbed a beverage and then all worked together on helping get our company’s Pinterest page up and running by pinning (linking and uploading) a number of items to our boards.
Today was my first full day at work since last Tuesday. There was much to be done. I was very glad when my one meeting was canceled because it meant I had the whole day to get things done and make a serious dent in the 80+ emails awaiting me. I was able to reduce that number by half by the time I left, even taking into account the additional ones that came in during the day. It was the best “churn it out” kind of day I’ve had in a while.
While it’s been a few years since I’ve run a race, it is common for me to be inspired by the sight of the finish line and to turn up the speed for that last little stretch knowing that the race is almost over. In the longest races I’ve run – half marathons – I have tried to pace myself throughout but usually notice a slowing down around the 11-mile point after which I just have to grind it out to the end. Even in those races, however, there is a burst of energy possible after rounding that last turn and seeing the finish line. I want to shave a few more seconds off that final time.
The last mile. The final hurdle. The last lap. The final chapter. Whatever comparison you want to make, there is a definite feeling of being almost there as I start the countdown on the last 100 posts of this leap year’s daily lessons learned.
How do you stay grounded? I just conducted a Google search on “staying grounded” that returned over 4.7 million results. I suspect the phrase means wildly different things to different people, depending on the context.