This is true for me during my journey of using a daily planner. I was never a planner girl until I had a stroke (3 years ago and improved a lot). This affected my executive function area and like the majority of strokes I had to learn how to break down my day to accomplish everything. Being overwhelmed is a big factor for a lot of stroke survivors...it's literally a brain issue. I spent a year probably wit a speech therapist (they do so much more than speech) learning and perfecting the how, the why, what works best for me to be productive and complete tasks and/ or projects. Not everyone has to break as much as I do down into more manageable "tasks"; however, realizing the difference was and is a huge aha moment. This actionable thought while planning can truly help you accomplish your goals without so much stress. 🙂 Thank you for sharing!
I was meant to see this I to had a stroke in 2017 you are so correct I have been buying planners trying to figure out what's wrong with me I bought a happy planner and like you said I have to break things down I'm posting a planner video on my channel today thank you so much I started thinking that I had adhd here you talked about how the stroke effects executive functioning thank you I have research to do
Thank you Alexis. One way I (try to) differentiate a task is to begin with a verb. Example: "Write BlahBlah letter" (task) vs "RU-vid Process" (mini project). I could write "Develop/Create RU-vid Process" which starts with a verb. However, verbs like "develop", "set-up", "create", "rework/refine" etc. are usually cues to me that this is a project even if it's a mini-project. Another way that I have seen this dilemma approached is by writing top-level tasks followed by sub-tasks. I am still trying to work through this challenge myself and you gave me 'food for thought'.
I do this all the time! I never realized a lot of my "to-dos" were mini project but it makes more sense now after watching/hearing you explain it. Thanks so much for sharing this!!
Mandy Alley I’m so glad you found this helpful! Sometimes I think it’s easy to make this mistake because the line between task and project can be so blurred.
One thing i keep putting on my to do list is "declutter" but thats too vague. Its definietly a project as there are many steps to this project and things i need like garbage bags or a paper shredder. Thanks so much for the great advice!!
OMG!!!!! Girl, this was HUGE for me!!! Thank YOU so much! I need so much help in this area of breaking down projects especially because I have never done them before and have to figure out the tasks and which ones come first etc. I hope you create more videos on this topic. You are an awesome teacher!!
I've kind of been a "trapped" audience by having both knees replaced.I started out with the original Franklin/Covey but had problems sticking with it. I really enjoy the sound of your voice and you are making so much clearer sense.Thank you for explaining it until I get it to work for me in my everyday life.much prayers for your continued success.
O. My. Word. Alexis, you have just identified one of my hangups/sticking points in planning and project management. Thank you for the explanation and visual aids!
Thanks for talking about this. I make page-long elaborate lists everyday and often only get a few things done. It's really helpful to hear your insight and ideas on this. I want to create a planner that has to do lists where I can see them together for each day side by side and plenty of room for notes also (as in a page each day) as well as project or mini project lists to keep from overwhelming myself. This has been really helpful.
Just saw this video and I have to say "thank you." I just realized that this is my problem. I had change of addresses on my list after my move. I originally took care of all important ones like utilities, banking, etc. Then I started on the minor ones AAA, pharmacy reward cards, etc. Between my husband and I we have tons. I've been adding on list as "change address" and like you I felt overwhelmed. But as of today I will add three specific at a time. I feel so reliefed already. Thanks again.
I was thinking the word "insightful" right before you said it! This has been happening to me for a few weeks with what turned out to be a project...With the addition interference of many unexpected things I won't be getting a friend's birthday present out in time which never happened to me before. This wonderful video will help prevent that in the future. Thank you so much!!
The fundamental things are what make all the difference- so much that I found your video right after my own to-do list video. The process is crucial! So I really feel you on the repetition and practice part; it's the same thing in health coaching
First video of yours I watched, and I had an "aha!" moment as soon as you explained. I avoided/carried forward the same "task" from April until this past weekend. When I finally sat down, made a list of all the steps I had to take and called it a project, I finally got it done. Thank you for making it clear what was going on, will be taking that knowledge forward.
Wow! It's like you turned on a light for me! Now I see why I have had the same PROJECT over and over again. I also see that I can break down that project into smaller pieces that is not so overwhelming. Thank you!
Would love a video on block scheduling. I've tried that and it works really well for me, but I can't seem to work it out for when I have vastly different kinds of days. My days are so varied. And so it's hard to stick to a block schedule when I have to create a new one each day.
I’ve recently figured this out for myself. I had been struggling too because my days were so varied. I set up themes instead of tasks for each block and the blocks are a bit longer and a bit more general. I rearranged the flexible things in my days a bit to fit the themes and it’s sooooo much easier!
Right on the money with this one. I just reviewed my To Do list and many of these items are more "projects" than tasks. Great advise! Thank you for sharing.
So comforting to know that even you make this mistake (still) sometimes, even though you have told us about this before - thanks for your transparency, good stuff!!
Alexis, thank you as always for your honesty. Being productive & organized is a daily job. I switched from a happy planner to the master planner and I had the same issue. In previous planners I wouldn't list daily task. Although helpful I'm still adjusting to doing this much work😀 ... but this is my goal and your honesty & transparency is helping me stay on track. 👑💜
Alexis, I just love your videos. I am in the process of starting an online business and just wanted to let you know you inspire me. It’s amazing how you make productivity seem so simple the way you break it down. Now, if I can follow through with my action steps I would be much farther along in my business than I am now. This video is just what I needed to hear today. I think a lot of my problem is not breaking down projects, then I get overwhelmed and nothing gets accomplished. Sorry for the long comment, but just wanted to let you know I appreciate your videos! ❤️
Sunshine & Pines Designs thank you so much for sharing! I’m so glad you find my videos helpful and in case you didn’t know I do have an online program for helping those starting an online business... if you think my videos are helpful, you get even more from a course, so feel free to reach out if you need any help or have questions 🖤
Thank you for this. A big 'task' I have been avoiding despite scheduling it in, I now realise is a project and just because I know the steps in my head, I am afraid to start because I can only see all the steps as a scary whole rather than the smaller tasks I can now plan.
You just hit the point! I’m a teacher, thanks to you i understand that my tasks are project in reality, that’s why i keep procrastinating ... have to think better lol thanks 😘
I completely agree with you. I have found that it is easier to complete a project by breaking it down into small individual tasks. Then if possible break those tasks down even further. I'm more productive that way.
Thank you so much Alexis. I frequently fill out my to do list and never get anything done. I have a feeling I will be more mindful when listing my to do lists from now on. Thank you for this mini class.
Yes! I always wonder why half the time I’m a go-getter and the other half I’m a procrastinator- this is why. I keep skipping things on my to do list until they pile up at the end of the week-thanks for this super helpful tip!
Alexis, I have taught planning and ppm for years. In the last year plus I have had to settle my parents' estate and have felt "bogged down" and unproductive. Of course it is so personal...but your video today helped me see my 3 top task list is too loaded. Thanks so much!! I have less than 30 days now...and I see I must change my thinking and planning. Have a great weekend...k :)
Thank you for this information, it really did make a lot of sense. I literally thought to myself, that is definitely the reason of not completing the “To Do List”. We write it down, but it is overwhelming. Thank you.
I totally agree with breaking it down as doing so have helped me be more realistic with what I have time for and make sure I don’t forget parts of the whole. I like doing to-do-list with sub to-do. Like cleaning/housekeeping/chores. Instead of clean the apartment I creat sub-tasks like Dusting, vaccuming etc. Sometimes I’ll even add all the rooms as one individual task. This way I see both the ”sub” tasks that can be done quickly as Well as what the main/”project” one is. Checking of all the sub ones I know I am fully done with the task. Plus, if for some reason I have to walk away from doing it before I am done fully with the project I can later see exactly what I have left to do and just Do instead of wasting time figuring out what I was up to or doing things twice.
This video was much needed! I've been getting anxiety about my unfinished to do lists and becoming overwhelmed with having to continuously add them to another days to do. I have to focus on breaking things down to actual tasks not mini projects.
Perfect video! I have a lot of projects that I want to accomplish but they never seem to get pass writing them down. Thank you for the "aha moment "! I don't remember if you ever created a video on how to breakdown a project but that would be a great one to make, I just cannot seem to grasp the concept. I know it should be a somewhat simple process but I get suck almost every time, especially project with tasks & subtasks. Thanks Alexis!
I can relate to this. Even simple project like "clean the cupboard" can have multiple tasks in it, I just don't realize it right away and keep procrastinating with it. If something feels likr it will be too big of a task to manage, it's usually a project.
How timely...this is very useful information. We can have all of these big tasks or a project as a writing shortcut but not a shortcut itself. Keeping the details straight and frequently updating takes time and attention...2 commodities in short supply for me. ❤
Great video thank u. You gave a perfect example of common mistake we all do. I personally have list of 30-50 as I thought tasks which are actually small or big projects. And I continue looking at them and rewriting bcs I feel all the time I have no capacity to start with even those are projects I did hundreds of times
This is now the second video that I've watched of yours; I am sold. Subscribing now. :) Thanks for taking the time to communicate these ideas in such a clear and practical manner. And thanks for sharing your real-life project/tasks examples. You share more than "how I plan a video project." You are great!
I find myself getting lazy with my planning and not taking the time to break my projects down like this. I'm a big picture person lol but when it comes to accomplishing things and not overwhelming myself, I NEED to walk through the individual tasks.
This is totally the hardest part of the "Getting Things Done" method by David Allan. I've been trying to implement this into my life and this video was a great reminder. Sometimes taking a set back and asking yourself "why do I not want to do this" or "why is this so hard to get done". It makes a difference!
Thank you! Thank you! Thank you, Alexis! I needed to see this video!! This is SO helpful!!!! I have been getting overwhelmed writing down the project instead of the smaller action steps and have not been getting things done. So, again, thank you for explaining this concept! :)
This was an awesome and insightful video. It most definitely answered some of the questions I have on why I have some blocks in my planning life. I took notes and will be more mindful of this very helpful aspect of planning, thanks so much!
Yes!! This is so true. If you write an entire project as a single task, you’ll get lost figuring out what to do first! “Develop task list for ABC Project” would be a single task, but not the entire project.
I see the difference between projects and tasks as result and action. A project is a result that I want to achieve. A task is the call to action. For example, the project is: keeping my E-Mail inbox clean. The tasks are: answering urgent E-Mails, prioritize other projects, organize mails in different folders.
My main problem with a to-do list is the "unknown" project. Example: Clean out the garage. This is a large to-do with lots of parts, but I don't know how many parts or what they are to make a task list to accomplish the project. This is somewhat urgent because the coffee table and end tables buried against the wall are for my daughter's house and she's moving in the next 10 days!
Thank you! This is was very insightful- I tend to be overly demanding on myself during planning (which is not the way to be your own boss, if you want to be a good one ;) Happy holidays!,
