Creating categorized lists when you already manage a detailed to do list may seem a little obsessive, but when you have your fingers in many pies, breaking down your to do list, or creating some for that matter, will afford you the clarity you need to action those very lists.

From Lakein to Allen, if there's one basic tenet that's common amongst them, it's writing things down. In doing so, you clear your mind by not having to remember things or worry about what you need or forgot to do. Once on paper, your mind is clearer and energy is preserved, able to focus on more constructive and creative pursuits.

First, you need to decide on where these lists will reside. On blank pages in your current planner, in a dedicated pocket notebook or possibly in an app. Ensure you'll have enough space to keep amending and adding daily.

clear your mind by not having to remember things or worry about what you need or forgot to do

Now begins the process of categorizing goals and activities and, where necessary, breaking them down further. Maybe you're in marketing, you care about health and workout regularly, but you're also upskilling in website coding on weekends. Work could be divided into campaigns and BAU, health into meals and exercise types, coding into courses and books, and so on.

For time-based lists (those with due dates), the next step is to prioritize. Productivity experts generally suggest a few levels of priority, such as 1-3 or A-C, with the first being the most important, having the biggest impact or simply a must-do. Optionally, you could set an approximate time required to complete each activity, but if you're familiar with the tasks, skip this step and make the assessment ad hoc, particularly large tasks that change in effort required over time.

Routine activities are often overlooked when it comes to list-making, but if you're not tracking them elsewhere, keeping a list of ongoing tasks or habits will grant you even more peace of mind. Consider how practical a morning routine list might be for a start.

With a set of lists that suit your lifestyle and goals, you'll reduce anxiety, have a better grasp of where you're at in your journey, stay motivated by checking things off, and make smarter choices when it comes to how you spend your time.

Productivity and efficiency lists to write now...

• what to do in a 5 or 10-minute break
• daily tasks
• daily habits / routine
• weekly habits / routine
• monthly to dos
• morning routine
• ways to relax
• books list
• semester assessments
• gym bag contents
• foods to eat / avoid
• exercise and activity list
• work or study goals
• goals

More on lists and writing...

• Listful Thinking by Paula Rizzo
• How to Get Things Done by David Allen
• How to Get Control of Your Time and Your Life by Alan Lakein
• Eat That Frog! by Brian Tracy
• Write It Down, Make It Happen by Henriette Anne Klauser

Read more in Part II of this article...