Grouping Together Like Items

Last week, I encouraged you to turn your mental notes into real notes, by going through an exercise of cognitive clutter-clearing. If you need a refresher, you can re-read the content here. I do this exercise every few months, even though I have a pretty good project management system in place! We all get overwhelmed sometimes and need to unload what’s on our minds before we can start taking action. Have you ever tried to place a water glass in your already full cabinet, doing it so delicately because you know it barely fits? Your brain has limited space for cups too! You have to empty that cabinet and start reorganizing, and you also have to empty your brain in order to start reorganizing.

Once you’ve made the list, a mental load might be lifted but the length of the list might stress you out. Have no fear - I am here to tell you that you won’t do it all! Some items just aren’t that important. Some will get delegated. And some will just stay there forever, nagging you. I have yet to catalog all of my physical treasures from my travels even though it has been on my list for a year. Somehow, the world still turns!

Here’s a few steps to start tackling your list.

STEP ONE - DO SOMETHING ON THE LIST

Do one thing on the list that is easy. Spend less than 30 seconds picking that item and just do it. I promise you will have more energy organizing your list if you have that feeling of accomplishment fueling you. Make that doctor’s appointment, submit that expense report, or “circle back” with that person you meant to circle back with.

STEP 2 - PLAY NY TIMES CONNECTIONS

Have you ever played the NY Times game, Connections? If you haven’t, it’s a great way to get your mind right before organizing your to-do list. Connections provides you with 16 words/phrases that form 4 groups that share a common thread. In Connections, some groups come easy, with the common thread jumping out at you, like sports teams, coffee orders, or brand names. Other times, you find items that seem related, but you struggle to think of the theme. Play a few rounds to orient your mind around grouping together like items.

STEP 3 - GROUP TOGETHER LIKE ITEMS ON YOUR LIST

Now it is time to take your Connections skills and apply it to your list. Start grouping together like items. For example, making your annual physical appointment and calling insurance back about a bill are both related to doctors, so maybe you have a group of all doctor related items. Writing your self-evaluation, your reviews for your team, and scheduling a meeting about compensation bands may form an annual performance group.

Picture your list like those Connection Cards, and start forming logical groups. Now, put your feet up and do more puzzles. Our organization isn’t done yet, but you’ve made great progress today.