Start Page: to-do list adjustments to help beat procrastination

Here’s a secret: lawyers struggle with procrastination. In fact, the rules governing a lawyer’s professional conduct address procrastination – Ind. Rules of Professional Conduct Rule 1.3 [3]. This article offers three to-do list adjustments you can make to help beat procrastination.

Make a (digital) to-do list

When you get overwhelmed with the amount of work to get done, there’s a good chance you make a list. There is science behind why making a list works, so if you want to avoid reading the rest of this article, search the phrase “science behind list making” for some interesting information. Also, while a legal pad and pen are forms of technology, and can be very effective, you should be tracking your to- do’s with digital tools. Digital task tracking adds search capabilities, due dates, reminders and repeating functions.

There are countless to-do apps available (I use OmniFocus by The Omni Group), but you likely have access to Microsoft Outlook, which has a built- in “Tasks” function. If you work in a Microsoft environment, those Tasks can sync with the Reminders app on an iPhone or iPad.

A few tips: First, make a separate task for each discrete action. Second, set a due date. You can always adjust, but due dates and reminders can help you build the habit of reviewing the task list. Be careful here, though, as a task with a due date is no substitute for a calendared deadline.

Third, use a consistent naming structure. Start with an action word (e.g., Read, Call, Review, Discuss, Meet with, etc.) and then add a detailed description (e.g., Call client to discuss settlement offer and response).

If the task is to contact someone, take a few seconds to add the contact information to the task’s memo area. That way you have everything you need to accomplish the task and should be less likely to procrastinate when you are ready to do the task.

Finally, consider adding the case/matter name in the task (either the description or the memo/notes area) so you can search for it later.

Use your to-do app to focus on the very next thing

There is a psychological benefit to marking something off a to-do list. Start with a small, easy-to-accomplish task. Get that done and start the next task. Once you have movement, it is easier to build momentum.

If you are stuck on a project, review your list of tasks and see if the tasks are actually broken down into the very next thing you can do to mark the task complete. Chances are, you still need to define the next action. For more, read “Getting Things Done,” by David Allen. In the example of calling the client above, if the task is “Call client to …” but you don’t know the client’s phone number, the next action is really “Get the client’s phone number.” Thinking through the tasks you need to do takes some time, but not as much as you think it will. A little preparation will help you be more effective long term.

Apps are great for this because if you create discrete tasks, you can open that one task and work on it until it is done. When you have a list of things to do on a legal pad, the whole list stares back at you, daring you to try and do it all at the same time. When you think, “what did I need to do next in the Jones matter?” search your task list for the word “Jones.” All the tasks related to Jones will show up (if you put the word Jones somewhere in the task).

Show only completed or active tasks

What makes all this work? You. To effectively work this type of system, you must review the list (paper or otherwise) and keep it up to date. Review the list of things you have accomplished and take a moment to celebrate those wins. Then, make a plan for completing the remaining items.

The beauty of electronic lists is that you can show or hide completed items. This can help you focus on what still needs to be done and helps you celebrate what you have accomplished. In addition, with an electronic task list, you don’t have to re-write the list for the next week. You’ve entered the information once and can use it throughout the life of the matter. That should create more time to get things done (or more free time).

Be careful that you don’t spend more time fiddling with your lists than getting things done. You can do this. You’re a professional. Go make it happen.•

Seth Wilson is a partner at Hume Smith Geddes Green & Simmons LLP in Indianapolis. In addition to practicing law, he helps manage technology operations of the firm and frequently speaks and advises on legal technology issues. For more legal technology tips delivered right to your inbox, visit sethrwilson.com to sign up for Seth’s e-newsletter. The opinions expressed are those of the author.