Using a Checklist to Keep Overwhelm at Bay

In January of 2011, Atul Gawande published a book called The Checklist Manifesto.  This book is all about how checklists were implemented in various industries around the world and as a result, common mistakes were avoided.  Most of this book centers around the hospital setting, which makes sense since Atul is a doctor. He talks at length about how steps were routinely missed during patient rounds because staff kept changing at every shift.   Note-taking was either incomplete, unread, or simply forgotten.  This led to lots of serious errors by hospital staff, some even causing the death of the patient. It isn’t because this hospital staff didn’t care, or because they weren’t smart enough.  There is just a lot to know and do. They had big responsibilities. And sometimes, even when we know what to do, we can miss important steps that can make a difference.

I was thinking about this book as I was driving to work the other day.    Lately, it just seems as though I am constantly reacting to urgent matters, instead of feeling prepared.  I don’t work in healthcare, so my stressors aren’t life and death scenarios.  But always feeling like I’m behind the eight ball is exhausting.  I feel like I have been in a constant state of overwhelm.

Then one morning, I remembered the Checklist Manifesto, and it got me to thinking.  I don’t really need it for procedures since I don’t do the same things day in and day out.  But would it help me get my head more organized so that I would feel more on top of my game?

My Checklist Manifesto

That morning, I went into work, shut my office door and sat at my desk with a notebook.  For 30 minutes I brainstormed everything I had to do, everything that was causing me stress.  I included the little things, like call this person, or file those papers, and the big picture things, like plan a presentation for the important meeting coming up.  I did not include personal things on this list, as I am just trying to get 9-5 under control!

Once I was done and felt satisfied that I had most of my to-dos on that list, I spent the next 30 minutes organizing the list into categories by the initiatives that I oversee.  When the categorizing was done, I rewrote the list by category and then by priority, putting the smaller, easier to do items at the top and the bigger, more complicated items towards the bottom. I then highlighted what I would work on that day.

It took me a little over an hour, but by the end, I felt a huge weight lifted off of my shoulders.  The insurmountable tasks that were keeping me down strangely felt much more doable. I had a plan. And as I completed tasks on the lists I crossed them off, and as new items came along, I added them.

In a few days, I felt that things were much more under control.  I had an action plan and as I finished even the smallest tasks, crossing them off the list made me feel like I accomplished something.   By the end of the week, the list was a bit of a mess with the crossed out items and arrows indicating where the new items fit in. I feel like this something I will need to do each week.  I can start with a clean list and a refreshed mind.   It was so worth the hour it takes to organize.    

Here are the steps I took to create my checklist:

 

Organize your tasks

Write down every task that you have to in whatever order they come to you.  Try to clear your head and give yourself time. Sometimes while doing this activity, I felt as though I was done with the brainstorming and then other things would pop into my head.  Use wait time! This process is easier to do if you get everything out in the beginning. And write down even the smallest of tasks! It makes it feel that much more satisfying when you can cross yet another item off your list.

Categorize the tasks

Next to each item, write a category for it.  For example, some of my categories included administrative tasks, different projects I am working on, etc.  This helps better organize the list and will help you when you go to choose the things you will work on each day.

Reorganize the list

Rewrite the list by category, putting the least taxing item at the top, and most difficult or complicated item at the bottom.  It doesn’t mean that I always chose to do them in that order, but I did try to do the easiest things first.  It gave me a sense of accomplishment and took things that have been hanging over my head out of the picture.

Choose what you will work on each day

Highlight the items that you will work on that day.  Then, get to work! As you finish the items, pat yourself on the back and then cross them off!  Well done! The next day, you can highlight the next set of tasks and so on, til that list is complete.  

 

If you feel overwhelmed at work, try this checklist approach and see if it helps you.  Let me know what you think!

That’s all for today.  Until next time, happy reading!