Task lists can help you get a ton of things done and give you peace of mind–but usually don’t. The average task list feels less like a train flying down the tracks of productivity and more like a train you missed, a train that’s going somewhere you don’t want to be, or a train wreck. Why? Here are the five main reasons.

1. The list isn’t really easy to get to and use
If you can’t pull up your task list in less than 30 seconds and easily update it, you’ll probably be too busy actually doing things to keep messing around with it. For a task list to be truly useful, it has to be easily accessible everywhere you might want to use it, and it has to be very easy to find, add, change, and check off items. Otherwise it’s a constant burden and an interruption, and it takes enormous effort to keep up with a habit like that.

Find a tool for tasks you love that’s available where you need it. Since I’m almost always near a computer, I like the free service called Todoist.

2. Not everything is on it
If you keep some of your tasks in your task list but others in other places–like sticky notes on your computer, scribbles on pieces of paper, or even physical reminders like leaving out something you need to fix instead of putting it on your list–then you can’t trust your list to tell you what you should be doing at all times, which is its job. An effective task list needs to have everything you need to do on it. This requires getting in the habit of immediately going to your task list to add a task whenever you promise to do something, think of something you need to attend to, receive something in the mail you have to respond to, etc.–or make sure all of your tasks get written down and use the paper management approach I talk about in this post about how to handle incoming paper and this post about organizing and filing.

3. It doesn’t get reviewed regularly
If you put things on your task list and then avoid looking at it again, then it won’t be up to date or useful. If you’re not looking at your task list regularly, it’s probably because your task list is stressing you out (see #s 4 and 5, below) or because it’s too much of a pain in the neck to use (see #1, above)–or both.

4. It lists wishes instead of tasks
Many task lists contain items like “Take care of leaky faucet.” This is not a task unless you already know how to fix a leaky faucet and have all the tools and supplies you need. A task is something that you immediately know how to do and can act on without having to figure out anything new; anything vaguer than that is just a wish, and when we look at wishes on task lists our first reaction is likely to be “Ack, I’ve got to take care of that … uh, but why don’t I [fill in your choice of procrastination here] first?” On the other hand, if the item is “Go to hardware store and buy 3/8 inch washer,” then you may think “Hey, I’m driving past there anyway … I’ll pick that up.” (Of course, once you check that off you need to immediately add the next step.)

If you have to figure out a task in order to do it, the task is figuring out what to do, for instance “Write down a plan for taking care of the leaky faucet.” Thinking things through is a perfectly good task, the first step in a sequence of steps that will eventually lead to a completed project.

5. No prioritization
If your task list is just a big mass of things that need doing, you’ll have to review and reconsider the whole thing every time you go back over it unless you take the “pot shot” approach. The “pot shot” approach can work–you just look for the first task you can do right now and tackle it–but it means you may spend all your time doing unimportant stuff.

So don’t let your task list stay a big mass. Break your tasks down into categories by the situation you’ll be in (at computer, at home, errands, etc.) and migrate more important tasks to the top. Then when you’re ready to consult your task list, just consult the right list for your situation and look at the top few items to see which one seems to be most pressing.

It may help to keep in mind that it’s not just a matter of knowing how to use a task list, buy also of being willing to adopt new task-related habits. Just knowing how to do it isn’t enough.

There’s a lot more a person could know about task lists, but the most important pieces are all in those five items. If you want more detail, I highly recommend Dave Allen’s book Getting Things Done, from which several of the ideas in this post were extracted.

Photo by GTD enthusiast MrMole

This morning I got out of bed with the realization that I often have to sort out the same set of e-mails twice: once on my desktop and once on my laptop. Realizing that this was getting in the way of me keeping on top of e-mail as it comes in, I found myself a good Web-based interface for my e-mail, where I started by working on just my last ten days of e-mail. I went through every single non-spam message I had received in that time, sorting them into appropriate folders, responding to or following up on the ones that could be done within a minute or two, and putting about half a dozen that will require more time into a special “REPLY/ACT” folder where I’ll be able to easily tackle them in order. Then I went over the past month and a half and any marked e-mails in my own inbox and added anything that stood out to the REPLY/ACT folder.

And now my inbox is empty. This doesn’t mean that I have no e-mails to respond to, but that I’ve cleared away everything except the e-mails that will need detailed responses and have those easily accessible in priority order. As new e-mails come in, I’ll deal with them in a similar way, since I have a system in place and am going to the same spot to handle e-mail whether at home or on the road. Instead of always opening my e-mail box to a long list of mostly-unimportant e-mails, I’ll open it to a few things that I’ll review, fire off quick replies where those are needed, and have a single place where the bigger tasks will go. Everything else will get filed away. This takes very little time, now that my system is set up. And since I had been gradually developing my ideas of how to sort e-mail in past attempts at this process, it all came together quickly, in just over an hour!

Update, March 30th: I’ve continued emptying my inbox this way virtually every day since I started the process, and it has continued to be much easier than my old process. My REPLY/ACT folder sometimes gets more full and sometimes less, but “full” in this case is at most 16 items. The system seems to be working, and I’m definitely much more responsive than I have been in the past, in large part because I get the short responses out of the way immediately regardless of how important they are and have the e-mails that need longer responses somewhere they’re easy to find and pick off.

What Stress Has to Do With Organization
We can mostly only do one thing at a time, so ideally we’d always know exactly what that one thing should be at any time. Let’s say you’re at home, no phones are ringing, and nothing’s on fire. What do you choose to do with your time? Relax and watch a movie? Wash the plate and glass on the counter? Go over your kid’s homework? Fix that squeaky door? Catch up on some reading for work? Call your old friend from college you’ve been wanting to get back in touch with? Organize papers for tax season? Every responsibility–like housekeeping, friendships, bills, work, concerns about world hunger–and every way we communicate–like mail, notes sent home from school with kids, email, voice mail, conversations with family members–provides another potential source of things that might need to be done. And it’s exactly the same in a work or school environment, often with a completely separate set of systems in each location.

The problem is that all of these inputs can be stress-producing, if not overwhelming. Without some serious organization, it’s next to impossible to keep track of all of them at once, which means that anything that isn’t getting taken care of can potentially be a distraction and a worry. You find yourself regularly pushed around by thoughts like “Do I really have everything set up for the trip next week?” or “I keep thinking I need to pick something up at the hardware store” or “I’ve got to remember to get back to that prospect with a quote.”

Fortunately it is possible to channel some of this chaos and cut back on stress. Here are a few quick tips to that end, inspired in part by my continued reading of Dave Allen’s excellent organizational book, Getting Things Done, along with other sources.

Recognize your inputs. Anything that’s not in the place where you want it to be, may need to be acted on, needs to be reviewed to decide whether you need to act on it, is in the way of you knowing or doing something you need to know or do, etc. is an input, a potential “to do.” That doesn’t mean that you need to waste attention to all of those things every time you notice them, only that they’ll tend to dilute your focus unless you’ve got some kind of reliable system in place to handle them.

Don’t let the noisy things distract you from the important things. An e-mail about a new version of some software you use may be interesting and may pop up right in front of your face while an important financial matter that doesn’t have a specific deadline could be lingering in the background. It can help to have places to put lower-priority things  as they come in, for instance an “Interesting/check out” folder in your e-mail program for that e-mail to go until after the financial matter is settled.

Minimize the number of task systems you use. Almost everyone needs more than one task list: for instance, you might have an e-mail program with messages that need to be read, responded to, or acted on; plus a traditional “to do” list, a place to stack incoming mail, etc. But it’s easy to let task systems proliferate–a few notes written on paper here, an occasionally-updated PDA task list there, a stack of unreviewed papers on your desk to go through, etc.–making it difficult or impossible to determine what the one thing you want to do at any given time is, because there are too many places to look to figure that out.

Ditch unimportant tasks. Still have last week’s newspaper because you didn’t get around to reading it but might still? Consider how often you’ve gotten around to ever reading a week-old newspaper before, and if it’s close to 0% of the time, the newspaper can go. I’ve found sometimes in the past that I’ve been hanging onto an unimportant tasks for years–something that really would be good to do, but has never been important enough to trump all the other things that are going on in my life on a daily basis. It can be freeing (and a good way to cut down on an unrealistically long task list) to be able to look at some items like this and say “I’m just going to decide to not do that one.”

Part of how you’ll be happiest dealing with all of these inputs will depend on whether you want to organize your life or just keep the noise level down a bit. You may find you want the productivity and peace of mind you can get from a real organizational system. Allen’s book is a good resource for tackling this if you decide to.

On the other hand, maybe your life isn’t all that hectic, but a little additional clarity and order will help–in which case the suggestions above might be enough to give you the lift you’re looking for.

If you’re not sure whether it’s worth committing to a big organizational effort, ask yourself: Am I sometimes not taking care of things I need to get done, with bad consequences? Do I feel overwhelmed or anxious about the things I need to do? If either of these is a yes, time spent organizing effectively can provide relief while making more efficient use of your time. A successful organizing effort pays for the time it takes to do it in short order, and doesn’t have to necessarily be done all at once to be effective.

Photo by andres.thor

There’s one particular kind of choice that most of us make several times a day without even noticing it, one that can have a profound impact on our focus, understanding, and drive and therefore on what we accomplish in our lives. These choices are about what to do with spare thinking time. Driving or riding in to work, we might be in a habit of turning on the radio or listening to music or to audiobooks. Waiting at the doctor’s office, we may pick up a magazine or check e-mail on a cell phone. Relaxing after a long work day, we might turn on the television as soon as we have a moment to breathe. And there’s nothing inherently wrong with those things, but they are worth reconsidering just the same, because we can use some of those times to think about our goals.

Why thinking about goals is cool
I admit, “thinking about goals” doesn’t sound like a very exciting activity, but it does have some immediate payoffs. Taking a few moments to write about or think about or discuss or even talk to ourselves about whatever our primary goal is at the moment–eating more healthily, being a better parent, contacting more sales prospects, honing violin skills, or whatever it may be–provides us with four essential ingredients of self-motivation: mindfulness, visualization, feedback, and planning.

The mindfulness advantage of using some of our available mental time to think about a goal is that we have more opportunity to anticipate times when we want to be more aware in the near future–to remind ourselves to be mindful–as well as more time to notice details of things that have happened very recently.

Visualization is about reconnecting with our goals. What are the payoffs of eating well or talking to more prospects? How would it feel to be able to play that really difficult piece on the violin or to get through a disagreement with the kids at home without shouting? Really taking time to imagine how things might be once we succeed at a goal is both informative–we get a clearer idea of where we’re trying to get–and energizing.

The feedback that even a few spare moments provide can offer solutions to problems that may not even have been apparentotherwise. For instance, if I’m trying to be a better communicator and I realize at lunch that I haven’t gathered all the information I need for the meeting I have at 2:00, I may come to the realization that sometimes my communication problems are just lack of preparation. Reflecting often on how things are going with an important goal gives a better short-term understanding of our own actions that can be invaluable.

And planning can be more useful even than it might seem. For instance, if I’m working on always being on time I might think about a 7:00 dinner I’m expected at while driving home from work and realize that I need to leave the house fifteen minutes earlier than I had planned because I need to allow time to stop and pick up a bottle of wine.

Fighting habits to change another habit
Fighting the habit of immediately going to some kind of entertainment or distraction as soon as our brains are available takes some doing, and requires a bit of mindfulness itself. However, the payoff of using even a few spare moments a couple of times a day is greatly increased awareness and greatly improved ability to use the tools available to us to increase motivation.

Photo by tripu

Here’s a common idea of what willpower is. Does it sound familiar?

You’re faced with a choice, like french fries versus carrot sticks or cleaning the house versus dropping onto the couch and watching TV. One of the choices is the one you’d like to actually do now, and the other one is the one you know you’ll wish you had chosen later. So a battle commences between the good choice and the bad choice, and according to this line of thinking willpower means using plain force of character to conquer the bad choice and make the good choice win.

The problem with the idea that willpower as a struggle against bad impulses is that it lines the situation up so that a lot of the time, we lose. People who successfully make the good choices, the choices that lead to long-term happiness instead of short-term pleasure, are not fighting those same fights and winning: they’re pulling the situation apart and preventing the fight from ever occurring.

Just how this works begins to come clear when we look at the kind of thinking that goes into each approach. Let’s take the example of cleaning the house versus watching TV. With the fighting approach, some typical thoughts might be “I really should clean the house, but I don’t want to. I just feel like flopping down on the couch and watching TV. But I need to clean the house! Then again, I’ve had a lousy day, and I deserve at a little rest …”

These kinds of situations lend themselves to generating broken ideas, which tend to derail good choices. Also, thinking about a good choice vs. a bad choice as a struggle tends to lead to focusing on the negatives of the good choice, which is exactly the reverse of what we want, because it makes it harder to care about the good choice.

What’s the alternative? Focusing on small steps toward and attractive things about the good choice. An example of a small step: “Maybe I could just start by putting the books away. That should only take a few minutes.” Something attractive about the good choice might be visualizing how it would feel to wake up the next morning to a clean house or thinking about what kind of music to play while cleaning the stove. Anything that makes the good choice more appealing, interesting, or absorbing, and anything that launches us down the path of starting to act out the good choice, makes the good choice noticeably easier.

It’s clear that as humans, we like to think about pleasant things and don’t like to think about unpleasant things. If we direct our energies toward thinking up pleasant things about the smarter choice rather than toward brainstorming the reasons we don’t want to take that smarter choice, not only are we much more likely to take the smarter choice, but it will be easier and less tiring to do so. This is part of what I talk about in my article “Does Willpower Really Get Used Up?” Willpower seems finite if it’s a force we have to bring to bear in fight after fight. If instead it’s a different way of looking at things, why should it ever get used up or diminished? In fact, the more we use willpower in the sense I mean it here, the better we get at it, and therefore the stronger the willpower gets.

In other words, instead of likening willpower to a muscle we tire out with use but build up over time, we might want to think of it more as a language we learn, as a skill that gets stronger the more we use it, without having to fight ourselves. After all, if we’re fighting ourselves, who is there to lose the battle but us?

There are at least three good times to target a new life goal:

1) When a person doesn’t have a goal at the moment and decides to improve life by getting one
2) When the goal or goals a person has already been pursuing turn out to be no longer necessary or not as high-priority as they once were (or once seemed), or
3) When work toward a current goal has gone so far that everything needed to keep on track for that goal has become habit, or in the case of a goal that’s a specific project, when that project is finished.

Should I always have a goal?
It’s hard to imagine that there’s anyone who has achieved every goal that would ever do them or others good–which suggests that if it’s practical, it’s probably worth having a goal nearly all the time.

But there’s that limitation, “if it’s practical”: is it always practical? Probably not absolutely all the time: if a person is dealing with a major crisis in the family or temporarily working 80 hours a week to deal with a short-term problem, there’s probably so much time, attention, and energy going into that short-term problem that long-term goals would wither from having too little effort going into them.

At the same time, for many people it feels like there’s always a special situation or problem going on: financial crisis after financial crisis, or having to work 80 hours week after week, or constant breakdowns in an important relationship. Even though these can be real crises, the fact that they’re continuing over a long period of time probably means they’re systemic problems: in other words, there’s some underlying difficulty that probably needs to be addressed if these crises are going to stop. Addressing that underlying difficulty would be a goal.

What if I need to pursue two or more goals at once?
Often there are battling needs in our lives that present multiple, top-level priorities, all of which need to be addressed at the same time. Right?

Actually … no. The idea that priorities “need” to be addressed is a broken idea, because “need” is absolute. “Needing” to be done doesn’t mean a thing necessarily can be done, or that it’s the highest priority, or that absolute devastation will occur if it’s not done. A more effective way of looking at things that seem to need to be done is to phrase them in terms of actions and consequences, for instance “If I don’t get the house cleaned before my friends come over, they will see my house dirty” or “If I’m late paying that bill, they’ll charge me an extra $25 and call to ask me where the money is if I don’t call them first.” This is instead of “I need to clean the house!” or “I can’t miss paying that bill!”

The reason I’m pointing to this problem of thinking of priorities as needs is that with rare exceptions, we really can’t take on more than one significant goal at a time. Successfully pursuing a goal means changing habits, devoting thought to the subject, and pulling time and energy away from other tasks. It’s true that if someone has a lot of extra time all of a sudden, for example due to recent retirement, it might be possible to pursue more than one goal at a time, like getting fit and starting a consulting service. Most of us, though, have lives that are already full of other things, and even if some of those things aren’t necessarily a good use of our time, in most cases we’re used to doing them, and it will take a lot of focus to change over to doing something different.

The upshot is that even if there are several really pressing problems to address at the same time, the most effective way to deal with them will be to decide which will pay off the most extravagantly if it’s done first. For instance, if you are constantly overcommitted and don’t have enough money to pay your bills, both of those are pressing problems, but in many cases it will make sense to deal with the overcommitment problem first, because if that’s addressed effectively, there will be more time to address the financial problem, which may in many cases require extra time if a solution is going to be worked out.

Making multiple goals into one goal
There actually is one approach to choosing a goal that can accomplish multiple major life priorities at the same time, which is to focus on process and organization instead of on the goal itself. For instance, I could adopt a goal of trying to do a very good job of making every choice, however small. Practicing this goal would mean things like regularly thinking back over good and bad choices made to try to repeat the good choices and improve on the bad choices; becoming more mindful of thoughts; and possibly adding healthy improvements to life, like meditation or more exercise.

A goal like this could simultaneously help in a lot of areas of life: eating better, making better use of time, improving relationships, spending money more wisely, and so on.

Other goals that serve multiple purposes include communicating better; getting very good at tracking, organizing, and prioritizing tasks; and improving mood. If there’s more than one thing you really want to accomplish in your life at the moment, ask yourself: is there any kind of practice I could learn that would benefit all of these areas?

New Year’s resolutions and other big goals
As we move toward 2010 and (for many people) New Year’s resolutions, I’ll be looking at ways to make and keep a resolution that will really make a difference. This article is the first in the series. The others will be posted over the coming week, right up to New Year’s Day, on my regular Monday-Wednesday-Friday schedule.

Photo by simonsterg

Recently I came across an assertion that seriously disturbed me: that when we’re “hungry” we “have to eat.” This claim bothered me because it (like a lot of misguided dieting advice) was in a popular diet book, because I think many people believe it, and because it’s wrong.

Pictures of Food
The source of the statement was Dr. Shapiro’s Picture Perfect Weight Loss, a book that offers weight loss advice, examples, and especially a large number of full-color photo spreads of different foods that contain the same amount of calories. For instance, Shapiro graphically displays how a person could eat four ears of corn on the cob and get the same calories as in one medium serving of french fries. I found the pictures interesting and somewhat instructive, although the calorie counts need to be understood as examples (for instance, he counts 70 calories for a slice of whole wheat bread, whereas the loaf in my fridge is 110 calories per slice) and although Shapiro pays only limited attention to nutrition. Mainly, he wants to show that the physical amount of food you eat can vary a lot for the same number of calories, and does that well.

But Shapiro makes a number of imperfect assertions about weight loss, and the one I felt was particularly damaging was this: “The urge to eat is a need that must be filled.” (The emphasis is Shapiro’s.) He continues, “If we don’t respond to that urge, the need-to-eat feelings … will get the upper hand.”

He goes on to reassure the reader that this doesn’t mean all is lost, because the reader can learn to choose much lower-calorie foods and eat whenever they like. The fact that a person can eat much more for fewer calories is certainly true, though the idea that no restraint in eating is necessary in order to lose weight and keep it off is, for many of us, simply wrong.

Misconceptions about hunger
I’m surprised a little that Shapiro says this, because he acknowledges some of the complexity of hunger (which is really a variety of physical and psychological feelings), although he seems to complete miss or ignore some important psychological elements. Ideas about “needing” to eat, including Shapiro’s claim that hunger means we “have to” eat and there’s nothing we can do about it are all broken ideas, also known as cognitive distortions. In other words, most of our behavior is driven not by what we experience directly, but by what we tell ourselves about what we experience.

In essence, Shapiro is saying “I don’t know how anyone can possibly not act on hunger, so it can’t be done.” Put in that way, I think the flaw is obvious: just because Shapiro doesn’t know how to handle hunger other than by administering food doesn’t mean that nobody does.

For Shapiro’s information, and that of anyone else who shares his belief, I’d like to point out that hunger is always temporary, and that if you ever want to find a way to put hunger off, there are 24 of them here.

Different People Succeed in Different Ways
I don’t mean to pick on Shapiro especially. I think his food comparisons are very useful despite some minor limitations, and frankly he seems to be like a lot of professionals who have seen successful weight loss (especially those who have only seen it from the outside) who seem to feel that because it’s been accomplished one way, there’s no other possible way to do it successfully. I find the same idea in many books on writing, even by very talented and successful writers: “This is the way to do it. If you don’t do it this way, you’ll fail.” If psychology teaches us anything, it’s that different people succeed in different ways, so what I am doing my best to offer with this site is the other approach, which is to say: “Here are all of the tools for tackling this task that I can find. Take the ones that work for you and run with them.” And if one of those tools is being able to outsmart hunger when you don’t want to eat, all the better.

Photo by Petra Brown

In my previous article, I offered four ways to make self-motivation easier, and talked about stacking up advantages ahead of time instead of waiting to come face to face with a difficult situation. Here I’ll cover five more ways to make self-motivation easier: building up enthusiasm, being more mentally and physically prepared to face challenges, getting help from others, learning, and minimizing temptation.

Visualize and find your enthusiasm
When things are going well, I’m not distracted, and I have time to think about what I want to do, I’m often in a good state of mind to improve my motivation, but by definition these low-demand times tend to be ones when not much motivation is needed. I can build up motivation for harder times by using these opportunities to visualize where I’m trying to get and by otherwise spending time thinking about and especially enjoying my goal, whether I’m reflecting on successes so far, enjoying progress, envisioning future payoffs, or planning ahead. The more time I spend thinking positively about my goal, the more accessible positive thoughts about it will be when I really need them. For instance, if I’m trying to learn to play a musical instrument, I can visualize myself playing it and remind myself why I’m putting in all the hard work.

Take care of yourself
When we get enough sleep, exercise regularly, eat well, and use techniques like meditation to aid mood and mental focus, we’re much more capable of being proactive in our lives than when we are tired, inactive, badly nourished, overstuffed, or carrying around a lot of stress. Mood and physical well-being have an important impact on making good decisions, so everything we can do to improve them will tend to improve  motivation, too.

Get support
Connecting with a friend or family member to talk about your goals, the problems you’re running into, your plans, and your successes is a good way to keep your goal more in mind and to process your thoughts about it. Having someone in your corner can also make it more important to to do well and provides more options if something starts going wrong. A person trying to quit a bad habit can go talk to a supporter when temptation seems particularly strong. Someone trying to get a better job can talk through their plans and strategies if they have a sympathetic ear.

Read, learn
Reading about subjects having to do with our goals serves several purposes at once: it gives us more information to use when making plans; keeps our goal more in our mind; lets us try on others’ ideas; and serves as a physical reminder (whenever we see the book) of what’s being accomplished. Someone trying to get fit can learn a lot from books about nutrition and exercise, like The 9 Truths About Weight Loss. Anyone trying to change habits and running into emotional resistance can benefit from books like Emotional Alchemy, The Feeling Good Handbook, or A Guide to Rational Living.

Minimize temptation
Finally, minimizing temptation can be a real boon, at least in the short term, for anyone who’s really struggling with making the right choices. If you’re working on spending money wisely, you can take any savings you have and put it in a CD or some other instrument that makes it difficult or impossible to withdraw for a time. Someone who’s trying to quit playing video games can actually sell the games rather than hanging on to them to play just a little bit now and then.

This approach is a bit of a crutch, and the problem with relying too much on it is that when a situation comes up where there is temptation–for instance, when the person working on spending gets a tax refund, or when the former video game player is staying with a friend who has a top-notch video game system–the strategies to deal with the temptation may not be very well developed. But like all of these strategies, minimizing temptation–if not relied on absolutely–can help make everything simpler.

Photo by James Jordan

Changing habits, making good choices, or really pushing hard toward a goal can get very difficult when it comes time to act. Probably you’ve had experiences, like I have, where good intentions beforehand weren’t enough to force a good choice when the time came. Continuing to try despite not always succeeding is key in developing good habits, but it’s not the only way to be more successful with self-motivation. In fact, there are a lot of things we can do to make self-motivation easier. While you might already know some of these ways, especially if you’ve been reading this site, the reason for this article is to ask the question, “Are you doing everything you can to make progress toward your goal easier?”

To help provide a good answer to that question (and to offer some areas to look at in case the answer is “no”), here’s a list of many ways to make willpower and self-motivation easier. After all, making the task easier usually means getting better results for less effort: it falls into the category of the time-worn advice “Work smarter, not harder.” There are limits to how much willpower we can summon up on a moment’s notice, but there may not be limits to the advantages we can stack up beforehand.

Decide what to do and make plans
Probably the single most important thing any of us can do to facilitate good choices is to understand what those choices should be ahead of time. If the task is studying, then how much studying needs to be done, and when should it happen? If the task is some kind of daily upkeep, like following up on e-mails within the day or keeping the dishes from piling up, what’s the exact plan for how these things will be handled?

Anticipate problems
If you ever find yourself explaining away self-motivation problems by saying “I was going to ____, but ____,” this may be a sign that you need to work on anticipating problems. Someone who’s trying to eat more healthily will be much more successful if they figure out what the options and dangers are before they walk into a party or a restaurant, for instance. Someone who’s self-employed and is trying to get in more work time will want to figure out ground rules for situations like when friends visit from out of town or for how much time–if any–it’s OK to spend doing things like volunteering or socializing during the work day.

Improve your tools and environment
In other posts I’ve gone into some detail about the value of choosing the best tools and setting up an encouraging environment for work on your goal. For example, a more welcoming environment can help a writer write more; having the right software or paper system can help another person organize much more easily.

Prepare
It can help sometimes if we think of ourselves as our own assistants. We have large, important goals, but often moving toward those goals is much easier when we do some grunt work ahead of time. To help facilitate a study session later in the day, try laying out books and other study materials on a table or desk so that starting requires just sitting down. To eat better, shop better.

On Monday I’ll continue with Part II and five more ways to make self-motivation easier.

Photo by Somewhat Frank

Self-motivation and willpower can benefit from learning a lot of different skills: setting goals, tracking progress, repairing broken ideas, organizing priorities; exercising and eating well and trying to get plenty of sleep and meditating to have energy and support a good mood; making rules … and while it’s possible to have willpower without using every one of these tools, the more of them we use effectively, the stronger our willpower is.

One key theme
And yet there’s one simple principle that underlies almost all of these tactics. It’s much easier to state than to follow, but thinking about it helps us keep focused on what willpower means and on what we can do from moment to moment. It goes like this: Think more about the right things and less about the wrong things.

What I mean is that for any goal I might have (for instance, let’s say I was someone who did project proposals as part of my job and wanted to finish three new project proposals by the end of the week), there will be thoughts I could have that will help make that happen (like “there’s a good chance the higher-ups will be pretty impressed if I can pull this off” or “the next step would be doing that competitive analysis”), thoughts that I could have that will get in the way (like “I couldn’t get my proposals done on time the last time, so I’ll probably screw up again this time” or “I hate this work. I just want to go home and eat Twinkies”), and thoughts that won’t have any impact one way or the other as long as they don’t distract me too much (like “These shoes are getting pretty worn out” or “Wow, there’s an albatross outside my window!”). These are right thoughts, wrong thoughts, and neutral thoughts, respectively. The neutral ones we don’t care about, so that’s the last I’ll say of those.

By the way, I want to be clear that I don’t mean that the “right” thoughts are “right” because they are somehow morally better than the “wrong” thoughts. We’re just talking about right or wrong for moving toward a particular goal.

The direct approach
People often seem to talk about thoughts as though we have no control over them, as though they just arise in our heads, stay as long as they want, and then leave without any permission or control on our part. Fortunately, this isn’t the case. We can actively choose to think more of the right thoughts and less of the wrong thoughts by reflecting on our own thinking (a process called “metacognition,” which is one facet of mindfulness) and by focusing our attention.

For instance, if I’m trying to play less golf in order to spend more time with my family, and if I then find myself thinking about golf, I can consciously 1) recognize this and 2) select something different to focus my attention on. So when the thought comes into my head “This weather is perfect for golf,” I can then ask myself “Would it be perfect for doing something with my kids, too? What would be fun that we haven’t done in a while?” The more I think about that second, right thought, the less attention I’ll have to spare for that first, wrong thought.

Violence doesn’t solve anything
It’s useful to recognize that “right” thoughts aren’t just negations of “wrong” thoughts. The problem with trying to argue myself out of a “wrong” thought is that the more I mentally struggle with the problem, the more attention I’m giving it, and so the more opportunity the behavior I don’t want has to ensnare me. If I let that thought go and instead focus on letting something else appeal to me, then I can be led away peacefully rather than trying to defeat my own desires in mortal combat.

What tools are good for
With all of that said, thinking more of the right thoughts and less of the wrong thoughts isn’t always easy, and it’s not always clear how to do it. Nor is it always easy to focus our attention on our own thinking enough to recognize when we’re getting drawn into non-constructive thinking. To make things easier, we come full circle to the kinds of skills I mentioned at the beginning of this post, skills for making ourselves more resilient, understanding ourselves better, redirecting ourselves more easily, and so on. Feedback loops, rules, tracking, idea repair, and all the other mental tools I talk about on this site help support the process of thinking more of the right thoughts and less of the wrong ones. Regardless of what tools we use, taking charge of our own thoughts leads in the direction of achieving what we want to achieve.

Thinker photo by Rob Inh00d
Albatross photo by MrClean1982

Back in April I talked about this post on the New York Times blog, which seems to tell us that if we exert self-control in one area, it can cause us to have less self-control in other areas. Since then, I’ve come across a lot of information–studies, people’s stories of their experiences, my own experiences, books, and so on–that have helped me understand willpower a bit better. With this more informed perspective, I’d like to come back to the subject of self-control fatigue and ask: does willpower really get used up?

One goal at a time: focus, not fatigue
First, there’s one area where it’s become clear that not fatigue, but focus is the key. In the April post, I said “If we try to push in too many directions at once, we’ll rapidly become fatigued and usually lose our grip on all of the pieces. This is why, generally speaking, self-motivation works best when we work on one and only one kind of goal at a time.” Much information I’ve come across since writing that reinforces my conviction that as a rule, we have much better chances with new goals if we take on only one of them at a time–but because of focus instead of fatigue: if we try to take on two or more new goals at once, our attention is divided between them. This means less concentration on habits for each goal, less thinking about each goal, less recognizing of opportunities, less clarity, less mindfulness, and other kinds of limitations on how well we can really devote ourselves to our new goal. Since accomplishing a major goal usually means changing habits, and since habits are stubborn by definition, we usually need all the focus we can get when we take a new goal on.

Physiological energy and fatigue
The other aspect of self-control fatigue I talked about was physical energy: mentally exerting ourselves toward a goal takes a surprising amount of our available energy (and available blood sugar), which is what the Times blog post was focusing on regarding the study in question. Replenishing this energy with a little sugar fix (some lemonade) seemed to help. This particular point still stands, I would say: it’s harder to push for new goals when we’re tired, although it’s definitely still possible, especially if we’re well-prepared.

Is willpower a reservoir or a skill set?
But does this mean we use up willpower itself and need to regenerate it, or does it just mean that we use up our physical energy and have less of that to use in exerting our willpower? Just to share my current belief–this is nothing I’ve seen tested yet in any study, although that would certainly be of interest to me–I don’t think willpower really does get used up at all. What is willpower, after all? It’s often characterized as being like a reservoir or an electrical charge, something that we have a limited amount of and can use up. In reality, though, effectively exerting willpower isn’t really a matter of struggling against temptation and winning, at least not most of the time: instead, it’s a matter of learning and using the right skills to redirect ourselves. In other words, it requires learning and applying what we learn rather than brute force.

For instance, if I’m tempted to stay up late into the night to watch a movie I just received even though I know I need to be up early the next morning, it might be possible for me to dredge up a stern enough “No!” to force myself, resentfully, off to bed. But it’s definitely possible for me to ask myself questions like “Will I enjoy this movie just about as much if I watch it later?” and “Would it also be enjoyable right now to climb in bed and get some rest?” and “Will I be happier tomorrow morning if I watch this movie or if I hold off?” and “What if I just go get ready for bed, then see if I’m still as keen on watching the movie?”

All of these questions are strategies for looking at my situation in a different–and more complete–way, questions that can help me line up my actions with my long-term happiness instead of with whatever short-term pleasure offers itself–especially since, if I’m patient, I can often get some of the pleasure anyway without such a big cost.

But after that, I deserve to make bad choices!
A special situation that can make willpower seem like it’s getting “used up” is what schema therapy (of which more in future posts) calls the “entitlement schema,” the idea some of us often get that we deserve some pleasurable thing regardless of its effect on our long-term happiness. Having to exert willpower in one area can activate this schema, making it harder to exert willpower later. For instance, a person might think “I didn’t get to have that chocolate cake earlier, so now I deserve to eat this ice cream.” These kinds of statements sound like they make sense, but they really don’t when we examine them, because past good choices don’t make current bad choices any less bad. When I find myself running into problems like these, I try to remember to use idea repair to remind myself what’s really important.

An entitlement schema can make it seem like we’re using up willpower when all we may really be doing is having trouble reconciling ourselves to the good choices we’ve already made. This isn’t fatigue, just an attitude issue.

In the end, our mental resources are finite: we can only handle so much at once. But our mental resources also seem to often be much greater than we expect or give ourselves credit for, and even when it might seem for a moment like we’ve run out of willpower, if we search a little, we may find great untapped reserves ready to carry us forward–lemonade or no lemonade.

Photo by apesara