Productivity Redefined: Is Your To Do List Holding You Back?

• Understand why traditional to-do lists fall short and how they often keep us in an endless cycle of unfinished tasks with no clear sense of accomplishment.
• Learn a 5-minute exercise to define what "done" really looks like, making it easier to focus, delegate, and avoid the perfectionism trap.

If you're anything like most people, you've probably ended a day staring at your to-do list, wondering how you managed to tick off a dozen items but still feel as if you haven't made a dent.

This is the trap of the traditional to-do list: it's endless. No matter how much you accomplish, there's always more to do. And while it might feel productive to check things off, it doesn't always mean you're moving closer to your goals.

Over time, a to-do list can start to feel like a treadmill; lots of movement, but no real progress.

Here's the core issue with most to-do lists; they rarely tell you what "done" really means. Sure, you may know the tasks, but without a clear picture of how that task contributes to the final outcome, each item becomes just another box to tick. Early in my career, this lack of direction often led to feeling demotivated and stuck.

Throw in a dash of perfectionism; and the endless tweaking, revising, and "perfecting" that comes with it effectively ensuring that nothing ever really falls off the to-do list, and you have a recipe for burnout.

Whilst having a to-do list at all is a great start, if your list itself has no structure or prioritisation, it can actually drain your focus and energy. Research backs this up. The Zeigarnik effect shows that our brains tend to fixate on unfinished tasks, which can create unnecessary stress and a constant sense of being behind.

So how do you know when you've actually accomplished something meaningful?

The good news is that studies on goal-setting and visualisation show that people who imagine a specific outcome before they tackle a new project are far more likely to stay focused, persistent, and satisfied with their progress.

When we visualise an end goal in detail, our brain activates the same neural pathways that are engaged when we physically perform the actions required to achieve it. This mental rehearsal strengthens neural connections, effectively helping us "practice" without lifting a finger.

One study by Dr. Guang Yue, a researcher in exercise physiology, demonstrates just how impactful this can be. In his study, participants who engaged in mental exercises alone, such as thinking about flexing a bicep - without any physical activity - were able to increase their physical strength by up to 13.5% over several weeks. This gain came from the brain's increased activation of motor neurons, effectively enhancing physical performance through mental preparation. While the study focused on muscle strength, the same principles apply to other skills, especially those that require complex planning, coordination, and sustained focus.

Athletes, performers, and even surgeons use outcome visualisation to prime themselves for high-stakes scenarios.

Visualising a successful outcome reinforces the brain's pathways for success, creating a sense of familiarity and reducing anxiety around the task. This preparation is particularly useful in the face of challenges; those who mentally rehearse not only experience less hesitation but also show greater adaptability, as their brains are primed to navigate around potential setbacks.

One of the most impactful exercises I do in my in-person CFO Boardroom sessions each quarter only takes five minutes. It's simple and doesn't cost a thing, yet I find that it can completely change the way my clients approach productivity by successfully shifting their focus from tasks to outcomes.

Here's how you can do it yourself:

What I see time and again in my boardroom is that the first time someone does this exercise, there's a shift. People have that "lightbulb moment" where they look up and say, "Oh, now I see what I need to achieve." Suddenly, they're more focused. They're no longer overwhelmed by the process because they can visualise the end goal.

That clarity brings a quiet sense of control and calm, replacing the scattered feeling that often comes with juggling endless tasks. And with that comes greater confidence; the kind that comes from knowing exactly what you're working toward.

This confidence also has a ripple effect on decision-making. They're able to make decisions faster and with more certainty because you understand what truly needs to be accomplished, and what doesn't.

 

Additionally, when you have a well-defined outcome, delegation becomes simpler and far more effective.

I encourage boardroom members to use their outcome sketches as a guide when delegating. This visual aid makes it easier for my CFOs team members to understand their role in the bigger picture, and it reduces the likelihood of misinterpretation or endless revisions. The team knows the goal, they know what "done" means, and they're empowered to execute their part effectively.

So, here's my challenge to you: the next time you sit down to plan, take five minutes to picture what "done" truly looks like for your most important goals. If you're ready to uplevel your productivity, you might find that this shift is exactly what you need.

 

 

Grab your copy of Alena's CFO of the Future!

Grab your copy of Alena's Meaning Matters!