If you looked at your task list right now, would you be able to focus in on the stuff that was most impactful? Or is your list full of endless tasks that drowning in endless task lists that don’t reflect what really matters? Most of us fall into the second category. And there is a hidden cost to task clutter when it hides the things that have the most value. Today we’ll take a look at how to reclaim focus and energy through task list simplification and get rid of the costly task clutter.
The Overflowing Task List
How many items are on your task list that are either past due or due today? There are 65 tasks on mine. And if I expand it to look at the end of the week, that count goes up to 112. It’s not unusual for me to delay tasks, and then I start to dread Sunday (my week starts on Monday).
I’ve actually come up with a good way not to be stressed by that list on Sundays: I simply don’t look at it. This really isn’t a good way to handle tasks, but it certainly puts the stress off until I look at the horrific list on Monday.
My list is filled with task clutter. Task clutter are all the tasks that are sitting on my list that no longer support my goals but still are on the list.
Examples of clutter on my list: leftover cleaning tasks from the summer (”pressure wash the front of the house”, “clean the windows”), tasks from a project I deferred indefinitely, holiday tasks that no longer apply.
The Psychology of Task Clutter
One of the biggest impacts of task clutter is that one can’t see the forest for the trees. There is so much stuff on the list that you can’t or won’t do that it becomes impossible to find what you need or can do.
I recently ran up against this at work. An analyst asked for a grouping field to be added in 12 places. The tasks were made, and then I discovered that I couldn’t do the task, because there were no groupings to add. It has become a much bigger conversation in the organization – and meanwhile, those 12 tasks are there every time I have to plan. I hear the voice in my head saying, “nope, can’t, nope” as I work my way through. Glancing at the list it is almost impossible to find the things that I need to work on because they are hidden by the clutter.
Some people like to have a lot of tasks on their lists. After all, the more you have to do, the more you are valued, right? Busyness is not a measure of self-worth. Busyness, especially when it is doing the wrong tasks, is pointless.
Having lots of tasks on your task list can also feed into an illusion of productivity. If you check 15 things off your list, it feels productive. But if those tasks are done instead of things that are important, it really isn’t productive. Productivity is rooted in doing the right things in the best manner.
How to Identify Task Clutter
Identifying task clutter can be easy to identify. Look for the following
- Old tasks. These are ones that have been lingering on the list for a long time. They are the ones that are stuck, and it is good to identify them.
- Low-impact tasks. These tasks are ones that if they didn’t get done, no one would notice or care. This category can also include tasks that may not need to be done as often, if they repeat.
- Repeated deferrals. If your task has a due date and you keep deferring it, the task needs a closer look.
- Vague or unnecessary obligations. Sometimes tasks are lingering because we haven’t been clear about what needs to be done. “Call Sally” is vague. Or even worse, a task without a verb: “pictures”. Tasks can also highlight things that we have been roped into doing that may not serve our goals.
- Mentally overwhelming tasks. Some tasks are just going to be difficult and can contribute to the clutter. These are the ones like “talk to Mom about death wishes”…yikes! These tasks should be flagged for breaking them down and making it easier on yourself.
Exercise: highlight 10 tasks you’ve carried for over a month.
Clearing the List
Now that you’ve identified the problems, it is time to deal with them.
For each of the tasks you are going to perform a task triage. For each of the tasks, you will pick apply at least one of the following:
- Delete. This should be used for things that don’t align with your core values, or things that are low-impact, especially if it repeats and will be coming around again soon.
- Delegate. Use this for unnecessary obligations that you can’t just ditch outright. See if you can find someone else to do it willingly. Delegating also works well on low-impact tasks that can’t be deleted.
- Defer. You can put something off, but only with the knowledge that when it does come up again, you have to complete it. This stipulation is to keep you postponing tasks indefinitely. It will also highlight those tasks that need to be clarified.
- Clarify the task. If the task is vague, rework it so it is clear what needs to be done. This may also mean that you have to break the task down into more do-able tasks.
- Automate. Is this a task that can be automated? There are tools out there to help automate things, particularly on the computer. Check into services like Zapier and IFTTT as well as other tools that can automatically do things for you.
You should be left with a much smaller list after this. This task list should be able to be done in the next few weeks.
Keep the List Clean
Of course, a one-time clean isn’t going to keep the task list pristine, because more gets added to it every day (no one dies with an empty task list). So once you have done the initial cleanup, you need to stay on top of it.
I recommend doing a weekly task purge when you plan your week. I do this by looking at the time I have available, and what is on my list. I can then triage the tasks (as above) so that my task list is manageable.
I also make it a point to categorize my tasks. There are the maintenance tasks, which typically repeat, and are things needed to make life run smoothly. I put them in my task manager so that I never have to think about what day it is to remind myself to put out the garbage for collection, scoop the cat boxes, or clean the bathroom.
Other tasks are related to my goals, and these are categorized as project tasks. These are the tasks that are more important. I have to limit the number of active projects I do at any one time, though, because having too many projects will contribute to task clutter.
The Most Important Task (MIT)
Even with all of the above, I was still in the habit of ignoring my task lists on Sundays. So I tried a method I’ve seen in several places around the internet.
I ask myself, as I start my bullet journal entry for the day: “If I only did one thing today I would…”
I note this task, usually on a small sticky note that I can carry around.
This works for me, because I have to look at all my tasks in order to choose one. And that gives me an awareness of what is outstanding. I typically don’t do only one task. Once I do the one on the sticky, I am aware of what else I can and should be doing.
From Cluttered to Clear
In the end, the battle against task clutter isn’t a one‑off thing. It’s a continual practice of mindfulness, pruning, and prioritization. By regularly surfacing the hidden, low‑impact items that crowd your list and applying the triage framework, you carve out the mental space needed to focus on what truly moves the needle. Keep the weekly purge ritual alive, guard your list against unnecessary additions, and let the most meaningful tasks rise to the surface. When you do, you’ll find that the weight of a leaner, purpose‑driven list translates into sharper focus, steadier progress, and a clearer sense of accomplishment.
