Early in my career, my to-do list each day was endless and amorphous.

It was a jumble of information in my head. I didn’t even write it down.

I would silently commit to doing everything, believing – without reason, I might add – that there would be a magic moment where there was no list. “I’ll rest when…” was my mantra.

I would move from thing to thing, racing forward to try and cram as much as possible into the day.

Except I never would.

I'd never finish the list.

Which meant the list the next day would be even longer, leaving me stressed and unfulfilled at the end of the work day – this was even more pronounced on Fridays.

I’d try and cram a few more things in, staying later than I had intended, applying even more pressure.

I’d have stress dreams at night. On Sunday evenings, the night before it started all over again, I’d get a serious case of the Sunday Night Blues.

The situation was unsustainable, joyless, and stressful.

I felt dejected and adrift.

And, again, I didn’t accomplish very much – so what was the point?

The leader I worked for, seeing me struggle, pulled me aside one day to ask a really simple question:

“What does success look like today?”

I had no response. “I guess I don’t know.”

Without hesitation, she turned over a piece of paper and poured the truth into me:

She drew three lines horizontally across the page with her blue pen, dividing it into thirds.

Pointing to the bottom third, she explained:

“There are certain things that just have to get done every day. Name them and get them done as quickly and efficiently as possible. Eventually, you need to right-size them. That is, make them so routine that they can be done quickly without too much time or brainpower.”

Pointing to the middle third:

“There are also commitments you have for the day: meetings, events, presentations. List them out. Preparing for them is part of the job, so you’ve got to make time for that.”

Finally, she pointed to the top of the page:

“Then, there are your top priorities. These are things that advance the ball – that relate to your big projects or our focus areas this week. Ideally, you block as much time for these as you can. But, be realistic about what can actually get done in the time you have available.”

We spent a few minutes making a list of essential items for each section.

Suddenly, the work was not only visible, it was organized.

I could start to form a mental model about the time and energy I brought to those tasks. I could size them – which helped me see the total time and energy needed for the day.

It also made it easy to see what couldn't happen today and needed to wait.

This simple exercise changed the way I manage my day. It transformed not only my career but the way I think.

Today, nearly seventeen years and several new jobs later, I’ve kept up the practice – though it’s evolved over the years as my life has changed – more on that next week.

I’ve thought about this experience a lot. Here are two lessons I’ve taken from it:

First, know what success looks like and set yourself up for success.

• Don’t jump head first into a sea of tasks without a plan.
• Get curious about how you spend your day, your week, your quarter.

Second, know that the list is never truly finished.

• You will always have more to do, but you will only have a certain amount of energy and focus in the day.
• Your job is to maximize that energy, aim it toward the most important things, and right-size the rest.

Take a moment to pause & reflect. What does success look like today? How can you be more intentional with your time?

Actions, experiments, & things to try next. Take a look at the recurring stressful parts of your week. Get curious about them: Is there a better way to go about them? Who could help you see them from a new angle? What would help you manage it on your terms?

📫 If this sparked an idea, or if you’re feeling stuck, I’d love to hear from you. You can reply directly to this email to share what you’re working on, ask a question, or suggest topics you’d like me to cover in future newsletters. I read every response.

Until next time,

Michael

Michael Schefman | 321 Liftoff​

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