Ivy Lee Method

One of the key features of the Ivy Lee Method is a to-do list that has exactly six items on it.  This list helps us manage two realities:

• We can't do everything that we want to do.  When you choose to do one thing, that time can't be spent doing other things. 
  
• Time itself is limited.  Therefore, we have to prioritize the tasks that mean the most to us.  This helps us achieve our goals and live in alignment with our true values.  Trying to do too many things often results in us letting people down or failing to do things that truly matter.

At the heart of this method is the six-item to-do list.  When you start, that does mean exactly six!  After you try this method out, you may find that four or seven work better for you.  But focus on six to start.

Why?

Because this method is all about prioritizing, not cataloguing.  Each day, you create a list of priorities for the day.  The limit of six helps you consider which items are not important.  Sometimes, you may know exactly which six things need to go on the list.  Other times, it can be difficult to pick and choose.  One way to tackle this problem is to make a list as long as you'd like to start.  Just brainstorm all the things that you might spend your time on.  From there, you can start narrowing things down.

For example, let's say you want to get your friend a present.  If their birthday is next week, it goes on the list.  It's important to you, and you don't have a lot of time left.  If your friend's birthday is in a month, then you have more time to achieve that task.  It may have to wait for a list next week because your math test is tomorrow.

Importance is subjective, which means that nobody can decide what your priorities are.  I usually consider due dates, my own values, and the task's complexity when prioritizing tasks.  You can also use strategies like the Eisenhower Matrix if you're stuck.

Finally, remember that prioritizing is a skill that you will build over time.  If you don't have a lot of experience with this skill, it may take time or feel difficult.  That's okay.  With time, reflection, and practice, you'll get more comfortable with deciding what matters to you.  Similarly, you may make mistakes.  This is part of learning.  ​

There's no use making a to-do list and then staring at it!  Over the course of the day, work on the tasks you identified in step one.  Pick an item on the list, do it, and then cross it off.  If you get all six items done, then you're done for the day.  If you didn't, keep your list. ​

Wait a full twenty-four hours before you make a new list.  Move any incomplete items from the previous list to the new list.  Then, add new items to the list until you have six total items.  If you made a longer list in step one, you can consult it during this step.  This is also a great time to check your calculator.

Here's how it works.  Let's say you completed two items on the previous day's list.  You would include the other four, undone items on the new day's list.  Then add two new items.  This brings the total number of items up to six.  After you've made your list, you can start working it. ​

From here, you simply repeat this process each day. ​

Restricting your priorities to six items helps avoid feelings of overwhelm.  Many people find that their to-do list is nothing but a source of dread.  When a to-do list gets too long, it's hard to focus on any particular task.  Then, it gets easy to start spiraling.  A list that's too long can feel impossible to tackle.  Why do any of it if you'll never succeed at getting everything done?

Overwhelm can also happen if you're storing your to-do list in your brain.  If you don't write down important tasks, then it's difficult to think about them clearly.  I've spent days repeated forgetting a thing I needed to do, only to have it surprise me at an inopportune time.  That's really stressful.  It can also be stressful if you feel like you're forgetting something, but you can't remember what it is.  And when you do remember it, it can cause a cacophony of competing ideas that drown each other out.

This method works because it finds a good middle ground.  Like Goldilocks, we can created a list that's not to short, and not too long, but rather "just right."  ​

Working memory refers to your ability to actively use information stored in your memory.  Working memory helps us solve problems and make decisions.  In a very real way, the things in our minds can shape our actions.  Therefore, whatever you think about while planning is important.  Unfortunately, human memory is limited.  This includes working memory.

In the 1950s, George Miller proposed that we can actively consider between five and nine items.  It is worth noting that this estimate is simplistic and there is ongoing research in this area.  Other research suggests that elements of ourselves and our environment can further restrict working memory.  People can have differing working memory capacities.  ADHD is associated with reduced working memory capacity.  The complexity of the information you're trying to store also impacts working memory.  Daily life also restricts our ability to hold many pieces of information in our minds.  For example, using a cell phone has a measurable, negative effect on working memory.

In short, we just can't think about that many things.  That means its easier to consider those six things when making decisions and plans than it is to consider fifteen different things.  Often, we get worse results if we try to fight the natural limitations of our brains.  ​

Economists think about opportunity cost when making decisions.  Opportunity cost is what you give up when you make a choice.  Every choice has a cost.  Even our language reveals this reality.  "Decide" comes from a Latin word that means "to cut off."  When you chose, you are also choosing NOT to do something else.

This isn't always a fun part of reality.  I can think of many times when I've had many good options, and other times when all options seemed bad.  Unfortunately, none of us can change this fact.  If I choose to spend time with a friend, then that's time I can't spend studying, working out, resting, or spending time with family.

Not deciding also has costs.  Sylvia Plath used the metaphor of a person sitting in a fruit tree.  The person is unable to decide which of the tasty fruits she wants to eat.  While she tries to decide, all of the fruits in the tree rot.  Delay also robs us from opportunities and joy.

So, the best we can do is make decisions consciously.  This method can help you clarify what is important from a list of many things that may all legitimately seem like priorities.  Yu can be clear about what you're working towards, instead of paralyzed by fear and indecision.  ​

You may find that some items stay on your list for a long period of time.  This is not necessarily a problem, but it is worth reflecting on why those items are lingering.

Sometimes, items may stay on the list because they just aren't that important.  We may think they are, but actions often reveal our true priorities.  Priorities can also change over time.  It's worth considering if a lingering task needs to be done at all.  Sometimes, the answer is no.  In that case, go a head and replace this item with something else.

Other times, an undone task may actually be important.  You may simply be avoiding it.  In this situation, it's worth troubleshooting the task itself.  Important tasks may be poorly defined.  For example, if you have a task like "ace exam."  That doesn't give you anything specific to do.  You might be better off being more specific.  "Review flashcard deck" or "complete study guide" help define a specific task.

Sometimes, people avoid tasks because they are scared or intimidated.  If the task is new, you may need information or resources that you don't currently have.  In that case, you may need to narrow the scope of the task to the first step.  "Register for AP exam," might become, "Send email asking for a copy of the directions to register."  Smaller tasks tend to be more manageable.  This process can also help you identify the specific thing that's become a barrier.

I help ambitious students improve their skills and master the AP exam.  Learn more here! 

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