Three Hidden Dangers of Task Lists for Perfectionists—and How to Avoid Them

By Maryam Khodadoust, PsyD

Task lists are widely promoted as a great tool for productivity and organization. Some of my clients even talk about the dopamine boost they get from checking things off!

If you are a perfectionist, lists can become a source of anxiety and lead to paralysis. Here are some helpful strategies to evaluate whether your lists are helping or hurting you.  

I. Are you ‘Worry Hopping’?

If at the end of reviewing your lists, you are anxious and unmotivated; you may have engaged in worry hopping. When you worry hop you review the list of things to worry about rather than sitting down and systematically addressing one problem at a time. One of my patients, Mary, had task lists for everything (home care, family care, call/visit list of relatives/friends, self-care tasks, career objectives) and a grand master task list which detailed all the task lists. She came to see me because she was too overwhelmed and exhausted to start even the most basic tasks on her list. She had no idea that the act of nightly reviewing her master task list and sub-lists was creating inertia instead of motivating her.

How to avoid worry hopping:

1.     Limit reviews of your master list to a specific, infrequent window (for example, once a week for 30 minutes).

2.     During review time, choose clear goals and break them into daily, actionable steps.

3.    Assign different steps to specific days so you don’t feel compelled to re-check the whole list repeatedly.

4.     Replace “what if” worry questions with practical planning questions: 

• Ask: “What small steps can I take toward this goal today?” 

• At day’s end ask: “What made this task hard today, and what can I do to make it more approachable tomorrow?”

  
  

5.     Use an investigative approach to obstacles (figure out when and where tasks are easiest to do). Example solutions Mary used:

• Move errands to commute times instead of after work.

• Do tedious personal tasks during times/place of peak executive function (e.g., arrive at work an hour early to finish them).

II. Are there more tasks on your daily list than you have time to do?

As a perfectionist, you may be prone to assigning more tasks to your day than you have available time to complete, leading to unrealistic expectations of your own productivity.  This approach often results in feeling overwhelmed and less motivated, and chronically behind.   

Paul, another patient, believed that the more tasks he jammed onto his daily list, the more likely he would be to get more of them done. He was demoralized by his lack of productivity.  As the senior research scientist in his lab, Paul was often the go to person for junior scientists who had questions on a range of topics including research planning, equipment use, how to reorder supplies, etc. His task list did not reflect the unscheduled demands. Paul had a light bulb moment “Oh, I guess I keep thinking that those things don’t count when they actually took up more than half my time at work.”

How to avert unrealistic productivity expectation:

1.     Limit your daily list to a realistic number of tasks tied to open blocks of time in your schedule.

2.     Use unfinished tasks as learning data: adjust expectations for tomorrow based on what you accomplished today.

3.     Start with a minimal, reliable set of daily tasks; only add more if time allows.

4.     Account for unscheduled demands by protecting predictable blocks of focus time and          communicating availability:

• Set and share “office hours” or available times for questions.

• Use a visible signal for focus time (e.g., sign on door, desk or headphones on = do not interrupt).

5.     Ensure your pace allows you energy after work — productivity should not          

exhaust you into avoidance.

 III. Scope Creep: Expanding Tasks Beyond Their Original Boundaries

If you find yourself constantly disappointed by your inability to predict how much work is necessary to finish something, consider your vulnerability to scope creep. Scope creep occurs when the scope of a task gradually expands as you add more details, requirements, or steps, often without adjusting deadlines or resources. As a perfectionist, your tendency to seek “doing it right” can result in moving the goal post of what done looks like.  

As a 5^th year graduate student, Paul was also concerned that he had not published as many articles as he hoped to complete. He was frustrated at how much time each of his research projects had taken to provide enough material for a journal article. Upon closer examination, Paul was able to recognize that after completing each planned experiment, he undervalued the information gained, and overvalued the questions generated, leading to increased number of experiments and delaying writing up and submitting to journals.  

How To prevent scope creep:

1.     Define “done” before you start: ask why you are doing this and determine the minimum viable outcome.

2.     Set strict time limits for tasks and for rounds of editing/refinement; once the allotted time ends, move on.

3.     When tempted to expand scope, ask: “Am I staying true to the original goal or moving the goalpost?” If unsure:

• Schedule a regular check-in with a trusted colleague to evaluate whether scope changes are necessary.

• Prioritize completion over endless refinement; produce deliverables and iterate  later if needed.

Recommended apps for managing Task lists

Some of my patients have found that utilizing a task app to be a helpful tool in organizing their task lists. Here are three apps that can be useful.

Tick Tick: This app includes embedded calendars and timers; noted for its simplicity and effectiveness. This is the best app for straightforward task management experience.

Microsoft to Do: Integrates well with Microsoft services; offers task prioritization and reminders.

Todoist: This app is popular for its simplicity and functionality. It allows users to manage tasks efficiently amongst all devices.