Why OpenAI CEO Sam Altman Swears by Old-Fashioned Paper To-Do Lists — and Why You Should Too
If it works for the head of one of America’s hottest and most cutting-edge tech companies, maybe the good old-fashioned to-do list will work for you, too.
EXPERT OPINION BY JESSICA STILLMAN, CONTRIBUTOR, INC.COM@ENTRYLEVELREBEL
As head of much-buzzed about AI startup OpenAI (and chief protagonist in its recent leadership drama), Sam Altman clearly has access to the hottest, most advanced tech tools in the world. Which does he use to manage his own workflow? Sorry for the anti-climax, but the answer is good old-fashioned paper to-do lists.
“I highly recommend using lists,” Altman wrote on his blog a few years back (the post contains a ton of other info on Altman’s routine if you’re interested), adding:
“I make lists of what I want to accomplish each year, each month, and each day. Lists are very focusing, and they help me with multitasking because I don’t have to keep as much in my head. If I’m not in the mood for some particular task, I can always find something else I’m excited to do. I prefer lists written down on paper.”
This simple pen-and-paper approach to productivity contrasts with more elaborate systems preferred by the likes of Bill Gates, Barack Obama, and Shopify’s Tobias Lutke, which involve multiple “buckets,” color coding, and recurring review processes. But both Altman and other experts in psychology and productivity offer compelling reasons why it may be the best choice for many other busy entrepreneurs.
The scientific case for the old-fashioned paper to-do list
Altman explains that he prefers paper lists because of how easy and accessible they are. “It’s easy to add and remove tasks. I can access them during meetings without feeling rude,” he notes. They also help him determine and remember what’s most important in what must be an incredibly hectic schedule. “I re-transcribe lists frequently, which forces me to think about everything on the list and gives me an opportunity to add and remove items,” he adds.
In many of these beliefs, Altman has the backing of experts. Multiple studies have shown that when taking any kind of notes, we remember more of what we write if we use pen and paper rather than a laptop. Various productivity gurus also assert that breaking big projects into list-size tidbits can help immunize against procrastination. It’s a lot less overwhelming to see “call so-and-so about data availability” than “finish sales projections.”
Altman also isn’t alone in insisting that checking items off a physical list can provide a big bump of satisfaction and energy. Top venture capitalist Marc Andreessen, for instance, has written about his love for his “done list.” It’s just what it sounds like — a written list of the day’s accomplishments. Each time you add an item to the list, “you get that little rush of endorphins that the mouse gets every time he presses the button in his cage and gets a food pellet,” he says. A good old-fashioned to-do list can provide the same kick of motivation.
There are even benefits of pen-and-paper to-do lists that Altman doesn’t mention. Psychologists have discovered that our brains naturally remind us again and again of uncompleted tasks. This is called the Zeigarnik effect, and it’s why your undone chores haunt your days and disappear from your brain as soon as they’re completed. It probably explains why Altman’s lists make him feel he doesn’t “keep as much in my head.” (It’s also why something called the one-minute rule can be such a sanity saver.)
Even if, like me, you sometimes write and then lose or forget about them, to-do lists are still doing something important for your productivity. Writing down the task is a kind of minor completion that quiets the Zeigarnik effect, eliminating nagging worries about things you need to do so you can actually concentrate on getting some of them done.
If it’s good enough for Sam Altman …
All of which boils down to a very simple takeaway. If you have a complex or high-tech productivity system that’s working well for you, congrats! Keep at it. But if you’re in the market for a better way to manage your tasks this year, maybe give the plain paper to-do list another look. If it’s good enough for the CEO of one of America’s most cutting-edge tech companies, it’s probably good enough for a great many entrepreneurs.
JAN 8, 2024The opinions expressed here by Inc.com columnists are their own, not those of Inc.com.
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