Have you ever found yourself lying awake at night, mentally replaying a checklist of unfinished tasks? Maybe it's an unanswered email, a bill waiting to be paid, or a forgotten errand. It’s a nagging feeling that’s all too familiar. But what you might not realize is that this experience has a name: the Zeigarnik effect. This psychological phenomenon isn't just a source of stress—it directly affects your productivity.
Understanding the Zeigarnik Effect
In the 1920s, psychologist Bluma Zeigarnik noticed something curious. Waiters at a café could perfectly remember customers' orders—until the bill was settled. Once paid, their memory of the order disappeared. Inspired by this observation, Zeigarnik conducted research that revealed our brains hold onto unfinished tasks, creating mental "open loops." This is why your mind insists on reminding you about incomplete tasks, often at inconvenient times like bedtime or during a relaxing weekend.
These open loops create cognitive stress and drain mental energy, reducing productivity and increasing anxiety. The key to reducing this stress, and improving productivity, is deceptively simple: you must manage your open loops effectively.
Finding Your System
Everyone manages their tasks differently. Some use digital tools from the straightforward and flexible, like GQueues, to the complex, like IBM Rational; others swear by pen and paper or even simple Google Docs. There's no universal solution—what works for one person might feel chaotic to another. Research backs this up: a survey by Atlassian showed that over half of people with a productivity system feel their approach would make no sense to anyone else. Yet, what's important isn't the complexity or elegance of your system. It's having a reliable place to put your tasks so your brain can let them go.
Alex has tasks scattered across multiple platforms—from Slack to email to physical reminders like a check tucked away in a backpack. Despite feeling overwhelmed, his system is almost effective, with very few tasks slipping through the cracks. However, the stress of juggling multiple locations still linger.
Moah is more structured, using a Mise-en-place kanban template after moving on from bullet journaling. She modified the template to have a simple 5-column layout for organizing tasks based on whether they are still awaiting prioritization, or if they need action today, this week, or in the indeterminate future. That way, it’s easy for her to always know what she needs to be working on, without any juggling needed.
Even simpler systems—like a daily checklist in a Google Doc—can also provide mental clarity by reducing the number of places you need to look for your tasks. The simplicity of knowing exactly where tasks reside helps in relieving the cognitive burden.
Productivity’s Hidden Benefit: Better Sleep
The act of capturing and writing down tasks has another surprising benefit—improved sleep. In a 2018 study by Baylor University, researchers divided participants into two groups: one wrote down tasks they had completed, while the other noted tasks yet to be done. Those who listed unfinished tasks fell asleep faster and experienced better sleep quality. By writing down these open loops, they effectively offloaded mental stress, quieting their minds.
So, contrary to popular wisdom, ending your day by reflecting on completed tasks isn't nearly as restful as noting the ones you still need to do.
Productivity Tips to Manage Your Open Loops
Here are a few actionable strategies to tame your open loops:
Establish a Single Source of Truth: Choose one primary place—digital or physical—to store your tasks. This reduces confusion and the mental burden of remembering where everything is.
Set a Daily Routine: At the end of each workday, spend 5-10 minutes updating your task list. Setting a daily alarm or reminder can help establish this habit quickly.
Try Bullet Journaling or a Simple List: For beginners or those overwhelmed by complex systems, a notebook with daily to-do lists or bullet journaling can provide clarity and control.
Automate with Caution: Automation tools, such as Slack integrations or AI-driven task capturing, can help organize tasks effortlessly. However, automation alone might not deliver the same psychological relief as manually writing tasks down, as the action itself can be therapeutic.
Team Productivity: Why Organization Matters
Organization isn't just a personal productivity issue—it's crucial for teams, too. According to Atlassian’s research, 80% of workers prefer taking on extra work rather than collaborating with a disorganized teammate. Leaders should actively help their teams adopt clear productivity systems to reduce collective anxiety and boost overall efficiency.
Tips of the Week
If you don’t have any system for tracking your tasks, try something simple—bullet journaling, a paper to-do list, or tools like GQueues, Trello, or Google Tasks.
Set an alarm on your phone 30 minutes before the end of your workday to remind you to update your to-do list. This helps you consistently maintain your system.
If you already have a system, challenge yourself to use it more by adding at least one extra task this week that you ordinarily wouldn't write down.
Take Action Today
Remember, productivity isn't just about doing more—it's about freeing your mind to focus on the right things. Capture those open loops, quiet your mental chatter, and enjoy the peace of mind that comes with clarity.
To learn more, listen to the full podcast episode.