Does your to-do list feel like a never-ending cycle of tasks leaving you frustrated, drained and overwhelmed?
I know it's easy to get caught up with all your competing priorities, constant interruptions and unrealistic expectations.
But you can manage your to-do
list better with a few simple changes, so you stay focused and take control of your list and your time.
What Makes Your To-Do List Feel Unmanageable?
Well, here are a few of the most common reasons I hear:
- Too many priorities
- Interruptions and urgent requests
- Overcommitting
- Tasks take longer than planned
Mostly, you overestimate how much you can realistically accomplish in a day and underestimate how long each task will
take.
You have an unrealistic number of tasks on your list to start, run out of time and end up carrying over tasks to the next day ... and the next ...
But when your to-do list is organised with your time, energy and focus in mind, it becomes a tool that works with you, not against you.
Create a To-Do List That Actually Works
As I've said before, the key to being more productive isn’t about doing
more but doing the right things and making better choices.
Use these five tips to create a more manageable daily to-do list:
1. Cut Your List by 50% Before You Start
If you overestimate what you can get done in a day, starting with a full list leaves no room for unexpected tasks or any flexibility.
Ask: "What can I move to
tomorrow? What can I remove entirely?" Keep your list to a maximum of 10 tasks per day. Sometimes less!
2. Be Specific with Your List
Tasks like “client calls” or “emails” are too vague. Break them down into specific actions or steps. If a task is
going to take more than 1-2 hours, it’s more of a mini-project. Break it into smaller, actionable steps. You'll feel less stuck or overwhelmed and enable you to make progress, even on bigger projects.
3. Group Tasks by Mental Energy, Not Just Topic
Grouping tasks by topic is fine, but grouping them by the mental energy needed too. Jumping from deep focused tasks straight to admin work is draining. Use categories like:
- Deep Work,
- Admin,
- Collaboration
- Quick Wins
4. Find Your "Domino Task”
The one task that will make the rest of your day easier. Either one you've been avoiding or one that will give you the momentum to keep going.
Ask: "If I
could only get one task done today, which one would move everything forward?" Start with that.
5. Write Tomorrow’s List Today
Set yourself up for success by writing tomorrow’s list at the end of today. Preferably, as you finish your work day and
review your list. When you start tomorrow, you're already ahead, you’ll have clarity and won’t waste time figuring out where to start or what to do next.
The “3-2-1 Rule” for a More Manageable List
Feeling overwhelmed by your list? Take 3-2-1 ... a simple method to help you stay focused on what matters
most, especially when you're busy.
- 3 MITs (Most Important Tasks): Non-negotiable tasks to move your goals forward.
- 2 Quick Wins: Low-effort, high-satisfaction tasks you can complete quickly.
- 1 Buffer Block: A 15-30-minute block of time specifically for things that pop up. Because you just know it
will!
Focus on what’s important, not just what’s urgent, and create momentum to your day.
Ready to Take Control of Your Time?
For more tips on how to regain
control of your time and create habits that stick, join me for next week's FREE webinar: "Take Control of Your Time with 3 Simple Habits". I'll share strategies to help you reduce your overwhelm, get more done, and make time for what really matters.
