The Power of the “To-Do List”
Most of us have a to-do list or lists…..somewhere. On paper. In a planner. In our email. Scribbled on sticky notes. Or floating around in our heads like a chaotic mental playlist on repeat.
But here’s the question—does your to-do list actually help you manage your time better? Or is it just a long list of things that leaves you overwhelmed, distracted, and constantly behind?
Spoiler alert: A to-do list can be one of the most powerful tools for time management—but only if you use it the right way.
Why Most To-Do Lists Don’t Work
It’s not that lists are bad. It’s that we’ve been using them wrong.
Here are three common ways your to-do list might be hurting you:
1. It’s too long. You’ve got 37 items… and no idea where to start.
2. It lacks priorities. Everything looks equally important, so you either freeze or chase low-hanging fruit.
3. It isn’t connected to your calendar. You list the tasks, but you don’t block the time to actually do them.
The result? Your to-do list becomes a guilt list. A reminder of what didn’t happen. A daily dose of “not enough.”
Let’s fix that.
What Makes a To-Do List Work?
A great to-do list is:
- Clear (you know exactly what each task is)
- Prioritized (you know what needs to happen first)
- Realistic (it fits into your actual day or week)
- Actionable (you’re not listing vague intentions like “website”—you’re listing specific steps like “write homepage headline”)
In short, it’s a tool to focus your attention—not just capture your stress.
Weekly or Daily? Yes.
Let’s bust a myth real quick: You don’t have to make a new to-do list every day.
In fact, for me, a weekly to-do list works much better.
Here’s how:
- At the start of your week (or the Friday before), brain dump everything you want or need to accomplish.
- Then, categorize each task in to a well organized list for the day with clear deadlines.
- Keep your weekly list visible and check it daily to decide what fits best that day based on your time, energy, and priorities.
This weekly approach gives you structure without the pressure of a rigid daily plan. It also gives you flexibility when meetings run long, unexpected fires pop up, or you just need to breathe.
So yes—it’s absolutely okay (and often smarter) to think of your to-do list as a weekly guide, not a daily prison.
Step-by-Step: How to Build a To-Do List That Works
Step 1: Brain Dump It
Start by writing down everything that’s floating in your head. Don’t judge it or organize it—just get it out.
Step 2: Sort It
Look at your list and sort it into three categories:
- Urgent & Important
- Important but Not Urgent
- Everything Else
Step 3: Identify Your Top 3
Pick the three most important things to get done today. Just three.
Step 4: Time Block Your Tasks
Assign time on your calendar to each of your Top 3. Actually block it off.
Step 5: Group the Rest
Bundle similar tasks together and schedule a block for those too.
What Gets Scheduled, Gets Done
The secret to turning a to-do list into a time management system is this: You have to put tasks into time.
Ask yourself:
- How long will this task take?
- When do I have energy for this kind of task?
- What else is already on my plate?
Most of us can’t do 18 things in one workday. But we can do three to five things that matter—if we plan for them.
Bonus Tip: Use a Rolling To-Do List
If you’ve got a running list that feels never-ending, try using a rolling to-do list approach:
1. Keep your long list on a separate page.
2. Each day, pull only 3–5 tasks onto your daily or weekly list.
3. When something new comes up, drop it into the long list unless it’s urgent.
The Mindset Shift: Progress Over Perfection
Your to-do list should be a tool, not a hassle.
Some days you’ll finish it all. Some days you won’t. That’s okay.
Time management isn’t about perfection. It’s about making intentional choices and moving forward—day by day, list by list.
Real-Life Example: The Power Hour Strategy
Block one hour in your day to tackle 2–3 key items from your list. No distractions. No phone. Just deep focus.
Try it tomorrow. One hour. One purpose. One list.
Coming Up Next...
Delegation & Empowerment
And don’t forget—my full Time Management Course, Mastering the Clock, launches late in 2025!
Your Next Step
Try building your own weekly to-do list. Just one page, one list, one week.
Then each morning, ask:
“What are my Top 3 today?”
And schedule those into your day.
Before you know it, you’ll be checking off the right things—not just the most convenient things—and taking back your time, one list at a time.
I offer coaching & consulting if you need help! I’d love to chat more with you.