When you think about creating a to-do list, the first thing that comes to mind is a bunch of tasks you want to accomplish written down on paper. These tasks can be varied, ranging from "water plants," to "Send demo deck day to co-founder." You imagine that as you complete each task, you will cross it off, and it will give you a satisfying sense of progress.
But creating an effective to-do list is more nuanced than this because the goal is not to make a to-do list, but to do everything we've put on the to-do list. Simply jotting down tasks doesn't guarantee a useful or productive list. Let's start by clarifying what a to-do list is not.
So first, let's clarify what a to-do list is not.
- Not a Dumping Ground: A to-do list should not be a dumping ground for every possible task. It should be curated with tasks that are actionable and relevant to your goals. Overloading it with too many items can lead to overwhelm and decreased productivity.
- Not a Calendar: A to-do list is not a calendar. While a calendar schedules tasks at specific times, a to-do list simply lists tasks without specifying when they should be done. Both tools can complement each other but serve different purposes.
- Not a Wish List: A to-do list is not a wish list. It should contain realistic and achievable tasks rather than aspirational goals that are not actionable in the short term.
- Not a Substitute for Prioritization: A to-do list alone does not prioritize tasks. You need to actively prioritize items on your list based on their importance and urgency to ensure you focus on what truly matters.
- Not Static: A to-do list is not static or rigid. It should be flexible and adaptable to changes in priorities and unexpected events. Regularly updating and revising your list is crucial for maintaining its effectiveness.
A to-do list is a tool for focus, prioritization, and actionable planning. In the following sections, we'll explore how to leverage these insights to create a to-do list that genuinely enhances your productivity and helps you achieve your goals.
List Everything You Have To Do
This first step is about capturing all your tasks in one place. Check your emails for action items, review your project management tools, and think about any commitments you've made in meetings.
As you list tasks, be specific and actionable. Instead of vague items like "work on project X," break it down into concrete actions. For example:
- "Draft outline for Q2 marketing plan"
- "Call Sarah to discuss budget changes"
- "Review and comment on new product designs"
- "Prepare slides for a team meeting on Friday"
Label these tasks to divide them into categories that make sense for your work. For example, if you're a freelancer, you might group tasks by client. If you're a product manager managing multiple projects, categorize by project name. Or if you're a CEO, you might group tasks by department or strategic initiative.
Making a to-do list can be a tedious job if you're doing it from scratch every day. You have to go through your email, chat apps, and project tools, and then copy and paste tasks into a list. It's easy to miss things, and it takes up time you could spend actually getting work done.
This is where Sunsama can help.
Sunsama connects with the tools you use every day - your email, chat apps, project management software, and more. Once connected, you'll see these tools in a sidebar within Sunsama. You simply drag an item from the sidebar into your main task list view. An email becomes a task with a quick drag. A Trello card, a Slack message, or a Jira ticket - all can become tasks just as easily.
This setup saves you time and helps make sure you don't miss anything important. Instead of jumping between different apps to see all your tasks, Sunsama brings everything together for you. It's like having a personal assistant who collects all your to-dos from different places and puts them in one neat list.
Resist the urge to prioritize or schedule as you list. The goal here is to capture everything. You'll sort through it all in the next step.
Prioritize your tasks
Writing down all your tasks is just the first step in creating a to-do list. It's like dumping all your groceries on the kitchen counter - necessary, but far from a meal.
The ultimate goal is to use the limited time and energy you have to make progress on tasks that help you achieve your goals. To-do lists are tools in this larger quest for meaningful productivity. You could spend all day ticking off easy, low-impact tasks. In the end, your list would be shorter, but would you have made real progress? Probably not. That's why learning to prioritize is crucial. It ensures you're not just doing things, but doing the right things.
If you're ambitious and take on lots of work, you need to prioritize even more. Without it, you'll spread yourself too thin and miss the most important tasks. You might even end your day exhausted, having done a lot, but feeling like you achieved nothing important. Keep this up, and you'll burn out fast - feeling drained and like your work doesn't matter.
Prioritization stops this from happening.
One framework to help you prioritize is called The Eisenhower Matrix. It asks you to divide your tasks into four categories and tackle each one differently:
- Urgent and Important: These are your top priorities. Do these tasks first.
- Important but Not Urgent: Schedule these for later. They're crucial but not time-sensitive.
- Urgent but Not Important: Try to delegate these if possible.
- Neither Urgent nor Important: Consider dropping these from your list entirely.
For example, is there a report due tomorrow? Urgent and important. Your long-term project planning? Important but not urgent. A last-minute meeting request that doesn't involve you directly? Might be urgent for someone else, but not important for you – consider delegating.
If you're still confused if a task is a priority or not, keep it in your backlog. Often, after giving tasks that "breathing room", you'll be able to conclude that many of them aren't driven by genuine importance, but rather a fleeting sense of urgency.
Use Sunsama's backlog feature to store tasks you want to do someday but aren't sure exactly when. Think of it as your "someday" list.
Set Due Dates, and Assign Time Estimates
A to-do list without dates is often just a collection of good intentions. But when you know a task must be completed by a specific date, you are more likely to focus on it and ensure it gets done. This helps in managing your workload effectively and prevents procrastination
So after you've decided what tasks you need to do, it's time to decide when you need to do them and how long you'll spend on each one. Make sure that the deadlines you set are realistic and achievable. Setting overly ambitious deadlines will only lead to stress and burnout.
To truly optimize your time, you need to pair those deadlines with time estimates. Knowing how long each task will take allows you to plan your days more effectively and ensures that your due dates are indeed realistic.
When you are trying to "estimate" how long a complex task you've never done before might take you are better off applying Parkinson's law and constraining the work rather than trying to estimate it. Parkinson's law states that "work expands so as to fill the time available for its completion". Basically, you'll finish the task in however much time you give yourself. To leverage Parkinson's law simply pick an ambitious but not absurd time frame to finish the task within.
In the case of simpler, more routine work, it's almost certain that you will underestimate how long a task will take when you are new to time estimation. Give yourself breathing room and add 20% to how long you think it will take. If you can't figure out how long something will take, break it down into subtasks and assign an estimate to each subtask.
Repeatable Tasks? Make Them Recurring
For tasks that repeat regularly, like weekly reports or monthly team meetings you'll need to add them to your task list every time you make your plan for the day. In such cases, it's best to automate the process.
Sunsama's recurring task feature is a game-changer. Instead of manually re-entering these tasks, you set them up once, and Sunsama automatically adds them to your list at the right intervals. This saves time and ensures you never forget routine responsibilities.
Physical Planner vs Digital App
When it comes to making a to-do list, one common dilemma professionals face is choosing between a paper planner and a digital app.
Using a paper planner can feel more personal and engaging. When you write down your tasks by hand, it helps you remember them better. This is because the act of writing makes your brain more aware of what needs to be done, keeping you focused on your priorities. Plus, there’s something satisfying about crossing off a completed task with a pen; it gives you a sense of accomplishment that digital apps sometimes can't replicate.
Paper planners are also great if you prefer a distraction-free environment. They don’t have notifications or the temptation to check social media, allowing you to concentrate solely on your tasks. If your routine is pretty consistent and you don’t have many meetings or collaborative projects, a paper planner can be a simple and effective choice.
A to-do list template can help you stay organized and ensure you tackle your tasks efficiently. Here’s a simple template you can use:
Daily To-Do List Template
Date: ___________
Top Priorities (three most important tasks you need to accomplish today)
- Task:___________________ | Estimated time: ________
- Task:___________________ | Estimated time: ________
- Task:___________________ | Estimated time: ________
Secondary Tasks (Tasks that are important but not as urgent as your top priorities)
- Task:___________________ | Estimated time: ________
- Task:___________________ | Estimated time: ________
- Task:___________________ | Estimated time: ________
Appointments/Meetings (Note down any scheduled appointments or meetings along with their times)
- Time: ______ | Event: ___________________________ | Prep needed: ____________________
- Time: ______ | Event: ___________________________ | Prep needed: ____________________
- Time: ______ | Event: ___________________________ | Prep needed: ____________________
Notes
End-of-Day Review
- Most productive hour: _______
- Biggest accomplishment: _________________________
- Tomorrow's focus: ________________________________
On the other hand, digital planners offer convenience and flexibility. They allow you to access your tasks from anywhere, which is especially helpful if you’re often on the go. You can easily sync your tasks with your calendar, making it simple to manage deadlines and appointments all in one place.
If your work involves a lot of collaboration, a digital planner is often the better option. You can quickly share tasks with colleagues, check their availability, and keep everything organized in one digital space. Plus, digital tools often have features like reminders and search functions that can help you stay on top of your workload.
Ultimately, the best choice depends on how you work best. Some people thrive with the tactile experience of paper, while others prefer the efficiency of digital tools. You might even find that a combination of both works well for you—using a paper planner for personal tasks and a digital app for work-related responsibilities.
Experiment with both methods to see what feels right for you. The goal is to find a system that helps you stay organized, focused, and productive in your daily life.
3 Apps to Tackle Your To-do List
Trello
Trello utilizes a Kanban board system to help you visualize and organize your tasks effectively. This approach provides clear visibility into the status of tasks, making it easy to identify what needs to be done and who is responsible for each task.
Trello is particularly beneficial for team collaboration, allowing members to assign tasks, leave comments, and receive notifications about changes. The app also includes automation features to streamline workflows, enabling users to set rules for moving tasks between lists based on specific criteria.
Todoist
Todoist is a versatile task management app that allows you to create tasks, set reminders, and organize them into projects and sub-tasks. Its minimalist design makes it easy to navigate, making it suitable for personal use as well as small teams.
Todoist has a productivity tracking system that scores users based on completed tasks, helping you monitor the progress of any task over time. It also offers location-based reminders, ensuring that you are prompted to complete tasks when they are near relevant locations.
Sunsama (more than a to-do list app)
Sunsama is a daily planning app designed for busy professionals who want a calm and focused day. It aggregates tasks from various sources like Trello, Asana, Gmail, and calendar events into a single view, allowing you to prioritize effectively. The app encourages you to estimate how long tasks will take and track actual time spent, promoting better time management. Its Focus Mode minimizes distractions, helping you to concentrate on one task at a time.
Claim your 14-day free trial to create calm and productive workdays. No credit card is required and if you decide to continue using the app, there's no long-term commitment. But we're confident that your days will be calm and focused if you use Sunsama to plan your day.
