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Does your to-do list feel like a never-ending black hole?
For every one task you knock off, do you feel like you add three more?
To-do lists are pretty essential for organization and productivity; however, they can also cause stress if not crafted properly.
Just as it is important to declutter your home and declutter your mind of negative thoughts, it is important to declutter your to-do list.
Here are some ways how you can make this happen!
Have an ongoing brain dump list
Have you ever been in the middle of a task when you think of something else to do, and that constant distraction has you flipping back and forth between tasks?
Perhaps, you have a million tabs open on your computer, and you cannot just stick to one.
If you feel like you are constantly thinking of new tasks to complete, you need a brain dump list.
Your brain dump list is not meant to be pretty, organized, or impressive.
In fact, it probably looks like a messy, jumbled collection of words that only make sense to you. It is a space for you to take note of every single thing you have to do in the next hour, day, week, month, or year.
A brain dump list gives you the reassurance that you are not forgetting something, and you do in fact have your stuff together.
A brain dump list allows you to write down a task when you think of it and then revert your attention back to the task at hand without worrying that you will forget anything.
For your brain dump list, keep it handy! If it isn’t always accessible, then it won’t really be able to serve you when you need it.
Do not try to organize or declutter your brain dump list—it is a starting point, not an ending.
Color code your to-do list
Using your brain dump list as a guide, you can create an actual to-do list.
You can either use a physical planner or a digital platform for your list, but be sure to choose what you are comfortable with and can stay consistent with.
Color coding your to-do list helps keep all the different areas of your life and work separate, and visual learners will really benefit from the different colors.
Have a separate color for each client or branch of your job or business.
Then, a color for your home and personal life tasks.
Also, a color for self-care.
This will visually show you which areas of your life need the most time and attention, and it will make it easier for you to plan out your days.
Organize tasks by urgency
A never-ending list of tasks really does not do anything for anyone.
You need to know not only what your tasks are, but also how important it is to cross each one-off.
Organize your tasks by urgency.
It is probably best to do this by assigning tasks due dates, but you can also use different numbers of exclamation points if you’d like.
You can plan out your week by adding tasks that are the most urgent first and penciling in others for later in the month.
Related Reads:
- 8 Ways to Hold Yourself Accountable
- Batching Ideas for Productivity and Get More Done Efficiently
- 10 Habits of People Who Are Always Productive
- 5 Ways to Focus on Your Goals
Make a new list each week for to-dos
You have your brain dump list and you have your organized, beautiful, color-coded to-do list…now what?
You can use your organized to-do list to make yourself a weekly to-do list at the start of each new week!
I personally like to plan out my weekly tasks on Sunday so that I go into Monday morning feeling confident and excited about the week ahead. I feel more at peace when I know what to expect.
Plan for one “deep work”, or more time-consuming, focused work task per day.
From there, fill in your time with smaller, lighter tasks.
Do your most difficult and urgent tasks at the beginning of each week. It always feels great to accomplish difficult things, and this will also prevent you from dreading the days to come.
Once you set up your weekly to-do list, this should be the only one you look at during the week.
Unless very urgent, if anything else pops up, add it to your brain dump list and large to-do list! You can come back to this task in the weeks ahead, and jotting it down will ensure it does not get forgotten.
Make your to-do list manageable and attainable
The point of a to-do list is not to overwhelm yourself. In fact, it is the exact opposite!
To-do lists ensure that you do not forget about tasks and you stay on track.
When making your weekly to-do list, be sure to make your list manageable and attainable.
Do not put down 10 tasks for Monday if you know you have meetings all day.
The only way you’ll ever complete all of those tasks is if you stay awake into the wee hours of the morning!
Keeping your list manageable will prevent you from feeling discouraged if things do not get accomplished, and it will push you to keep moving forward without experiencing burnout.
Cross items off as you complete them
There is something so satisfying about crossing items off of your to-do list once you complete them.
In fact, this is a big reason why some people prefer paper planners over digital! Physically (or digitally) take pen to paper and cross items off your list when you are finished with them.
This allows you to visually see your progress, and crossing items off will encourage you to continue being productive and getting things done.
Crossing items off can almost be addicting, so that could be a driving factor for your productivity!
Final Thoughts
Your to-do list, if approached the right way, can be the key to productivity and excelling in your work and life.
Incorporate these strategies to craft a to-do list that serves you and excites you instead of stressing you out.
Once you get the hang of these, you will be able to declutter and organize your to-do list once and for all!
Michelle Gagliani
Owner & Founder
Michelle is the Founder of The Balanced CEO and a Holistic Nutritionist + Health Coach. She was born and raised in St.Thomas, U.S.V.I., and is currently living in Austin, TX. When she’s not running this blog and online business, she is cozied up at home watching TV, taking long walks in nature, or trying out new healthy recipes.
Thank you for your advice. The timing of this article is great as I am in the process of working on reorganizing my To-Do lists this week. I am in the process of going paperless, so I will apply these tips in the app I am using to house my lists.
Glad this helped Lana!! What app are you using for your to-do list now?
Great advice! I love my planner and find that if I take the time at the beginning of the week to plans things out my week is so much more successful.
I agree Pam! Thanks for reading!
Very detailed and great tips to take away and start using. Thank you for sharing.
Thank you Melissa!
This is great! I love to-do lists but have never thought about how to make them more organized. Definitely going to be using these tips. Thanks for sharing!
Yay glad these tips helped. Thanks Liz!
Wow I really needed this! My to do list is always cluttered and getting longer. I’m going to try to implement these strategies to hopefully make a dent in my tasks!
I hope it works for you Stephanie! 🙂
Great tips here. I gotta start color-coding from now on!
It makes it feel so much more organized. Glad you enjoyed these tips!
Great tips! I try to maintain a to-so list but frequently get overwhelmed by it. Where I struggle most is that I easily get distracted by all the smaller, maybe no so important tasks that I suddenly feel like I must do! Assigning to correct urgency to things is something I need to work on it seems!
Oh yes, I know what you mean Sarah. I learned to pick the top 3 tasks for the day and only move on when those are completed. It helps so much!
It is so rewarding to see items checked off of your list! Give its you that assurance that you are being productive. Great post! Thanks!
I can’t agree more Angela. Such a great feeling!
These are great tips! I always try to make sure my lists are organized, but maybe I need to try doing a brain dump list.
Hope it helps Katrina!
It’s true! Crossing items off can be addicting lol . I’m pinning this for later!
Yay happy to hear that Shari!
This was such a helpful post! I struggle so much with not going crazy with a to do list or with trying to stay focused on one thing at a time. These tips will be so helpful!
I’m glad to hear these tips are helpful! Thanks Megan ❤️
This is a great system for prioritizing tasks!
Thank you Shannon!
Really appreciate the idea to do the most difficult and urgent tasks first. I also like the idea of crossing off the ones completed. Like your ideas, thank you for sharing.
Glad you liked these ideas Debbie 😊
These are great tips! I use Clickup for my work to do list as well as my personal to do list. It makes things so easy.
Omg I love ClickUp too. It’s such a lifesaver, isn’t it?
Great post! I definitely struggle and forget to make my list manageable. Sure enough, I end up a little discouraged at the end of the day. I’m definitely working on this area.
It’s definitely a work in progress Carlton but you got this!!
I always organize my to do lists. When I do, everything gets done faster and with ease! Great tips especially color coding!
Makes life so much easier! Thanks Holly!!
Wow! Love your organization! My to-do lists are just brain dumps! I put my list on the fridge and cross off items as I complete them. I wish I had the time to further organize, but thats the best I can do right now! LOL
LOL hey if it works it works no reason to change it
Such a great read! And such a great time of year for this too. Thank you for sharing so many great tips.
Thank you Siobhan!
My to-do list keeps me focused. I have it on my phone and update it daily. I am able to cross items off and rearrange them as needed.
New things I think of go to the bottom and then can be moved up on the priority list as needed at the end of the day.
That is such a good way to stay organized. Great tip Sabrina!
Good tips. Love the idea of starting with a brain dump list.
Thanks Debbie!!
I love LOVE the brain dump list! This, along with the color coding, is how I live my life, but I didn’t know there was a name for it!
Yay you sound really organized Magan!
This is so me, need lists & I colour code them haha. Great tips <3
😊 Thanks Keirsten!
These are great tips! I love color coding, but I always change it around so its not like anyone could decode my codes! I also set a plan on Sundays = map out the week and plan the attack! Or regroup from week prior and charge forward again!
Lol that’s interesting Tiffany! Sounds like you are very organized!
Yeasss, I color code my notes, but I need to start an ongoing dump list!
It definitely helps out! Hope you are able to try it!
I’ve been fine-tuning how I use my to-do lists. I usually just use Google Keep, but I’ve had a hard time organizing brain dumps and color coding lists and putting them in priority order. So I’ve actually gone back to a spiral notebook!
I understand that! Sometimes pen to paper is so much better than doing everything digitally.
Yes, sometimes our lists can be overwhelming! Agreed! Prioritizing certainly helps!
Sure does!
A Brain Dump List! That’s perfect!! Exactly what I need.
I list to-do’s on my phone’s daily calendar, and do my best to complete them – if I don’t, they’re moved to the next day.
This is an area that needs a lot of improvement for me!
It’s a work in progress…you got this Suz!
I am such a list person! I am working on making sure they are realistic though…LOL
😂😂 you can do it!
I love having a to-do list! It helps me stay so organized!
Definitely makes life easier! 😊
I am big on to-do lists so I appreciate any advice on how to make them more effective. I will try some of these suggestions!
Awesome!! I hope these help 😊
I love the brain dump idea. I am a huge planner user and love to break out my to-do’s and errands lists separately. I utilize color coding somewhat, but should do it more. Thanks for a great post!
Thanks for reading Emi! 😊
Great ideas!
Thank you Chantelle!
Great tips!
Thanks Melissa!!
This is great information! Lisa does love her planner!!
lol thanks Lisa!
What a great tool for planning! I find crossing things off a “to-do” list very satisfying!
Same here Kendra!
Awesome tips. I do work from a to do list. I don’t know how I’d manage without it! I like the idea of a brain dump list.
Thank you Cindy! I know the feeling I would be all over the place without a list.
I like the idea of making a “brain dump.”
It helps so much!