We all know what a to-do list is – and chances are, you’re already using one most days. It’s a familiar rhythm: write the task down, do the thing, tick it off. Job done.
But when your to-do list starts growing faster than your writing hand can tick, it stops feeling helpful and starts feeling heavy. Tasks blur into one another, priorities get lost, and instead of feeling productive, you end up overwhelmed.
Done well, though? A good to-do list is like a personal assistant in your back pocket. It helps you plan, prioritise, delegate, and most importantly – get things done.
Whether you’re managing a business solo or spinning lots of plates at once, these 11 tips will help you level up your list – so you can stop staring at it and start moving through it.
1. Separate Must-Do’s from Would-Like-to-Do’s
Not all tasks are created equal, and lumping everything together into one long list is just a recipe for distraction.
The truth is, we often lose momentum not because we’ve got too much to do, but because we haven’t made it clear what matters most. That’s where separating your must-dos from your would-like-to-dos makes a real difference.
Start by pulling out the essentials – the things that move the needle, meet deadlines, or support your biggest goals. Then keep the nice-to-haves in their own space. It doesn’t mean they don’t matter, it just means they’re not the priority right now.
Try creating two columns, two separate lists, or even colour-coding – whatever helps you focus. When you know what absolutely needs doing, it’s far easier to get started… and far less tempting to “accidentally” spend your morning reorganising your Pinterest boards.
2. Be Specific (and Skip the Vague Tasks That Linger)
There’s nothing more unhelpful than staring at your list and seeing… “Website” or “Social media” or “Client work”. What does that even mean? Where do you start?
Vague tasks are sneaky productivity killers. They sound like you’ve got a plan, but really, they’re just placeholders that leave you second-guessing, procrastinating, or doing something easier instead.
The fix? Get specific. Make every task measurable, actionable, and crystal clear.
Instead of “social media,” try:
- Write captions for next week’s posts
- Schedule Instagram content
- Engage on LinkedIn for 20 minutes
These kinds of tasks tell you exactly what needs to be done and when it’s done. No ambiguity, no decision fatigue – just progress you can actually measure (and tick off with satisfaction).
3. Break Big Tasks into Smaller, Doable Steps
Ever added something huge to your list – like “launch new service” or “write blog post” – only to avoid it for days? You’re not alone. Big tasks feel overwhelming because they’re not really one task – they’re a bunch of smaller ones hiding under one heading.
The solution? Break it down. Turn “write blog post” into:
- Research topic
- Outline key sections
- Write intro and conclusion
- Proof and format
- Source images
Not only does this make the workload more manageable, but it also makes it easier to prioritise each step individually. One part might need doing today – another can wait.
It’s also a smart move if you ever plan to delegate parts of a project. Clear steps = clearer handovers = less back and forth later.
And the best part? You’ll get to tick off five things instead of one. Momentum, motivation and a little hit of dopamine.
4. Prioritise Like a Pro
If everything on your list feels urgent, it’s hard to know where to start – and even harder to keep your focus once you do. The truth is, not every task carries the same weight, and your to-do list should reflect that.
The trick? Make sure your high-priority tasks are actually visible.
If you’re working digitally, drag the big-impact items to the top and push the nice-to-haves further down. If you’re using pen and paper, try dividing your page into three sections:
- High priority (non-negotiables)
- Medium priority (important but flexible)
- Low priority (can wait or delegate)
Another tip? Align your top-priority tasks with your best energy. If your brain works best in the morning, don’t waste it clearing your inbox – use it to tackle something meaningful. Leave the admin for later, when you’re running on autopilot.
Prioritising well means you’re not just busy – you’re productive. And there’s a big difference.
5. Always Include a Deadline
A task without a deadline is a task that’ll happily sit on your list for weeks – quietly judging you while you do literally anything else.
Even if it’s a flexible one, giving every task a timeframe helps you stay accountable and avoid the endless cycle of “I’ll do it later.”
Deadlines bring focus. They help you plan ahead, manage your time more realistically, and avoid that last-minute panic when something suddenly has to be done.
Not everything needs a hard cut-off, but even a soft one – like “complete sometime next week” – can give your task a place in your schedule, rather than letting it drift aimlessly from one day to the next.
Bonus tip: If you’re using a digital or online to do list, make use of reminders and repeat schedules. It’s one less thing to hold in your head – and one step closer to a list that actually works.
6. Start with an Action Word
Here’s a tiny tweak that makes a big difference: begin every task with a verb.
It sounds simple, but it shifts your brain into do mode. In fact, way back in 2004, Science News Explores noted, “scientists have found that the same part of your brain that gets busy when you’re actually dancing, skipping, jumping, or licking is also active when you silently read these action words.”
So, instead of passively seeing a task like “Website updates,” you’ll see "Write new homepage intro" or "Upload testimonials" - kicking into gear that active part of the brain to give you more motivation.
This approach also makes your list feel less abstract and way more actionable. It’s not just a reminder – it’s an instruction. And when you’re tired, distracted, or juggling a million other things, that clarity is everything.
7. Batch Similar Tasks Together
Switching gears constantly? That’s one of the biggest productivity drains going.
Every time you bounce from one type of task to another – say, from writing a blog to replying to emails to jumping on a call – your brain burns energy adjusting. It’s why we often feel busy but get very little done.
Instead, try batching similar tasks together.
Batching helps you get into flow, stay focused, and reduce the mental clutter that comes with constant task-hopping. It’s a small change – but it can seriously level up how much you get done in a day.
8. Review and Refresh Often
A to-do list isn’t something you write once and forget about – it’s a living document that should evolve with your priorities.
Set aside a few minutes regularly – whether it’s daily, weekly or at the start of each project – to check in. What still needs doing? What’s been lingering with no progress? Has anything become more urgent (or maybe even less relevant)?
This review time helps you spot tasks that no longer serve your goals, break down any that feel stuck, and keep your priorities aligned with what actually matters right now.
Left untouched for too long, a to-do list becomes cluttered and demotivating. A quick refresh clears the noise – and brings back that “I’ve got this” energy.
9. Celebrate the Progress
We’re all guilty of this: ticking something off… and immediately jumping to the next thing without so much as a pause. But acknowledging your progress matters just as much.
Every task you complete is a win – even the small ones. And when you take a second to recognise that, it keeps you motivated and moving forward.
So whether you highlight completed items in your favourite colour, strike through them with dramatic flair, or simply give yourself a moment to breathe – celebrate the fact that you’re getting stuff done.
Your to-do list shouldn’t just remind you of what’s left – it should show you how far you’ve come.
10. Try a To-Do List App That Actually Works for You
If your current system feels clunky and outdated (or even just not doing the job), it might be time to try something new.
There are plenty of digital tools out there that make task management smoother, more flexible, and (dare we say) even a bit satisfying. The key is finding one that suits your brain, your workflow, and your day-to-day.
Here are a few worth exploring:
- Todoist – Super user-friendly with just the right amount of features. It keeps things simple but lets you organise tasks into projects, set priorities, and stay on track across all your devices.
- TickTick – A hidden gem if you love structure. It’s great for prioritising tasks, using Pomodoro timers to stay focused, and syncing across everything – ideal for busy days when you just need things to flow.
- Microsoft To Do – A solid choice if you’re already using Outlook or Microsoft 365. It’s clean, no-fuss, and perfect for keeping all your daily tasks and reminders in one place.
- Google Tasks – Ideal for Gmail and Google Calendar users. It’s basic, but that’s the point – quick to update, easy to check, and always right where you need it.
- Any.do – A handy all-rounder with smart reminders and a clean, simple layout. Great if you’re juggling work and life on the go.
- Notion – A bit of a power tool. Perfect if you like everything in one place – from to-dos and notes to client content calendars and planning pages. Totally customisable to how you work.
Try a couple and stick with the one that actually makes your list easier – not more overwhelming. Whether it’s digital or handwritten, your system should support you… not stress you out.
Already using one of these apps but want everything in one place? If you’re a photographer using Dubsado, you might not realise it has its own task board built in. It’s a great way to keep your to-dos aligned with each client’s project, especially if you’re managing multiple jobs at once.
11. Don’t Let Your To Do List Call the Shots
Here’s the truth no one talks about: sometimes, the to-do list itself becomes the problem. When every day starts and ends with a list that never gets shorter, it’s easy to feel like you’re constantly behind – even when you’re getting loads done.
Your to-do list is a tool, not a scorecard. So, if it’s starting to feel overwhelming, take a step back.
If something’s been sitting there for weeks, ask yourself:
- Does it still need to be done?
- Can it be broken down or delegated?
- Or is it just making you feel guilty every time you see it?
Give yourself permission to reassess, rewrite or even delete things entirely. Productivity isn’t about the longest list – it’s about working smarter, not harder. Your to-do list is a tool, not a stick to beat yourself with. Use it to support your day, not to weigh it down.
Final Thoughts
When used well, to do lists are a brilliant tool for getting organised, staying on track, and actually making progress on the stuff that matters.
But like anything in business, they work best when they’re built around you. That means keeping things simple, personalising your process, and not being afraid to shake things up when your current system stops working.
Whether you’re switching to a new app, refining your priorities, or finally deleting that one task that’s haunted your list for three weeks – small tweaks can lead to big results.
Ready to make your to-do list feel a little less ‘never-ending’ and a bit more ‘job done’? Let’s get ticking.
Need a Hand With That Never-Ending To-Do List?
If your to-do list is getting longer than your tick list, it might be time to delegate.
Whether it’s inbox management, blog scheduling, client onboarding or general admin, Ashwood VA can help take the pressure off – so you can focus on the work that actually lights you up.
Let’s turn that to-do list into a done list. Get in touch to find out how we can help.
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