Well, we’ve reached August.
As I mentioned last week, back to school is in the air. And for many of us, work schedules tend to get a bit busier within the next few weeks. I know they certainly do for me as I prep for my fall courses.
So today I thought I would dive into all things organization today to help us get ahead of the game.
That way, when our schedules do get extra busy, weβll have our ducks in a row. We will be able to take everything in stride.
And we are going to do this today by focusing on our to-do list.
And more specifically, we are going to discuss how to create and maintain an organized to-do list.
Are you ready to dive in?
Awesome! Letβs do this!
The Best Way to Organize Your To-Do List: 5 Easy Tips
Choose Your To-do List Approach
Iβve been a to-do list fanatic for as long as I can remember. I always seem to have a running list of things I need to accomplish. Similarly, Iβm constantly jotting down new ideas or projects that I want to pursue.
What’s more, during the last 10+ years or so, Iβve tried many different approaches to creating my to-do lists.
Iβve used classic planners (this one is my favorite!), a simple notebook, the notes app on my phone, countless to-do list apps, and a few different project management systems like ASANA and Trello.
What Iβve learned while experimenting with these different approaches that there’s no system that’s better than another. Rather, each one has its strengths. Whatβs really important is finding a system that works best for you.
If you prefer a paper and pen approach, then you might experiment by using a traditional planner, creating a bullet journal, or simply keeping a small notebook with you at all times.
If you like simplicity and having everything in one place, use google calendar or the notes app on your phone.
Perhaps you’re a techy person, and you like having the option to organize and categorize your to-do list with ease. Then you might try different to-do list apps or project management systems.
I personally love the project management system ASANA. It is basically like your own personal assistant that reminds you when your tasks and projects are due.
However, I often find myself returning to my bullet journal or paper planner – I use the passion planner – simply because I am old school and I find I remember things better when I physically write them down with a pen.
So if you’re looking for the best way to organize your to-do list, the first step is to choose a system that works best with your workstyle. There is no right or wrong approach here, the secret is simply picking one and using it consistently.
Record Your Tasks
After you choose your to-do list system, the next step is to record all of the tasks you need to complete. I recommend doing this a couple of different ways.
First, make a master list at the beginning of the month for everything you want to accomplish over the next four weeks.
Then, take time at the start of each week to create a more detailed list of what you want to accomplish over the next seven days. This can be work-related. It could be errands like grocery shopping. And it might include getting a massage or taking a yoga class, etc.
There is nothing fancy about this step. Simply take a piece of paper and brainstorm all of the different things you need to accomplish over the next week. We will start organizing this list in the next step.
Group Like Items Together
Now that you have your list of tasks for the upcoming week, the next step is to start organizing them.
What I like to do is categorize them into different groups. Now, again, this can differ depending on your type of to-do list.
You might categorize your tasks into more general groups, including, work, home, errands, and side hustle.
You might have a to-do list specifically for work, and those tasks might fall under meetings, projects, phone calls, and presentations.
Perhaps you have a to-do list for all the things you need to accomplish at home and the categories may include, cleaning, sports practices, errands, and school events.
So again, take a look at your list of to-dos and think about the different categories that would be appropriate for your tasks and group them accordingly.
Rank Your Tasks
Now that you have created your list of tasks, and you have grouped them according to categories, itβs time to rank them according to importance.
I recommend ranking the tasks in each category numerically. So if you have 10 different tasks under your errands category, rank them from 1-10 with 1 being the most important.
Once you have ranked each of the separate categories, then, choose 3-5 items from your entire list that you think are the most important. What are the top 3-5 tasks on your list that you need to finish in the upcoming week?
This means you might have one item from your meetings category, two tasks from your project category, and one item from your phone calls category.
By taking the time to identify the most important priorities on your entire to-do list, you will have an easier time mapping out your schedule in the next step.
Schedule Your To-do Lists
So you have created your list, youβve grouped like items together, and youβve identified your top priorities. It is now time to schedule them for the month and week ahead.
If you have big projects listed, schedule them out over the next four weeks.
And with the smaller tasks – or with portions of the bigger project you listed on your month – schedule them throughout the upcoming week.
Try not to include more than 2-3 big tasks for each day. If you over-do your to-do list each day, youβre just setting yourself up for failure and frustration.
In short, be realistic when you create that to-do list.
Similarly, if you find that you are listing several major tasks in your calendar, consider breaking them down into smaller, step-by-step tasks.
This means that rather than writing βbuild website,β on Monday, you might include several smaller steps like: βDecide on website theme.β βPurchase a domain.β βChoose brand colors.β Etc.
You see, when we simply list the giant tasks in our to-do list, our brain freezes up.
It gets stuck in analysis paralysis, and it doesnβt know where to begin.
When you take the time to break down those tasks into smaller, more manageable steps, however, you tell your brain exactly what it needs to do. You remove the guesswork, so when you sit down to begin your day, you can simply dive in and get started.
And finally, before you begin your work each day – or the night before – take time to map out the workday ahead. Write down specifically what tasks you are going to work on and when you are going to do them. Remove all of the guesswork so when you sit down to work, you can get started immediately.
As an added bonus, breaking your to-do list into smaller tasks can help you identify opportunities to eliminate extra steps. For example, if you were researching the best set of glasses to buy, you might break it down to “research the best brands,” “research discounted brands,” and “find the best lens shape for my face.” Once you break this down, you may realize there is a quick way to address all of these needs by using a buying guide that addresses everything at once. Hooray for saving time!
The Best Way to Organize Your To-Do List: How to Avoid Overwhelm
Now, I want to note that your brain may rush into “freak-out” mode as you start listing all of the tasks you need to accomplish.
Sometimes when we arenβt used to writing down the tasks we need to do, seeing that long list can feel overwhelming.
First of all, remember that this is completely normal.
And second of all, remind yourself that by getting organized, you’re actually helping to remove that stress and overwhelm in the long run.
You see, when we arenβt mindful of the tasks that we need to accomplish, we often just let those things swirl around in our brains all day.
So as we try and get work done throughout the day, we often have those to-dos pop into our mind. And they usually cause an unexpected burst of anxiety.
We keep worrying that we might forget to do the task because we have βso much to do.β And because we never took time to make that to-do list concrete, we don’t actually know what we need to do. We don’t have that list in front of us.
But when you take time at the beginning of each week and each day to write down your tasks, youβre actually telling your brain, βDonβt worry. I got this. Iβm not going to forget these tasks.β
In other words, youβre eliminating anxiety before it even has a chance to show up. Youβre organized, youβre on top of your game, and youβre ready to tackle that to-do list with ease.
Recap: The Best Way to Organize Your To-do List
So there you have it, the best way to organize your to-do list and boost your productivity.
As a quick recap, here are the steps again:
- Choose the to-do list approach that works best for you. Whether youβre a paper planner person, a lover of tech, or you simply prefer a classic notebook, find a strategy that you love and stick with it.
- Record all of your tasks. Take some time to record everything that you need to accomplish in the near future. I love to do both a month list of the big projects as well as a weekly list every Sunday afternoon.
- Group Like Items Together. Once youβve recorded all of your tasks, take some time to group those items together. Depending on your type of to-do list, these categories might all be work specific, for example, meetings, phone calls, projects, and presentations. Or, they might be more broadly defined, for example, work, home, errands, and side hustle. Categorize your tasks using a strategy that fits best with your to-do list.
- Rank Your Tasks. Once youβve grouped your like items together, take some time to rank your tasks in order of importance. Start by ranking each category, and then highlight the top 3-5 most important tasks for your entire list.
- Schedule Your Tasks. Schedule your big projects out over the upcoming month, and then schedule the smaller tasks – or smaller portions of the big projects – for the week ahead. By breaking down those big projects into step-by-step items, you help remove overwhelm. You give your brain clear directions of where to start first.
Sound good? Great! Then get to it!
Question:
What is your favorite way to organize your to-do list? Do you ever struggle to get organized? Are you a fan or electronic or paper planners? Let me know below!
This is totally what I need! I love your method of getting (and staying) organized!
Thanks, Mila! I hope it helps π
I definitely need to get organized. I have far too many sticky notes floating around as well as major events on a calendar. I’ve considered purchasing a journal lately to feel a bit less stressed and a lot more accomplished on those things I can clear from my “to do” list.
I can’t recommend journaling enough, Janell! It makes SUCH a big difference π Let me know if you do!
Thank you for the tips. I feel like I always have a running check list in my head. I need to get better about this.
You’re welcome, Sarah! I hope they help.
Love these tips! I’m totally a to-do list ranker so I know what is the most important and pressing tasks that I have!
Love it, Amber! That’s awesome π
I think I need to start organizing my to do list.
It makes such a big difference π
Loving all these tips! I need to do better grouping and ranking my tasks. I usually just have a big list, and it can get so overwhelming!
It makes a big difference, Clair. Let me know if you give it a try π
Such great advice! Now I need to find a cute notebook or planner to write my to do lists in!
That always makes it so much more fun, doesn’t it?
I love these tips! I am totally an old fashioned paper person and love my planner book to get organized.
Me too, Leigh. There’s just something about physically writing things down that makes a big difference for me π
Thank you so much for all these fantastic tips! I always go back to my trusty pen and paper. Writing things down helps me!
I always go back to that too, Carly. Why fix what’s not broken, huh? π
I really need a to-do list. I am known for forgetting things easy and it really puts me behind. Thank you for the great tips. ESPECIALLY the prioritizing your list.
You’re welcome, Yanna!
I am actually sort of on top of things for back to school stuff. I have been on top of my to do list and spreading the responsibilities out so it has been manageable.
Heck yeah, Rachel! Rockstar over there π π
I’m a pen and paper organizer for sure! I like the suggestion you gave about writing everything out at the beginning of the month and then organizing into weeks. I’ll have to give it a try!
Let me know how it goes, Shani!
Great tips! I’m a paper and simple planner kinda girl.
You and me both, Cheyenne!
You are so spot on that you need to pick a to-do list style that works for you. I love crossing things off so the longer the list the better for me!
It provides such a crazy sense of fulfillment, doesn’t it? I love checking things off the list π
I have a todo list of course but it definitely isnβt organized well… it just looks like a million things I need to get done yesterday!!!!
HA! I definitely know what those lists look like.
Oh my god. I didn’t even THINK of connecting like tasks together! That’s so smart! And something I’m absolutely going to do to today’s list!
Hooray! Let me know how it goes, Megan!
I love the idea of grouping like items together. Itβs such a great way to boost productivity!
Thanks, Christa!
I think the right day planner is definitely my favorite tip. It can make all the difference. I tried going without a planner for around 6 months, and I tried to use google calendar instead. Although it worked okay and better for some things, I still find that my planner is so valuable! As soon as I got a planner I felt like order was within reach again!
YES! I totally hear you, Shayla π
I need to do this! I can be SO unorganized. Or I can procrastinate, which is pretty bad. I will have to try this out and see if it helps.
Let me know how it goes, Amber! You got this π
I’m a paper planner type. I do love the ease of using Asana, so it to group together tasks, then my planner to time block those tasks. It’s working well so far. I don’t schedule my tasks out as far as a month, but I’m willing to give it a try if it will help me make better use of my time.
Let me know if you try it, Tami! I’d love to hear if it works for you π
I have been having trouble staying organized. I love all of these tips and will be putting them to use today!!!
Hooray! I can’t wait to hear how it goes, Angela π
I keep my to-do list in an add-on to my email program that syncs to my phone. I know of a few people that prefer to keep everything on paper but yet somehow still have it all to do, they might benefit from these tips.
How COOL! I haven’t heard of an add-on like that before. I’ll have to check it out π
I use my Passion Planner as well! I’m a pen and paper organizer for sure!
Isn’t it an amazing planner?!
I am in complete mess at the moment and i need somebody to sort out my life. Great that i have your tips to try it out asap xoxo
You got this, Ivana! I am totally cheering you on ππ