How To Simplify Your To-Do List

If you are wondering how to simplify your to-do list, the first thing to look at is how much your are attempting to accomplish. You may be trying to do too much.

We overcommit, struggle to say, “no” and protect our time and our to-do lists start running our lives. The key to simplifying your to-do list is to start by doing less. Doing less means changing habits, embracing quiet time and slowing down. If you have tasks that feel overwhelming, I hope these ideas help you.

8 Ways To Simplify Your To-Do List

Note from Courtney: I started using a digital to-do list called Teux Deux. I only planned on doing the seven day trial but I was such a fan that I joined the program. What’s so interesting is that now that I’m not writing and crossing things off, I’m naturally doing less. I’m just not as interested in adding things to my list. Oh and no rolling things over from list to list because the app does it for you.If you try it, let me know what you think. You can get the free trial here.

1. Keep your to-do list short

With over 15 items on my to-do list, it became way too long, overwhelming, and a source of stress. Doing less seemed impossible. To tackle this, I transitioned from paper lists to digital notes in my Notes app. Since I’m working with two clients, I divided my lists into two separate documents. More importantly, I committed to crafting short daily lists. Finishing 20 tasks a day for each of my clients isn’t possible, but I can complete 3-4 tasks a day.

2. Try “The Eisenhower Matrix”

Prioritizing tasks according to their deadline helps me focus during the day, and I’m less likely to procrastinate. This method is similar to a tool called “The Eisenhower Matrix.” Team Asana explained that this tool is “a task management tool that helps you organize and prioritize tasks by urgency and importance. Using the tool, you’ll divide your tasks into four boxes based on the tasks you’ll do first, the tasks you’ll schedule for later, the tasks you’ll delegate, and the tasks you’ll delete.”

3. Break tasks into tiny steps

Typically, I write three grant proposals a month for my client. Breaking down each proposal into smaller steps, such as “finalize the organization’s description in the narrative” or “complete the expense section in the project budget,” is helpful. By concentrating on tiny tasks each day, completing a grant proposal—or any project—is less overwhelming. When you review your tiny steps, make sure they are tiny enough. Make them small enough so you can complete them without exhausting yourself.

4. Doing less is easier with realistic deadlines

Setting realistic deadlines is one way I avoid stress and burnout. Otherwise, I end up with too many tasks to complete in a very short time frame. Also, if a deadline has some flexibility, I try to embrace it; especially when collaborating with a team.

5. Use a digital tool or app

I love paper planners and journals. However, paper isn’t always conducive to getting team projects done. I’ve started to utilize digital to-do lists and apps like Asana. Digital tools have great features like reminders, notifications, and they sync across devices. Also, the tools help me stay organized at home and when I travel.

6. Review and update to-do lists regularly

Before I start work in the morning, I review my to-do lists. This routine involves removing and adding tasks to my lists, and adjusting my priorities as needed. Regular reviews of my to-do lists help me stay focused, and I’m less likely to miss a deadline. Also, it’s important for me to reflect on what’s working well and what’s not working well. I’m always learning new things, so regular reflections enable me to adapt my approach to personal and work projects.

7. Practice time blocking

Blocking my time during the day helped me slow down and focus on specific tasks. Here’s how I implement time blocking: I begin by reviewing my to-do list, selecting a task, and dedicating a specific time period to work on it. For instance, when I’m writing an article, I usually allocate a 2-hour block for writing. Within this block, I write for 30 minutes, then I take a 5-minute movement break. I repeat this cycle until the 2-hour block is complete. This method keeps me alert and engaged in my work, and it’s been a great way to simplify my work life.

8. Try a weekly to-do list instead of daily one

Courtney Carver suggests creating a weekly to-do list instead of a daily one. She says we over estimate what we can do in a day and tend to pace ourselves better when thinking about our to-dos over the course of a week. She also suggests enjoying your time when your to-dos are complete instead of adding more things to your list each week. It’s healthy to rest and relax.

Resources to help you engage in the art of doing less.

As Cal Newport said, “Slow is just better. I think people are ready for it too.” Try incorporating one or two of the tips I shared above into your routine. It will help you slow down, do less, celebrate your accomplishments, and simplify your to-do lists.