Creating To-Do Lists Effectively

Every week for the past five years, I’ve calculated a single number that determines whether I’ve been productive. It isn’t a revenue or product-related stat. It’s the percentage of my time spent on tasks I actually PLANNED to do. Giving yourself a weekly success score doesn’t work for everyone, but it’s been an insane productivity hack for me because it gives visibility into my work AND gives me something to improve upon. This concept came from Intercom co-founder Des Traynor, who created the perfect Venn diagram of productivity: find the overlap between your email, your to-do list, and your calendar so you can stop letting everyone else control your time. The solution is to track how much of your time aligns with your intentions, AKA your alignment score. Here’s what to do, using this doc that lets you sync your email, calendar, and to-do list: https://lnkd.in/gHyBvgKv 1. Work through your emails and identify which ones have actions. 2. Turn the emails into entries on your to-do list. 3. Slot each entry into a specific time block on your calendar (the template will do it for you). 4. Now, your to-do list has two new columns: when you’re supposed to work on a task and where it came from. At the end of the week, you get a chart that shows what percentage of your time is spent on your planned to-dos vs. reactive work. The system triages emails into different buckets, ensures the important ones make it to your to-do list, merges them with what you already planned to accomplish, then helps you allocate time for each task. Try calculating your score for a month and see what changes! And don’t feel bad if you’re not at 100%—for me, any week that crosses 50% is a good week. 🙂 Are there any productivity hacks you swear by?

This small change to my to-do lists has become the biggest productivity hack 𝗦𝗼𝗺𝗲 𝗰𝗼𝗻𝘁𝗲𝘅𝘁: Over the last few years, I've tried many ways to organise my work and time. But the only method that has worked is to list the tasks of the day in a physical notebook. Once the tasks are done, strike them off. 𝗧𝗵𝗲 𝗽𝗿𝗼𝗯𝗹𝗲𝗺: I had, on average, 5–6 tasks on the list. But I could complete only 2–3 each day. 𝗧𝗵𝗲 𝗶𝗺𝗽𝗮𝗰𝘁: At the end of the day, I felt as if I'd achieved NOTHING. The feeling was the same unless I completed 100% of the tasks. That feeling frustrated me more than I can put into words. I didn't only LOSE that day. But I'd become so demotivated that I'd keep spiralling downwards for the next few days. 𝗧𝗵𝗲 "𝗿𝗲𝗮𝗹" 𝗽𝗿𝗼𝗯𝗹𝗲𝗺: the real problem wasn't the system. The real problem was also not the lack of prioritisation. The real problem was that my prioritisation was not based on motivation or happiness. Let me explain... I reviewed my task list for the last 30 days and started seeing a pattern. There were some tasks which, when incomplete, cause an immense amount of frustration. This frustration overpowered the joy of completing the other tasks on the list. That is when I remembered Herzberg's motivation-hygiene theory, which I admire. It says there are two factors that affect employee satisfaction. 1. 𝗛𝘆𝗴𝗶𝗲𝗻𝗲: these are factors that, if absent, cause dissatisfaction. For example, salary, job security, a good environment. But even if they exist, they don't increase satisfaction!     2. 𝗠𝗼𝘁𝗶𝘃𝗮𝘁𝗼𝗿𝘀: these are factors that, if present, lead to higher satisfaction and happiness. Examples: rewards, promotions, growth opportunities, etc. My old way of creating lists (left) had a problem. I was not classifying my tasks into hygiene and motivators. The solution: Create the same to-do lists, with 5-6 items. But each item must fit into one of 3 categories: 1. 𝗗𝗲𝗺𝗼𝘁𝗶𝘃𝗮𝘁𝗼𝗿:if I don't complete them, I will be sad. 😔 2. 𝗠𝗼𝘁𝗶𝘃𝗮𝘁𝗼𝗿:if I complete them, I will be happy. 😊 3. 𝗦𝘁𝗿𝗲𝘁𝗰𝗵:if I complete them, I will be extremely happy😄 𝗧𝗵𝗲 𝗶𝗺𝗽𝗮𝗰𝘁: With the new list (right), as long as I complete the tasks in bucket #1, I am not sad or frustrated. I feel like I have accomplished everything for the day. (Again, a hard feeling to put into words!) This feeling leads to more productivity, which brings even more happiness. And the cycle continues every day, every week. Such a small change. But such a huge impact. 𝗧𝗵𝗲 𝗰𝗮𝘃𝗲𝗮𝘁: I can tackle the same problem via better prioritisation. Instead of having 5, I could have 2-3 tasks on the list. Unfortunately, that doesn't work for me, especially on days when I have more time at hand. And not adding all the tasks makes me feel I'm missing something. So I prefer to dump all my to-dos on the list. If you use to-do lists, let me know in the comments how successful you are. And what are your productivity secrets?

Most people are not overwhelmed because they have too much to do; they are overwhelmed because once everything hits a list, it starts to feel equally important. I actually like to-do lists. If something is not written down, it is easy to forget. The problem is that once everything is written down, everything starts to feel mandatory. The list stops being a memory aid and turns into a source of pressure. I see this clearly in my own weeks. I can be busy for days, crossing things off, staying active, keeping things moving, but when I step back and look at my actual goals for the month or the quarter, the thing that truly matters often hasn't moved. The list keeps you busy, but it does not help you choose. When that happens, it usually means the important decision was never made upfront. Instead of deciding what outcome I was optimising for that week, I let the day decide for me. Whatever feels easiest or most immediate gets done, rather than the work that actually moves the needle. What has helped me is planning every week before it starts. Before I write any to-dos, I try to be clear on what outcome would make the week feel successful. Simply put, by Friday, what needs to be true for me to say this week was productive? It is rarely a long list; one or two things at most. Once that outcome is clear, planning becomes simpler. I only write tasks that clearly feed into that goal. Everything else can wait or be pushed to the following week. And each day, I focus on my one to three non-negotiables, the things that must get done that day to support the weekly outcome, and I try to do them first. Urgent things will still come up. Sometimes they genuinely change the shape of the week. When that happens, I deliberately reassess rather than letting the list expand unchecked. When the order is wrong, cognitive load rises, and you end up doing a lot without moving much. When priorities are set early, even a full week feels calmer. You get more done without feeling more overwhelmed.

I spent 1,283 days chasing productivity hacks. I had one goal: unlock my "flow state" 100s of techniques → little progress. It was only after making 5 SPECIFIC changes that I've been able to: a) Cut mental clutter b) Get into deep focus, fast c) Seriously scale my daily output My net profit is at its highest in 3 years. (Yet I work 20% less hours per week) I also wake up excited every day. And at 4pm I close my laptop, knowing I've smashed work and can enjoy my evenings, guilt-free! Here’s how I did it [the 5 changes]: ________ 1. Pick MITs I select the 3 most important tasks (MITs) each day. They must either: - Help me make or secure my income - Make tangible steps towards my goals - Be urgent (I don't care if it's hard). Ask: “If I did nothing else today, what would I still be happy with accomplishing?” Then commit to it. ________ 2. The 30-second rule If a task takes 30 secs or less, do it immediately. Downloaded a file? Put it in the right folder. Need to give a "yes or no" response? Do it. Got to send a diary invite? Lock it in. Don't let tiny admin pile into a big 'to-do' list item. Clean up as you go. ________ #3 The 80/20 rule + Eisenhower Matrix I prioritise 20% of activities that drive 80% of results. Here's how I decide: Urgent & important? Do it now. Not urgent but important? Schedule it. Urgent but not important? Delegate. Not urgent & not important? Eliminate. Ticking off to-do's ≠ growth. It means you like creating to-do lists filled with irrelevant tasks that you *think* are helpful. Don’t pick easy. Pick important! ________ #4 90-minute single-tasking I work in 90-minute sprints. One task per time block! Parkinson’s Law says work expands to fill the time available, so I limit my work window to stay focused. After 90 mins, I take a short break. - To grab a latte from my local cafe - To get 15 minutes of steps in - To do some house chores This 'transition time' is a pitstop to refuel (mind and body) and free up mental space for the next sprint. ________ #5 Cutting Out the BS Digital clutter creates mental clutter. Your attention is sacred so protect where it goes. No checking notifications every 5 minutes. No replies to spam or cold sale pitches No saying "yes" to last-min projects I spent 2 hours on Saturday unsubscribing from mailing lists and apps that I don't need or use. I also deleted 17 apps from my iPhone home screen. If you don't need it or don't use it, remove it. Clear digital space = clear mind. ____ To summarise... There is a limit to what you can do. So pick what matters to you. If you want to do more, start by doing less. P.S. What helps you lock into your optimal flow state?

Most PMs can run $3M projects, But can’t run their own day. RAID logs. Sprint boards. Gantt charts—spotless. But your calendar? A war zone. Back-to-backs. Surprise calls. No slack. No thinking time. You can lead a cross-org program with 12 workstreams— But can’t find 3 hours to think. Let’s fix that. Plan your day like you plan your project: 1. End today with a plan for tomorrow. Don’t wake up guessing—decide before you log off. 2. Block time like you’d book a meeting. No “free” slots. Protect what matters. 3. Defend a 90-minute deep work block. One solid chunk beats ten “quick check-ins.” 4. Schedule slack. Not the app—the margin. You’ll need it. 5. Triage your to-do list. Pings ≠ priorities. 6. Use two lists: must-dos and nice-to-dos. No mixing. No guilt. 7. Check in midday. Adjust to reality, not your fantasy schedule. 8. Default to async. Meetings last. Not first. 9. Batch tasks. Emails. Reviews. Calls. Group ’em. 10. Close with reflection. What worked? What broke? Fix it for tomorrow. Steal this. Reclaim your time. Tag a PM who plans everything—except their own day. ➕ Follow Rajesh Mathur for delivery clarity + operator systems.

The Time Trap: How the Nonstop To-Do List Controls Your Day We all know the feeling: you start your day with a clear plan and a list of tasks to conquer, only to find yourself buried under a mountain of to-dos when the afternoon rolls around. Despite your best efforts, the list seems to grow longer, and catching up feels like an impossible dream. The nonstop to-do list can be a relentless time waster, controlling your day and sapping your productivity. Let's explore why this happens and how to break free from the cycle. A lengthy to-do list might seem like a roadmap to a #productive day. After all, crossing off tasks provides a sense of accomplishment. However, the reality is that a never-ending list can become a productivity trap. When focusing solely on ticking boxes, you may be working hard but not necessarily working smart. Why the Nonstop To-Do List Fails Us: 1. Overwhelm and Paralysis: A long list can be overwhelming, leading to decision fatigue and paralysis. When faced with too many choices, it’s easy to get stuck in inaction or spend too much time on low-priority tasks. 2. Lack of Prioritization: Not all tasks are created equal. Without proper prioritization, urgent but unimportant tasks can take precedence over more significant ones, leaving crucial work undone. 3. Multitasking Myths: Trying to juggle multiple tasks simultaneously can lead to mistakes and inefficiencies. Contrary to popular belief, multitasking often reduces productivity rather than enhances it. 4. Interruption Cycle: Constantly adding new tasks to your list, mainly as interruptions occur, disrupts your flow and focus, preventing deep, meaningful work. Strategies to Regain Control: 1. Prioritize: • The Eisenhower Matrix: Divide tasks into four categories: urgent and important, important but not urgent, urgent but not necessary, and neither urgent nor essential. Focus on important and urgent tasks, and delegate or defer the rest. • Daily Top Three (Must-do): Identify the three most critical tasks to complete daily. This helps ensure you focus on what truly matters. 2. Time Blocking: • Allocate specific blocks of time for different types of tasks. Dedicate uninterrupted time for high-priority work and set aside periods for routine tasks and email management. 3. Set Boundaries: • Learn to say no to tasks that don’t align with your goals. Establish boundaries to protect your time and prevent the to-do list from expanding uncontrollably. 4. Digital Detox: • Limit your digital devices and social media use, which can be significant time wasters. Set specific times to check emails and messages rather than responding instantly. The non-stop to-do list doesn't have to control your day. By prioritizing effectively, setting boundaries, and practicing mindful time management, you can regain control and make meaningful progress toward your goals. Remember, productivity isn’t about doing more; it’s about doing what matters most.

Ever felt the confusion of a never-ending to-do list?? Feeling overwhelmed by tasks can paralyze progress - I know, because it used to happen to me on a regular basis. The result was a not-so-fun cycle of stress and inefficiency. What saved me from the endless loop of writing everything down I 'wanted' to get done? Embracing the 1-3-5 Rule. Before the 1-3-5 Rule I'd literally write everything I wanted to get done for the day and just march down the list. There was very little rhyme or reason. So what's the 1-3-5 Rule? 1️⃣ Major Task – the one task that absolutely needs your full attention and will have the biggest impact. 3️⃣ Medium Tasks – still important, but not quite as heavy-lifting as the major one. 5️⃣ Small Tasks – quick, easy wins that keep you moving forward without sapping your energy. Here's why it works: It Prevents Overwhelm: By focusing on just a handful of priorities, you avoid feeling buried under a mountain of tasks. Focus on Quality: Your biggest task gets the attention it deserves, rather than being rushed or skipped. Builds Momentum: Tackling five small tasks keeps morale high—who doesn’t love ticking items off a list? Boosts Productivity: A realistic daily plan means fewer distractions and more meaningful progress. Make sense? Now you try it: 1. Brain Dump Your Tasks: At the start of the week (or day), jot down every task swirling in your head. No filter—just write. 2. Categorize by Priority: Sort them into major, medium, or small based on impact and complexity. 3. Create Your 1-3-5 List: Choose one major, three medium, and five small tasks to tackle. 4. Start with the Biggest Task: Dedicate your prime morning hours to your major task. Minimize distractions by turning off notifications or skipping non-essential chit-chat. 5. Use the Pomodoro Technique: Work in focused sprints (25 minutes on, 5 minutes off) to keep your energy and focus sharp. I bought a timer on amazon to help with this and it has been super helpful. You can try this starting today! Give it a shot for a week and see if it transforms your productivity—and your peace of mind.

Parkinson’s Law: Get More Done by Giving Yourself Less Time to Do Things Parkinson’s law is the adage that “work expands so as to fill the time which is available for its completion”. This signifies that the more time people dedicate in advance to a certain task, the longer it will take to complete it, even if it could have been completed in less time. For example, according to Parkinson’s law, if someone is given a week to complete a task that should really only take them a day to finish, they will often end up unnecessarily stretching out the task, so that it will take them the whole week to complete it. How to use Parkinson's Law to your Advantage: 1. Set Tight Deadlines - To combat the natural tendency to procrastinate, set shorter and more realistic deadlines for yourself. By doing this, you'll find that your focus and productivity increase as you aim to meet these tighter timeframes. 2. Try Timeboxing Parkinson's Law can be effectively employed through timeboxing. Allocate specific time slots for each task on your to-do list, ensuring that you complete the work within the designated time. This encourages a sense of urgency and keeps you on track. Utilize task management apps to help you create a daily routine to prioritize tasks, and allocate specific time blocks for each activity. 3. Prioritize Tasks Not all tasks are created equal. Prioritize your work by importance and deadline. Focus on high-priority tasks first, applying Parkinson's Law to complete them efficiently. This approach ensures that important work doesn't get pushed to the last minute. 4. Eliminate Distractions Parkinson's Law works best when you can concentrate fully on your tasks. Minimize distractions in your workspace, turn off unnecessary notifications, and create a conducive environment for focused work. 5. Break Tasks into Smaller Steps Large, intimidating projects can be overwhelming, leading to procrastination. Divide your tasks into smaller, more manageable steps, and allocate time to complete each one. This not only makes the work feel less daunting but also keeps you on track with Parkinson's Law.

𝐓𝐡𝐞𝐫𝐞'𝐬 𝐍𝐨𝐭𝐡𝐢𝐧𝐠 𝐆𝐥𝐚𝐦𝐨𝐫𝐨𝐮𝐬 𝐀𝐛𝐨𝐮𝐭 𝐚 𝐓𝐨-𝐃𝐨 𝐋𝐢𝐬𝐭 𝐏𝐫𝐨𝐜𝐞𝐬𝐬 But there is something exciting in getting the right things done and accomplishing your goals. I came across this method years ago and once I started using this process, I could get more done in 2 or 3 hours than it took me to do in 10. I was less stressed and enjoyed crossing items off the list as I moved toward my goals. The picture/graphic is from one of the 90-minute sessions I use to teach Time Management and Priority Setting in The Leadership Academy with upwards of 160-200 people attending. I am going to give you the meat (no salad and no sides) because LinkedIn only allows a certain number of characters. _________________ You may get a better idea from the video I posted: https://lnkd.in/g-wzNG2Z _________________ Here we go: 1/ There are only two measures we look at - Level of Importance – Is it critical to my career? - Amount of Time – How much time does it take to do this task? So you want to go through your list and look at how long each item takes to accomplish. Place: - a "1" if the task takes a long amount of time to do - a "2" if it takes a medium amount - a "3" if it's short or fast to do Then go through the list again to determine how critical the item is to your success. If it's: - critical, place a "1" next to the number representing time. - medium, place a "2" - not relevant, place a 3 _________________ EXAMPLES: A critical item (a 1) that takes a large amount of time to accomplish (a 1) will have 1-1 next to it. Such as: 1-1 Get Sales Prez Done for AJAX Machine Works If it is critical but is quick, such as: 1-3 Call Tesla to Confirm Appt. to sell 4 million batteries If it isn't critical to my success, but it will take a large amount of time, it will look like this: 3-1 Speak to John about deck material and color paint _________________ REVIEW THE PICTURE: 1/ You will see I outlined all the important/critical items. You should block off time on your calendar to begin getting these things done. 2/ You will also notice a lot of 1-3's. These are important/critical but take a short amount of time to do. Because they are all phone calls, I would "batch" them together and block off time to do each one, one by one. 3/ The brain likes consistency, and you will become more effective and efficient when you "batch" similar things together. 4/ It also needs a break after a while of doing the same thing, so it likes variety. Once you begin using it, you will get a feel for the process. _________________ You won't believe how many of the right things you get accomplished as you move closer to your goals. Your partner in success, Joe Murphy 📽 Stay tuned for 5 PM success videos (M-F) 🔔 Ring the bell for new posts 🌟 Cool to repost #leadersatalllevels #highachievers #TheLeadershipAcademy

Stop letting your to-do list grow by the hour. 5 counterintuitive ways top performers get 7x more done: 1. The MIT Morning Method Block your first 90 minutes for your Most Important Task: • Zero notifications • Zero meetings • Zero exceptions. Research shows peak mental performance occurs 2-4 hours after waking. This is your golden window for deep work. 2. The 1-3-5 Output System Schedule exactly: • 1 major project • 3 medium tasks • 5 quick wins This prevents context switching - which wastes 40% of productive time. Split your calendar into power blocks for each category. 3. Strategic Incompetence Deliberately underperform in low-impact areas. Let some fires burn. Top performers succeed by choosing what to fail at. Say no to 'urgent' tasks that don't drive results. 4. The 2-Minute Multiplier For every task under 2 minutes: • Do it immediately • Delete it permanently • Delegate it instantly No postponing quick decisions. This prevents small tasks from creating mental drag. 5. Energy-Based Scheduling Match tasks to your energy levels: • High energy → Creative/strategic work • Medium energy → Meetings/calls • Low energy → Admin/email Working against your biology kills productivity. Align your calendar with your natural rhythms. The real secret? Stop trying to manage time. Start managing your energy and attention instead. These aren't just tips - they're a system for sustained high performance. Try them for 21 days. Track your results. Share what works. What's your biggest productivity challenge? Let everyone know in the comments 👇 If you found this valuable: • Repost for your network ♻️ • Follow me for more deep dives • Join 25,500+ subscribers for more actionable tips to build your brand and protect your reputation: https://lnkd.in/edPWpFRR