How to Turn Your To-Do List from Enemy to Ally

Knowing What You Need to Do (and what you don't), and When You Need to Do It.

In my last article, I stressed the importance of writing everything down immediately. But here's the problem – if all you're doing is writing things down, you've just created a very long, very messy list that's about as useful as that junk drawer in your kitchen. You know, the one with the rubber bands, old batteries, and that key you're sure goes to something important.

The goal isn't just to have a list of tasks. The goal is to know exactly what you need to do each day, what can wait, and most importantly, what you actually have time to accomplish. Today, I'll show you how to transform your chaotic list into a system that tells you the truth about your time and tasks.

Capture Now, Organize Later

Remember our first rule from last time? Write everything down immediately. But here's what I didn't tell you – when you're first writing something down, don't worry about assigning due dates, categories, or time estimates. Just get it captured.

However (and this is crucial), write it with enough clarity that "Future You" will understand what "Past You" was thinking. "Call J about thing" might make sense in the moment, but by Monday morning, you'll be playing a frustrating game of "Which J and What Thing?"

I write my tasks with enough clarity that someone else could understand them. Why? Two reasons:

1. It forces me to be specific

2. Sometimes other “people” do need to understand them (more on that in a moment)

I use Todoist for my to-do list. It’s app and web-based. I’m sure there are other great online systems, or you may prefer a pen and paper system. Find what works for you! What works for me about Todoist is the following features:

• Automatically reoccuring tasks

• Due dates

• Time estimates (not a built-in feature but easy to implement)

• Categories (called Projects)

• Sortable

The Power of Categories

I currently have about 150 active tasks in my Todoist system. Without categories, that would be overwhelming. With categories, it's manageable. Here's how I break things down:

• Worship

• Office

• Home and Errands

• Calls and Emails

• Waiting For

• Holding Pattern

• Someday/Maybe

• Individual Sermon Series

  

These two categories – Holding Pattern and Someday/Maybe – are my secret weapons. Someday/Maybe is where I put things that aren't time-sensitive or might never need to be done. Holding Pattern is for tasks I definitely want to do in the next month or two, but don't need an immediate due date.

The Daily Review: Where the Magic Happens

Every day, I review my tasks. This is where hastily written notes become actionable items. For each task, I:

1. Clarify the description if needed

2. Assign a category

3. Estimate how long it will take

4. Set a due date (if appropriate)

Here's my general approach to categorizing and scheduling:

• If it's not time-sensitive → Someday/Maybe (no due date needed)

• If it's important but not urgent → Holding Pattern (with time estimate)

• If it needs to be done soon → Appropriate category with due date and time estimate

Tip: Be realistic with due dates. It's better to set a date you can actually meet than to constantly push tasks back.

Making It Work in Real Life

Here's where this system really shines. Recently, I started using AI to help plan my daily schedule. Because my tasks have clear descriptions and time estimates, I can export my daily list and ask AI something like:

"Here are my tasks for today. It's 9:00 AM, I'm here until 4:30 PM, with a 45-minute lunch break between noon and 1:30. Please order these tasks, keeping in mind I do my best creative work in the morning."

The AI isn't necessarily smarter than me– it just helps me do what I already know I should do. Like scheduling that two-hour creative task first thing instead of procrastinating with small administrative tasks.

Real World Example: When Life Happens

Last week, I tested positive for COVID. Because of my system, I could immediately:

1. See everything I had planned for the week

2. Identify what absolutely had to get done

3. Determine what could be postponed

4. Communicate clearly with others about delayed tasks

This system doesn't create more time in your day or magically get everything done. What it does do is give you an honest picture of your commitments and capabilities. When you need to push a task back, you can do it intentionally and communicate professionally, rather than having things fall through the cracks.

Getting Started with Your Own System

While I use Todoist, these principles work with any task management system. Start small:

1. Capture everything immediately

2. Review daily

3. Be clear in your descriptions

4. Use categories that make sense for you

5. Be realistic with due dates

Most importantly, remember that your to-do list should be a tool that serves you, not a source of stress that controls you.

In my next article, I'll talk about my “File Cabinet.” This is where I put information, ideas, resources that I don’t need now, but may want to have in the future. Until then, start capturing those tasks and making your list tell you the truth about what you can actually accomplish.