It is a fact that many people make to-do lists, but the number of people who actually use their list is another story. And how about you? Can you honestly say you stick to your to-do list, that you check off every item in a timely fashion? Does a to-do list boost your productivity?
An effective to-do list can help you remember to do important tasks, plan your day, meet your expectations, achieve your goals, and fulfill deadlines. This list helps you save time and energy, and it helps you cut down on procrastination.
Not all to-do lists are created equal. You need an effective one to boost your productivity and help you get your tasks done … but how? We’ve got you. Keep reading to find out how you can make your to-do list as effective as possible.
The Science Behind Making (and Loving) Lists
If you’ve ever struggled to get things done, chances are you have turned to a to-do list to help you remember what you need to do and by when, and then we’re not even mentioning the exhilarating feeling of checking items off your list … like how this morning you had 20 tasks to do and, by 3 p.m., you have only 5 to go.
That’s a good feeling, right?
Dr. David Cohen, a psychologist and author, states our love of lists comes down to three reasons. A to-do list:
- Helps lessen your feelings of anxiety amid the chaos and busyness that is life.
- Gives you structure in terms of a plan.
- Provides you with proof of what you have accomplished during the day, week, or month.
Furthermore, your to-do list also reduces your “paradox of choice,” which states that the more information and choices you have, the worse you feel. After prioritizing your to-do list items, knowing what tasks you need to complete and how long each will take you (even just by guestimate knowledge) will make you feel more inclined to complete the item(s) on your list.
It’s been scientifically proven that to-do lists, which are mini-goals, can actually change how your brain works to organize and complete the tasks you listed. This is called the Zeigarnik Effect, which indicates that, once you’ve listed a task on your to-do list, you better remember what you need to do until it is completed.
One study from Wake Forest University illustrated that tasks we have yet to complete distract us, and making a plan to get them done, like writing them on a to-do list, helps lessen this anxiousness.
In the study, participants were given a warm-up activity to complete, and simply making a plan on how to best get this done significantly improved the participants’ performance on the following task. Writing down your tasks makes you more effective!
David Allen’s book, Getting Things Done: The Art of Stress-Free Productivity, talks about how a mental to-do list uses valuable processing power that is actually best kept for more important uses. As such, keeping a physical to-do list frees up the attention you would’ve used to keep a mental list and helps you plan how you will accomplish things.
To-Do or Not To-Do: The 12 Benefits of To-Do Lists
While the list haters proliferate, there is no disputing how beneficial to-do lists are and can be … if created and used effectively.
In terms of the benefits, to-do lists:
- Give your day structure as you plan your day like following a GPS to a destination.
- Help you with time management.
- Help you consciously remember what you need to do, as the brain can be fuzzy with incorrect coding.
- Act as a reminder to get your tasks done on time.
- Transform goals into actionable items that you can get done, step by step.
- List your priorities to help you focus on the most important and/or urgent tasks first.
- Help you with accountability.
- Assist you with delegation. If your list is too long, you can ask a colleague, friend, or family member to help.
- Group similar items together, like replying to your emails in a single run.
- Help you track your progress by knowing what you have completed and what you still need to do. Checking off the items on your list gives you a sense of satisfaction and accomplishment.
- Make it possible to carry tasks over to the following day. What you don’t complete today can be added to your to-do list for tomorrow.
- Alleviate stress and anxiety by having a plan and being more productive.
The 7 Secrets to Effective To-Do Lists
Whether you are a to-do list newbie or pro, we are sure you can increase your to-do list effectiveness even more.
Here are the 7 secrets to creating an effective to-do list:
- Add Only Realistic Tasks
It is best to only include items on your daily to-do list that you can complete today. Projects that fit a longer time frame like a few weeks or months should be tracked on a different list.
- Concepts Should Be Actionable Items
Don’t just write down “Halloween Birthday Party” as this won’t help you with the tasks needed or soothe your anxiety.
Instead, note actionable items: “buy Halloween candy,” “get Halloween decorations,” “get a spooky birthday cake,” “call Mandy and ask about the caterer,” and so forth.
- Keep Your List Short
Don’t write down every single thing you need to get done. Rather, focus on the important items that, when done and checked off your to-do list, help you feel successful. This will, in turn, improve your productivity.
You also don’t need to write down general items like “eat breakfast”—unless, of course, you notoriously skip breakfast and are trying to make this a new habit.
- Spark Your Purpose
To-do lists are only effective if you prioritize tasks that advance your life goals. As such, differentiate between urgent tasks, ones that spark purpose, and ones that are meaningful.
To help you with purpose, ask why you are putting that item on your to-do list, and instead of thinking about what you have to do, think about what you get to do.
| Have-to Mindframe | Get-to Mindframe (More Positive) |
| I have to present the quarterly budget. | I get to present the budget > My boss trusts me to do a good job. More responsibility at work means I stand a chance for that promotion I’ve been eyeing. |
| I have to cook dinner. | I get to cook dinner > I get to take care of and provide for my family. |
| I have to clean the bathroom. | I get to clean the bathroom > A clean bathroom makes for a happy home as I don’t have to worry about mold or harmful bacteria. |
Important tasks should be making it onto your to-do list. Think of them in the get-to mindframe, which looks at a more promising side of everything you need to get done.
- Identify Meaning
“Inspired chunking” can help you be more productive. When you group multiple items together into a connected unit and assign meaning to it, you are doing some inspired chunking.
On your to-do list, the main inspiring task could be “in-house training” while the individual items under this umbrella task are to “Ask Casey to host the webinar,” “Improve the training material with more relevant examples,” and “Disseminate a ‘test’ before the training to see what skills need to be focused on.”
This helps you find excitement and inspiration for the tasks on your list, thus boosting your productivity.
- Create Daily AND Monthly Lists
There are some tasks that are monthly regulars, like paying your bills. Create lists that are date-based to remind you when these tasks need to be done. A calendar may be best for these kinds of items.
- Eat the Ugliest Frog First
Not actual frogs … unless you are into those. With regard to to-do lists and getting things done, eating the ugliest frog first means getting the biggest task done so you can just breeze through the rest of the day with smaller, easier tasks.
Steps for Creating an Effective To-Do List
While keeping in mind the secrets to to-do list effectiveness, here are the steps for how to make a to-do list:
- Choose the Medium
Your to-do list should be in a medium that makes your brain happy, whether it is written by hand on sticky notes, in your journal, or in a notebook or compiled using one of the amazing apps that are available (for free!) online.
- Choose the Format
There are a variety of to-do list formats, and like the medium, you need to choose what works best for you. In the next section, I cover the four main formats that make for effective to-do lists.
- Create More Than One List
Say what? One list is never enough but be smart about how you create your lists. My suggestion is to create a:
- Master list for longer-term tasks
- Recurring monthly list for those items that repeat regularly
- Weekly project list for shorter-term tasks you need to complete over the next week
- High-impact daily list with tasks that are urgent and need to be done today
- Write Down Your Tasks
Keep it short and simple. Don’t write down unnecessary tasks. Organize and prioritize your tasks.
What tasks should you add to your list?
- Anything you may forget
- Tasks you must do
- New habits you want to learn and stick to
- Short- and long-term goal steps
- Promises
- Delegated tasks
- Tasks with deadlines
- Any task you need to follow up on or are waiting on a response/reply
- Group Similar Tasks
As we noted in the section above on inspiring chunking, grouping similar items can increase your productivity and effectiveness as it helps you check off those kinds of items quicker.
- Track Your Progress
This can be as easy as checking off items on your list or moving items through your workflow process (get to do > busy with > done).
Effective To-Do List Formats
There are many ways you can create a to-do list. While templates and apps help, you ultimately have to find what works best for you. To find the perfect to-do list format, you need to experiment, but before you can get there, check out these four formats for effective to-do lists:
To-Do List Format 1: Kanban Board
The Kanban method helps you visualize your to-do list in three columns: to do, doing, and done. It is best created with sticky notes and a whiteboard so you can move your sticky note tasks through the workflow process. Alternatively, you can use an app like Trello.
To-Do List Format 2: Don’t Break the Chain
The Don’t Break the Chain method works for both personal and work-related to-do list items.
It works as follows:
- Choose one to three to-do items you would like to do more regularly.
- For each goal, set a daily minimum, such as writing one chapter of your novel.
- Set boundaries and rules. What if there is an emergency or you are on vacation?
- Use a calendar and check off the days you met your goal(s) successfully.
- Keep the chain of success going for as long as possible to meet your goal.
To-Do List Format 3: Pomodoro Technique
The Pomodoro Technique is simple and effective at boosting how productive you are because it helps you:
- Eliminate interruptions
- Better estimate your effort and time
- Work more efficiently
- See where you can improve
How does it work?
- Step 1: Choose a task that needs your undivided attention.
- Step 2: Set your timer for 25 minutes. Work until your time is up.
- Step 3: When your 25 minutes are up, check off what you’ve done.
- Step 4: Take a break. Do anything but work-related activities.
- Step 5: Repeat the first four steps.
- Step 6: Take a longer, 30-minute break once you’ve done four consecutive work-short break sessions.
To-Do List Format 4: The 1-3-5 Rule
The 1-3-5 Rule can increase your productivity level by 90%. Adapting the 1-3-5 Rule to to-do lists, you choose 1 big task, 3 medium tasks, and 5 small tasks to complete that day.
A big part of this method is prioritizing your tasks. Like eating the ugliest frog, you should complete your biggest task first. After all, smashing your most daunting of tasks first means your day will only get easier.
By creating forward momentum that is positive, this rewarding approach alleviates fear, stress, and anxiety.
To-Do List Apps to Help You Check off Items
If you are like me, then you may not even glance at this section. I still prefer making to-do lists by hand as there is something especially rewarding about physically drawing a line through items that are complete.
However, there is something to be said for digital applications to help you check items off your list too. For one, they sync across your devices, so no more worries about forgetting your list at home. And two, they come with extras to further boost your productivity.
Here are the top 5 to-do list apps you should consider for productivity’s sake:
| App | Operating System | Pros |
| nTask | iOS Android Web-version | Helps you plan and track to get even more done See your tasks in different views: list, grid, calendar, or Grantt |
| Trello | iOSChromeAndroid | Arrange your projects into boards with individual cards with to-do tasksAdd checklists, due dates, notes, and attachments |
| Todoist | iOSAndroidAdd-ons for Firefox & Chrome | Add projects, sub-projects, sub-tasks, and so on Categorize tasks, color-code them, and add due dates |
| ToodleDo | iOSChromeAndroid | Create tasks, sub-tasks, priority ratings, due dates, and remindersTrack habits, take notes, and create outlines |
| Any.do | iOSChromeAndroid | Create a to-do list with swipe-to-complete and drag-and-drop features Get push notifications reminding you to create your list in the morning Shake your device to clear all completed tasks |
Making a To-Do List FAQs
1. Are to-do lists effective?
While the benefits of to-do lists are endless, the key is being effective when listing. Look at both your calendar and to-do list; this helps you effectively plan when tasks need to be done. Ensure all your tasks are written in one place and prioritized.
2. Why does making lists help alleviate anxiety?
To-do lists help you calm your anxiety by providing you with a plan you can stick to, giving you structure, and proving what you have accomplished during the day or week. Beyond just thinking of what you have to do, think about what you have done.
Making a To-Do List Key Takeaways
Don’t think of your to-do list items as burdens; instead, they are gifts as they help you get stuff done, be more productive, and ultimately, become who you want to be.
The top key takeaways of creating effective to-do lists are:
- Science backs the reasons people love to make lists, from helping you prioritize your day and deal with information-overload to writing tasks down to remember what you need to do.
- There are at least 12 benefits to creating to-do lists, ranging from alleviating stress and anxiety to time management and overall boosting your productivity.
- Follow my step-by-step guide to creating badass to-do lists.
- There are 4 main formats for making to-do lists. Have you considered combining the Kanban method with the 1-3-5 Rule and Pomodoro Technique to improve your productivity even more?
- You can write to-do lists by hand or you can use apps to help you check off your tasks; even a combination method may work best as long as you don’t waste time on duplicate lists.
Are you a to-do list lover or hater? Share some tips with us on creating effective to-do lists.