How to Keep a To-Do List that Actually Gets Done
1. The Golden Rule: Make a list of tasks, not projects
- A task is something you can do in one sitting, ideally in 30 minutes or less.
- A project is a longer-term goal that usually takes several steps (or tasks) to complete.
- To break a project down into tasks, visualize yourself doing it. What are the different steps you need to take?
- For example, imagine that your project is to write a paper. You might think that “do research for paper” is the first task, but when you visualize yourself doing the research, youʼll probably realize that you donʼt just sit down and “do research.” Instead, you might brainstorm ideas, search the library database, or look through your class readings. Those are the tasks. “Do research” is actually another sub-project!
- Whatever planner system you use should have a place to break tasks into sub-tasks. Itʼs hard to hold all of your sub-tasks in your mind; writing them down gives you a better sense of what youʼve accomplished and what still needs to get done.
2. Organizing Your List
There are many different ways to organize your to-do list, and different approaches work differently for different people. Experiment by trying some of the strategies below, either alone or in combination with one another, and see what works best for you.
Digital To-Do Lists
- Apps and websites can be helpful if you want to access your lists on different devices. Here are some favorites from our Peer Learning Consults:
- Any.do: This app is pretty basic, which makes it very easy to start using. You can create sub-tasks within a general task, and easily shift tasks to different days.
- Asana: This web- and app-based platform offers many different features, so it can feel overwhelming to new users. But if you like to categorize and organize your to-dos and want advanced tools like Gantt charts and future task scheduling, itʼs worth checking out.
- Trello: This web- and app-based tool offers a more visual experience; it allows you to organize your tasks on boards, similar to moving around post-its. If you like to see everything at once and are more of a spatial thinker, this might work well for you.
Weekly and Daily Lists
- Using weekly and daily to-do lists together can help you keep the “bigger picture” in mind while staying focused on the day-to-day things that need to get done.
- Create a list of everything that you need to get done in the next week.
- Every morning, review your weekly list and decide what youʼre going to do that day. Transfer those tasks to a separate daily to-do list that you can refer to throughout the day. (Note: If you want, you can make your daily list the night before. Some students find that this helps reduce stress for a better nightʼs sleep.)
- Repeat. To increase the likelihood that youʼll follow through, pick a regular time each week to make your weekly to-do list, such as every Friday afternoon or every Sunday evening
Demanding and Non-Demanding Tasks
- Some tasks require higher levels of energy and focus than others. By taking into consideration the difficulty of each task and planning accordingly (like saving the hardest tasks for when youʼre most alert), you can improve your efficiency and avoid burning out.
- Create a list of tasks that need a high level of energy and focus, like studying or completing a problem set.
- Create a separate list of tasks that can be done more easily, like booking travel or downloading reading material.
- Work from the appropriate list, based on how much time, energy, or focus you have.
- Pro Tip: This is a great strategy to use in combination with your calendar. For instance, you might schedule shorter, easier tasks in between classes or after long lectures.
Paper or Digital Calendar
- Ever wonder where the time went? A calendar can help you quickly and easily identify how youʼre spending your time. You can use any paper or digital calendar, as long as it has space for each hour of the day.
- Block out your class times, office hours, and other meeting times on your calendar. Include non-academic needs as well, such as sleeping, eating, exercising, and socializing.
- Refer to your weekly to-do list. Next to each task, write down how long you think the task will take. (Pro Tip: If youʼre not sure, overestimate! This is an easier problem to solve later on than underestimating).
- Look at the blank spaces on your calendar and decide when youʼre going to get the tasks on your to-do list done. Then, schedule them in just like a meeting! Remember that you can break large projects into smaller tasks.
Created by Stanford University's Center for Teaching and Learning