Managing tasks effectively is a skill that can transform your productivity and peace of mind. Read on to discover my simple 7-step action plan for better task management and a bonus mindset tip that will revolutionise how you approach your to-do list.
Rule #1: Write Tasks Down Immediately
Inspiration strikes at the most random times—walking the dog, taking out the trash, or playing with your kids. When a task pops into your head, don’t rely on memory to save it for later. Chances are, it’ll vanish just as quickly as it appeared.
The solution? Write it down right away using a task management tool on your phone, smartwatch, or a physical notebook. ‘Quick-capture’ is key! In my system, all tasks go straight into a central master list that I process (prioritise and set timelines) later.
Rule #2: The Two-Minute Rule
Not all tasks are created equal. If something takes less than two minutes to complete, and you have the time, space, and ability, do it right away instead of adding it to your to-do list.
This principle, popularised by David Allen in his book “Getting Things Done”, prevents small tasks from piling up, offers a quick win, and clears your mind for more important work.
Rule #3: Focus on the Next Physical Action
The way you phrase tasks can make or break your productivity. Be specific and action-oriented. Instead of vague directives like “figure out” or “think about,” use actionable verbs like “call,” “write,” or “schedule”, for example.
This clarity reduces friction and makes it easier to dive into your tasks when the time comes to sit and do your work.
Rule #4: Include All Relevant Information
Tasks are most actionable when they include everything you need to complete them. Add links, phone numbers, email addresses, or key details directly to the task where ever you’re recording it.
For example, if the task is “Reply to email…” include a link to that exact email so you don’t waste time searching for it later.
Rule #5: Pick Three Important Tasks Per Day
A long to-do list can feel crushing. Avoid overwhelm by choosing just three key tasks to focus on each day.
This simple rule forces you to prioritise what truly matters and keeps your workload realistic and manageable. If you get all three done before the end of the day, great! Take the afternoon off, dive into some planning or deep thinking, or pick one of tomorrow’s tasks and get cracking.
Rule #6: Match Tasks to Your Energy Levels
Not all hours in the day are created equal.
If you’re a morning person, reserve those high-energy hours for deep, focused work and save lighter, less demanding tasks for the afternoon when your energy dips. If you’re an afternoon or evening person, switch this formula around.
You can even tag tasks by energy level in your task manager for easier scheduling.
Rule #7: Schedule Focused Task-Time in your Calendar
Between never ending email and meetings (my God, the meetings), I bet finding time to get through your to-do list is really challenging. It’s hard to get anything done without planning for it, so block time out in your calendar for your priority tasks.
Then treat those blocks of time like a meeting with your boss i.e. don’t be late, and don’t let other less-important stuff get in the way; no way you’re skipping a meeting with your boss, right?
Bonus Tip: Let Go of Guilt and Shame
Here’s the truth: a lot of tasks on your to-do list will never get done—and that’s okay. Consider your task manager as a brainstorming space, not a contract.
The only tasks that truly matter are the ones you deliberately choose to work on today. Embrace this mindset, and free yourself from the guilt of an unfinished list.
Life is too short to spend it chasing perfection.
Do you have any tips for managing your to-do or task list? Share them in the comments below.
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