To-do list

The to-do list is such a key component of modern productivity and management systems that it's easy to overlook. It's the foundation upon which everything rests, yet it is mostly invisible. This guide takes a second look at the to-do list through the same lens we would use for any other productivity system.

We'll cover best practices for using to-do lists and show you how to get more from this essential tool.

Want to start right away? Use Workflowy's free online to-do list maker.

For as simple as a to-do list can appear at first glance, a bit of thinking can go a long way in terms of making it useful. And sometimes, it's really all you need to handle your work, so why complicate things?

How to use a to-do list

We've all used to-do lists before. But have you taken the time to consider what you're doing? It seems straightforward: write things down, check what's next, do the task, mark it complete, and move on. That's how many people use to-do lists, unaware that there's some nuance to getting the most out of the method.

There are several steps involved if you want to avoid common issues, such as:

• Multiple to-do lists scattered everywhere
• Having a list but not knowing what to do next
• Adding more items to an already overloaded list
• Not having access to the list when they think of a new to-do

To help you avoid these and other problems, we've created a simple acronym for the crucial steps. And who doesn't love a good acronym? CORE stands for Capture, Optimize, Refine, and Evaluate. Let's look at how each step makes to-do lists a powerful method in their own right.

The CORE steps for using to-do lists: Capture, Optimize, Refine, and Evaluate.

Capture items in your to-do list

This is an obvious but crucial step. Things need to find their way onto your to-do list or they'll have no chance of getting done. That sounds simple, but ignoring the practical details can leave you with a suboptimal solution.

Make it easy When it comes to capturing to-dos, make it as easy as possible to add new items. The more friction there is, the more likely you are to try to remember something rather than add it to your to-do list. That's a recipe for forgetting things.

Workflowy makes it easy to add new items on the web, in desktop apps, and in mobile apps. No matter where you are or what you're doing, you can have quick access to your Workflowy account.

There should be a single source of truth that holds all your to-dos. We recommend keeping one to-do list rather than several scattered everywhere.

By keeping everything in a single list, you avoid accidentally misplacing items or having to think about where something goes before you capture it. The key here is to make the process of capturing things as simple and effortless as possible - this is how you turn it into a habit.

Optimize

Not everything that finds its way onto your to-do list has the same urgency. Optimize your list so the most important and impactful items come first. This gives you the confidence to trust the next item on your list instead of second-guessing yourself.

Sort and prioritize You want to have some methodology for sorting items in your list, otherwise it'll be tempting to scan your list, pick whatever feels easiest at the moment and do that instead of what actually matters. In other words, if you don't have a system in place that you trust, then any item on your list is as good as any other item, right? So let's not do that.

There are several prioritization systems available, but we recommend you stick to something simple like 'Eating the frog' or the 'Eisenhower method'.

Eating the frog This is a simple method where you find the most difficult and important task for the day and put it at the top of your to-do list. Getting it out of the way early frees up the rest of your day for less important tasks and provides a sense of accomplishment.

Eisenhower method The Eisenhower method sorts tasks into four categories based on their urgency and importance. It requires a little more effort than simply 'Eating the frog' but can be useful if you don't have a single big task to handle each day but rather lots of smaller activities.

All tasks fall into one of four categories based on whether they are urgent and important. Urgent and important tasks are placed first on your list, next come the important but not urgent, then the urgent but not important, and lastly those that are neither urgent nor important.

The Eisenhower method

You can simply tag items using four different tags to indicate what type of task they are.

Another option is to use dividers to group your to-dos.

Refine

Once you've ordered your to-do list, make sure every item has a clear, actionable step. If an item doesn't have a clear next step, break it down.

Divide and conquer Some items on your to-do list will really be projects with multiple steps. List those steps beneath the item so it's clear what to do when you start working on it. Otherwise, you risk seeing a big, vague piece of work and deciding to work around it.

Clarity makes even the most challenging and complex activities as simple as putting one step in front of the other. Anxiety about the unknown is one of the biggest reasons we avoid doing certain things. By proactively listing what those steps are, you make it easy for future you to simply check what the next step is to chip away at the big project.

How granular you get with your to-dos is up to you. Break them down until the next action is clear.

Evaluate

As time goes on and your list grows, you want to make a habit of evaluating the contents. What tasks have shifted in priority, what tasks should really not be on your list, what tasks are missing.

While it's tempting to keep adding things to your to-do list, time is finite, and you're not going to get to everything—at least not anytime soon. Keeping everything on a never-ending list will only make you anxious. Be ruthless about eliminating tasks you know you're not going to do.

Be realistic about what you're capable of getting done. Otherwise, your to-do list goes from being a productivity tool to a list of nice thoughts. It isn't a list of what you'd like to do; it's a list of what you're going to do. Review it daily to see what needs to be removed, added, or moved.

Conclusion

Sometimes the simplest systems are all we need to stay organized day to day. By keeping the four CORE steps in mind, you can improve your to-do-list skills and avoid needing a more complex system. If you use to-do lists as part of another system, you'll also be better equipped to manage that part—for example, the Ivy Lee Method.

Far from being an inbox where tasks pile up, the humble to-do list can provide useful structure and lay the foundation for other productivity tools, such as calendars, the Pomodoro Technique, and time blocking. Keep CORE in mind the next time you make a list—it might be all you need.