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5 steps to fix your to-do list trap

White woman wearing a peach hoodie writing in a pink journal
Written by Cat Dunn on December 13, 2024

Is your to-do list longer than your arm?

You’ve got the color-coded pens, the fancy planner, and a to-do list longer than your arm (maybe both combined!). So why does it feel like you’re spinning your wheels and getting nowhere?

Brunette woman writing in a notepad whilst looking at her mobile phone

Your to-do list is holding you back

Here's the hard truth: your to-do list might be the very thing holding you back. Let’s dive into why this happens and, more importantly, how to fix it.

The to-do list trap

To-do lists are meant to organise your day but often they morph into overwhelming beasts that leave you feeling defeated before you even start. Why?

  1. They’re too long
    When everything feels like a priority, nothing actually is. An endless list of tasks creates analysis paralysis, where you’re unsure where to begin
  2. They’re not strategic
    If your list isn’t tied to your bigger goals, you’re spending your time on “busy” work instead of impactful actions
  3. They have unrealistic timelines
    Adding 15 tasks to a single day? That’s a recipe for burnout, not brilliance.
  4. They don’t utilise delegating
    Visionaries like you aren’t meant to be bogged down by admin tasks. Yet, many entrepreneurs hesitate to hand off work to their team (or don’t have one yet)

How to fix your to-do list trap

Your to-do list doesn’t need to be the enemy. With a few tweaks, it can go from chaotic to empowering.

  1. Adopt the rule of three

Each day, identify the three most important tasks that align with your big-picture goals. These should be actions that drive results, not just tick boxes. Everything else? Put it on a separate “later” list.

  1. Prioritise Like a pro

Use the Eisenhower Matrix:

  • Urgent and important? Do it now
  • Important but not urgent? Schedule it
  • Urgent but not important? Delegate it
  • Neither urgent nor important? Bin it

This framework ensures you’re focusing on what truly matters.

  1. Set time blocks

Stop multitasking - it’s killing your productivity. Instead, assign specific time blocks. I like to use a Pomodoro timer. This helps you stay focused and avoids the classic “I’ll just do this quick thing first” spiral.

  1. Use automation and delegation

Tools like Asana, Trello, or ClickUp can automate reminders, track progress, and keep your team in sync. Not everything needs your personal touch. An OBM (Online Business Manager) can also help you streamline operations, so you can focus on your genius zone.

  1. Review and reflect

At the end of each week, assess what worked and what didn’t. Did your to-do list reflect your priorities or did it get hijacked by distractions? Use these insights to refine your approach.

Your to-do list is no longer a dead weight

Your to-do list is an empowering tool, not a dead weight that drags you down. By keeping it simple, strategic, and aligned with your bigger vision, you’ll reclaim your time and energy for what truly matters.

White piece of paper that says 'TO DO LIST' and 'mainly procrastinate'

So rockstar, let’s stop being slaves to the list and start running the show. Need help getting there? An OBM might just be your new secret weapon.

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