Listen Below For The Entire Episode On The Systemize Your Life Podcast

This episode is a very casual conversation between me and a Systemize Your Life student. We talk about using my hybrid time management method. Then, we discuss where your to-do list fits in and talk through how to organize tasks and set priorities so that you can get everything done.

If you are always trying to get through your task list or feel overwhelmed by your to dos, this system is going to help a lot!

Step 1 to Organize Your To-Do List: Prioritize and Categorize

If you listen to the episode, you will hear my student talk about ranking her to dos. She is referring to my brain dump system.

Most people have way more tasks in their heads than what they actually need to get done. First, I teach people to write down all the to dos that are swirling around in their brains. Then, it is time to organize and prioritize those tasks.

The 1, 2, 3 Method: Separate Your To Dos Into Categories

Tasks ranked as 1’s– These are important tasks that absolutely have to get done this week. Some of them will be items with real deadlines. Others might be tasks that will have consequences if you forget to do them. (Like bills that need to be paid.)

Tasks ranked as 2’s– These tasks feel urgent. However, nothing negative will happen if they don’t get done right away. 

Tasks ranked as 3’s– These are tasks you’d really like to do but they aren’t urgent in any way. These to dos are often projects. (We will talk about how to manage those in step 3.)

Reduce Stress by Separating Business Tasks from Home Tasks

Another important part of organizing your to-do list is to separate business tasks from home and personal tasks. The most instant relief people get when they start using my method is the realization that, oh this to-do list that I’ve been using has house to do’s, family to do’s, work to do’s, house projects, dream wish list things, it’s just like a massive dump!

Learning to organize your to-do list and prioritize what actually needs to get done will instantly reduce feelings of overwhelm.  The best to-do list is one that feels manageable!

Step 2 to Organize Your To-Do List: Set Aside Time for To-Dos Each Week

Now that you have a manageable to-do list, it’s time to schedule when you’ll get those tasks done. Reserve time for to-dos on your calendar, just like you would an appointment. I know that might sound silly or unnecessary but it works!

During the podcast episode, my student said, “For the first time I actually did the hybrid method. I noticed I had this kind of resistance or belief that I shouldn’t need to map out when I’m going to get tasks done. I felt like I should be able to just do it. Obviously it doesn’t happen that way. I don’t know why I thought that was going to magically start working. It has been really helpful to find time to just work on my to-do list at the beginning of the week. It felt so great to get things knocked off the list!”

What If You Have Too Many Tasks For Your To-Do Block?

Especially when you are just learning how to organize your tasks, you might underestimate how much time you’ll need to get everything done. If you aren’t able to finish your to dos during the time you set aside, look at where else you can put them during the week. For example, you could decide to run an extra errand while you are out getting groceries on Saturday morning.

You may even have to remove something from your week and replace it with to-dos. You can always find creative places to put that last task. When you just have these few tasks left, you feel confident that you can find time for them.

Step 3 to Organize Your To-Do List: Identify Your Projects

There will be some items on your list that will never be 1’s. Those are the 3’s. Often 3’s are projects instead of a traditional to-do list item. 

The Difference Between Projects and To Dos

There is a big difference between projects and a to do. Your to-do list functions for a very specific reason. This is honestly the largest issue that I see across the board. When people lump everything together in one place it feels like too much.

Now that we’ve separated out what needs to get done right away, those tasks essentially become your to-do list. That is what goes in the 2-hour to-do block each week week. After you complete all your 1’s, you can move on to your 2’s.

To help you stay focused, group similar tasks. If you notice you are repeating the same to dos over and over again, look for ways to automate the process.

Your 3’s, or your projects, will need separate time in your schedule.

When Should You Do Projects? 

There are two different ways I love to tackle projects: 

Option 1: When the Opportunity Naturally Presents Itself 

For example, 2 weeks ago we woke up and realized we had the whole day open. We literally worked for 10 hours on landscaping that day. It felt great! My husband and I were just totally in alignment with everything. We used that opportunity to focus on the project and get it done.

Option 2: Schedule Your Projects

The other way to get projects done is to schedule them. Just like you set aside time for your to-do blocks, you can schedule and set reminders for projects.

For example, our garage is an absolute heinous nightmare and has been since we moved. It’s been a year and I still can’t park in my garage! This is a huge project for us.  I literally look for time on the calendar to fit it in. If I find four hours on a certain Saturday where we can focus on the garage, we set that time aside. We split it into smaller tasks and get as much as we can done during those four hours.

If you have multiple projects you need to work on, make sure that you know how much time you’ll need for them. Whether it is at least one Saturday a month or whatever that amount of time needs to be for you. 

The Easiest Way to Organize Your To-Do List

You don’t have to feel overwhelmed by your task list. Sorting tasks, identifying the most urgent to dos and assigning them a time in your schedule will instantly lower your stress. Remember, the best to-do list is one that feels manageable to you!

If you want to know exactly which systems your home needs to run smoothly, take this free quiz. You’ll get a custom system delivered to your inbox. The results will tell you exactly where to start systemizing.

It shouldn’t feel like you need a project manager just to get through everyday life. With my plug and play systems, you can start prioritizing work that matters and creating time for the things you really want to do. You can do this!