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"Where do I start?"
Would you be surprised to know that I hear that question every week from both new and established clients?
Yesterday we talked about the challenges of overwhelm and some suggestions on how to approach the subject mentally.
Today I want to get down to brass tacks and give you a "to do" list for your "to do" list.
When a task list feels overwhelming, the key is to break it down into manageable parts and prioritise effectively.
1. The Brain Dump (Declutter Your Mind)
What to Do: Write down everything—big, small, urgent, non-urgent—that’s on your mind. Don’t worry about order or organisation.
Why It Helps: This clears mental clutter and provides clarity on the full scope of your tasks.
I've often said that the main benefit of a list is to be able to empty your mind before you go to sleep at night.
2. Categorise the Chaos (Organise the Tasks)
Sort your tasks into the following categories:
Must-Do Today: High-priority items with deadlines or critical consequences.
Important but Not Urgent: Tasks that need attention but can wait.
Quick Wins: Small tasks that can be completed in 5–10 minutes.
Delegate or Delete: Tasks you don’t need to do personally or at all.
3. Prioritise with a System
Use a prioritisation framework like the Eisenhower Matrix (see attachment)
Urgent & Important: Do these immediately.
Important but Not Urgent: Schedule these for later.
Urgent but Not Important: Delegate if possible.
Not Urgent & Not Important: Consider dropping these.
4. Chunk It Down (Divide into Actionable Steps)
For large tasks, break them into smaller, actionable steps. Example: Instead of “Plan Marketing Campaign,” list steps like:
Draft campaign outline (20 min)
Decide on main messages (15 min)
Meet with team to brainstorm (30 min)
5. Time Block Your Day
Assign specific time slots for your tasks. Be realistic—avoid overloading yourself.
Morning: Focus on high-energy, important tasks.
Afternoon: Address lower-priority or routine tasks.
Evening: Plan tomorrow and wrap up quick wins.
6. Use the “Two-Minute Rule”
If a task can be done in under two minutes, do it immediately instead of putting it on the list.
7. Limit Your Daily Focus
Commit to completing 3–5 key tasks each day. This helps maintain momentum without overextending yourself.
We like marginal gains!
8. Celebrate Progress
Each time you finish a task, check it off or cross it out—it’s psychologically rewarding and boosts motivation.
p.s. Hnads up - who completes a task during the day that isn't on a list - then adds it to the list so that they can cross it off again? (My hand is raised - I do it all the time 😉)
9. Reassess and Adjust
At the end of each day:
Review what’s left.
Move unfinished tasks to the next day, reprioritising as needed.
Tools That Can Help:
Digital Options: Todoist, Asana, Trello, or Microsoft To-Do.
Physical Options: A simple notebook or a planner with sections for priorities.
Hybrid Approach: Use sticky notes for quick wins and digital tools for larger projects.
By taking small, intentional steps and focusing on what truly matters, you’ll transform an overwhelming task list into an achievable plan.
Here's an example of The Eisenhower Matrix for a manager - by all means print this and share - and then create one for yourself - and share with your team!
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