Let me ask you—how do you keep track of everything you need to do?
Whenever I ask this question, the most common answer I hear is: “I just make a to-do list.” People tell me they start their day by jotting down everything they need to do, and that becomes their list.
But here’s the follow-up question I always ask: Is that the best way to manage your tasks? The response is usually hesitant: “Maybe…? I don’t really know—I’ve never been taught how to do it.”
In this video, I want to share a simple 3-step system that can help you manage your tasks far more effectively.
I recently worked with a group of leaders from a large mining company, and we got into a discussion about task management. Some of them still use paper lists, others use Excel, a few have apps like OneNote. But no matter what tool they use, most admitted they are overwhelmed by their endless to-do lists.
That’s the key issue with most to-do lists: they’re never-ending.
The biggest mistake I see people make is using their to-do list as the final step. They write everything down, pull out the list from time to time, and just tick tasks off randomly.
Here’s the problem with that approach: not all tasks are created equal. Some tasks are urgent, others are important. Some take 5 minutes, others need an hour. And some? They don’t even need to be done at all.
To manage your tasks effectively, you need more than just a list. You need a plan. I break it down into three simple steps: Time, Priority, and Diary.
Time. For each task on your list, ask yourself: How much time do I actually want to dedicate to this task? Be specific. Is it 15 minutes? 30 minutes? An hour? This gives you clarity about what you’re working with and stops tasks from dragging on endlessly.
Priority. Next, go through your list and prioritise based on impact, not urgency.
Ask yourself: Which of these tasks will have the most impact in the long run?
This is key. We’re often so focused on what feels urgent that we forget to work on what really matters. Rank your tasks—what’s your number one priority? Your second? Your third?
Diary. Finally, once you’ve got your priorities sorted, take those tasks and book them into your calendar.
This is the most important step. Don’t just leave your to-do list floating around—block out time in your diary. Create “meetings with yourself” to make sure these tasks actually get done.
When you follow these three steps—Time, Priority, and Diary—you’ll notice a few things happen:
- You’ll start focusing on the tasks that create the most impact, rather than just ticking off the easy ones.
- You’ll protect your time for what really matters, instead of letting distractions take over.
- You’ll feel more in control of your day, instead of overwhelmed by your list.
So, my question to you is: Do you use a to-do list? And if you do, is it just the final step—or do you take the time to think about time, priority, and scheduling?
This is this week’s Work Smarter: Live Better tip. Try this 3-step system and see the difference it makes.
Hope you have a lovely day!
A bientôt,
Cyril
