10 Simple Ways to Simplify Your To-Do List

We’ve all been there – staring at a never-ending to-do list that’s packed with more tasks than we could ever possibly complete in a day. It’s not just overwhelming; it’s downright paralyzing. Your heart sinks as you watch that list grow longer and longer, like some kind of productivity-killing monster.

Let’s face it: these mammoth to-do lists are the ultimate irony. They’re supposed to keep us organized, but instead, they leave us feeling stressed, scattered, and utterly frustrated. And here’s the kicker: the longer that list gets, the less likely we are to tackle anything on it.

That’s where the magic of simplification comes in. It’s time to cut through the noise and zero in on what truly matters. A simplified to-do list isn’t just about doing less – it’s about doing more of the right things, the things that actually move the needle in your life and work.

In this post, I present 10 strategies that I’ve been using on and off for the last decade or so. You don’t need to implement all of them. Feel free to pick and choose depending on what you’re struggling with the most at the moment.

1. Go old-school with paper to-do lists

Using a paper to-do list might seem a bit old-school, but it’s actually a smart move if you’re looking to simplify your tasks. The beauty of a paper list is its natural limitation – there’s only so much space, so you’re forced to prioritize what really matters. This means you’ll focus on fewer tasks, but the ones you choose will be more important and achievable.

Another perk of going paper-based is fewer distractions. With a physical list, there are no notifications, app alerts, or temptations to multitask. You can zero in on what needs to be done without the digital noise. Plus, writing things down by hand has its own benefits—it makes your tasks feel more real and gives you a sense of commitment. And let’s be honest, there’s nothing quite as satisfying as crossing something off a to-do list with a pen.

If you’re interested in a more “original” paper solution, at the bottom of the post I’m sharing something that I used to do a while back and it worked perfectly for me at that time. Quick spoiler, it involved cards like these:

2. Pick tasks based on the “1-3-9” model

One of the easiest ways to prevent your to-do list from becoming overwhelming is by using the “1-3-9” rule. This simple method involves choosing 1 must-do task, 3 should-do tasks, and 9 can-do tasks each day. By categorizing your tasks this way, you naturally prioritize what’s most important while still acknowledging the less critical items. I mentioned this method a bit in one of my previous posts here.

The beauty of the “1-3-9” rule is that it keeps your list realistic and manageable. Focusing on just one must-do task ensures that even on the busiest days, you’ll accomplish something essential. The three should-do tasks give you a solid sense of progress, while the nine can-do tasks provide flexibility without overwhelming you. This method helps you maintain momentum without the stress of an endless list.

By sticking to this structure, you can tackle your to-do list with clarity and purpose, making it easier to get through your day with a sense of accomplishment.

3. Time-block

Simply listing tasks isn’t always enough to get them done. If you need this additional nudge, as I sometimes do, then time-blocking can be that.

Time-blocking involves assigning specific time slots to each task on your list, which forces you to think about how long each task will take and when you’ll do it. This technique not only helps with better time management but also makes your list more actionable.

By dedicating time slots to each task, you can ensure that your day is balanced and productive. Instead of getting stuck on one task or letting your list spiral out of control, time-blocking gives you a clear roadmap for the day. It also encourages you to be more realistic about what you can accomplish in the available time, reducing the likelihood of overloading your schedule.

4. Embrace the “two-minute” rule

Not every task on your to-do list deserves to be there.

That’s where the “two-minute” rule comes in. This simple yet powerful rule states that if a task will take less than two minutes to complete, you should do it immediately instead of adding it to your list.

The beauty of the two-minute rule is that it keeps your list lean and focused. Small tasks like sending a quick email, filing a document, or making a brief phone call are easily knocked out in the moment, freeing up mental space for more significant tasks. Plus, completing these small actions instantly gives you a sense of progress, which can build momentum for tackling larger tasks.

5. Prune regularly

Even the most well-organized to-do list can become bloated over time, and especially if you tend to postpone things from one day to another.

That’s why regular pruning is essential. Taking a few minutes each week to review your list and remove tasks that are no longer relevant or necessary can make a big difference in keeping things manageable.

I’ve been a big fan of this particular aspect of my productivity routine. I’m really not good when it comes to postponing stuff at times, so regular reviews and pruning helps me stay focused on what’s truly important and prevents the overwhelm that comes from trying to do too much.

Start by looking at tasks that have been sitting on your list for a while. Ask yourself if they’re still important or if they can be dropped or delegated. Often, what seemed urgent a week ago might not be relevant anymore. Letting go of these outdated tasks frees up space for new priorities and keeps your list fresh and actionable.

6. Use verb-noun format

How you phrase tasks on your to-do list can significantly impact your ability to get them done.

One effective strategy is to use a verb-noun format when writing your tasks. This simply means starting each task with a clear action verb, followed by a specific noun that describes the task.

For example, instead of writing “Client meeting,” you would write “Schedule client meeting” or “Prepare for client meeting.” This small change makes the required action immediately clear and helps you jump into tasks without hesitation.

The verb-noun format works because it transforms vague tasks into actionable steps. When you see a task that starts with a verb, your brain is primed to take action, making it easier to get started.

By adopting the verb-noun format, you can make your to-do list more actionable and straightforward.

7. Integrate the Eisenhower Matrix

The Eisenhower Matrix has been one of the most well known concepts in productivity.

When your to-do list is filled with tasks that all seem important, it’s easy to get stuck trying to figure out what to do next. That’s where the Eisenhower Matrix comes in. The method helps you prioritize tasks by dividing them into four categories based on urgency and importance:

1. Urgent and important: Tasks that need immediate attention and have significant consequences. These are your top priorities.
2. Important but not urgent: Tasks that are important but don’t need to be done right away. These should be scheduled for later.
3. Urgent but not important: Tasks that need to be done quickly but don’t have much long-term impact. These are often good candidates for delegation.
4. Neither urgent nor important: Tasks that have little impact and don’t require immediate action. These can often be eliminated, put on a backburner, or in the parking lot (more on this later).

Using the Eisenhower Matrix allows you to focus on what truly matters while preventing less important tasks from taking up too much of your time. It’s a practical way to cut through the clutter of your to-do list and direct your energy where it counts the most.

8. Batch similar tasks

Task batching involves grouping related tasks and tackling them in one focused session, rather than spreading them out throughout the day.

For example, instead of answering emails as they come in, you could dedicate a specific time block to handle all your emails at once. This reduces the mental load of constantly switching between different types of tasks and helps you maintain momentum.

Batching works because it minimizes the context switching that often leads to inefficiency and burnout. When you switch from one type of task to another, your brain needs time to adjust, which can slow you down. By focusing on similar tasks in one go, you can get into a rhythm and complete them more quickly and with better focus.

This approach is particularly effective for tasks that require a similar mindset or tools, such as administrative work, creative tasks, or errands. By grouping these tasks together, you can knock out several items on your to-do list in a shorter amount of time, leaving you with more mental energy for other priorities.

9. Set task context

Adding context to your tasks can make it much easier to tackle them when the time is right. This technique comes from the Getting Things Done (GTD) methodology, which suggests that each task should include information about where it can be done, what tools are needed, or the conditions required for completion.

For example, instead of just writing “Draft report,” you might add “Draft report at office.” This extra detail helps you quickly identify tasks that you can work on when you’re in the right place or have the right resources.

Setting context for your tasks allows you to make the most of your time and environment. When you’re at your desk, you can easily scan your list for tasks that match those conditions. Similarly, if you’re out running errands, you can focus on tasks that require you to be out and about. This reduces the time spent deciding what to do next and helps you be more productive throughout the day.

By organizing your to-do list with context in mind, you can streamline your decision-making and reduce the friction that often comes with switching between tasks.

10. Put things in the parking lot

Sometimes, ideas and tasks pop up that aren’t urgent or directly related to your current priorities. Instead of letting these items clutter your main to-do list, create a “parking lot” for them.

This separate list is where you can store non-urgent tasks, ideas, and potential future projects. The parking lot gives you a designated space to capture these thoughts without letting them distract you from what truly matters right now.

The parking lot is especially useful for those moments when inspiration strikes or when you think of something you might want to tackle later. By jotting it down in a separate place, you free your mind from worrying about it while keeping your main to-do list focused and streamlined. You can revisit your parking lot during your weekly reviews or when you have extra time, deciding then if and when these items should move to your active list.

If you’re wondering how or where to actually store them, consider my favorite tool – Notion. You can build a database of all your tasks there and mark the parking lot accordingly.

Bonus: Daily action cards

This idea is based on the rough process that you’ll find in basically every restaurant. I know, weird, but hear me out.

So with the daily action cards, we’re creating something very similar. Here’s my actual setup with the task rail:

Each card represents a single (yet not all that simple) task. When the task is done, the card can be discarded or kept for reference.

Let’s break down an individual card:

📥 Here’s the download link for the printouts (no opt-in … but please do opt in if you like this stuff; I have way more goodies waiting on the other side).

It’s a PDF. Just print it out on a standard A4 sheet of paper. Each page holds 6 cards:

By the way, when doing my research, I found that Dave Seah designed something similar a couple of years ago. Feel free to check it out if my version is not 100 percent up your alley.

A to-do list you can actually do

Let’s be clear: simplifying your to-do list isn’t about doing less – it’s about doing what matters most.

By using techniques like the 1-3-9 rule, time-blocking, and task batching, you can transform that overwhelming list into a focused action plan. Tools like the Eisenhower Matrix and the two-minute rule help you prioritize effectively, while regular pruning and a “parking lot” keep your list lean and relevant.

Remember, your to-do list should work for you, not against you. By focusing on what truly counts and ditching the clutter, you’ll accomplish more with less stress. A simplified list isn’t just a productivity hack – it’s your ticket to a clearer, calmer daily routine.