# Make Better To-Do Lists: 15 Tips that Work for Managers > Make better to do lists with 15 practical tips to capture, prioritize, and set deadlines. Plus real examples, the 1-3-5 rule, and an app checklist for teams. Source: https://asana.com/ko/resources/make-better-to-do-lists ## Make better to do lists: 15 tips that work for managers #### Summary A well-organized to-do list helps you manage tasks and reduce stress. This article provides 15 actionable tips for capturing, organizing, and prioritizing your work, along with real examples, guidance on choosing the right to-do list app, and popular methods like the 1-3-5 rule to help you and your team achieve goals with greater clarity.Everyone loves checking things off a to-do list, but when done wrong, lists can cause more harm than good. [Disorganized lists lead to missed deadlines](/resources/missing-deadlines) and unnecessary stress. The good news? Building an effective to-do list is a skill you can learn. In this article, you'll discover 15 concrete tips to capture, organize, and prioritize tasks effectively. You'll also explore popular methods like the 1-3-5 rule, see real examples, and learn what to look for when choosing a to-do list app. ## What is a to-do list? A to-do list is an organized record of tasks you need to complete, typically sorted by priority or deadline. It acts as an external memory system that reduces cognitive load, helping individuals and teams focus on what matters most. Whether you use a written notebook or a digital app, to-do lists transform scattered thoughts into clear, actionable work. To-do lists can be used for: - **Daily tasks:** Chores, meetings, and immediate action items - **Weekly milestones:** Project deadlines and recurring responsibilities - **Long-term goals:** Strategic initiatives and professional development - [Team collaboration](/resources/teamwork-in-the-workplace)**:** Delegated tasks and shared accountability ## Why use a to-do list? An effective to-do list does more than just track tasks. It helps you achieve your goals with less stress. Here's why to-do lists work: - **Reduces overwhelm:** Organizing your work in one place helps you focus your energy where it matters most. - **Builds momentum:** Checking items off provides a sense of accomplishment that motivates continued progress. - **Saves time:** Good [time management](/resources/time-management-tips) starts with a plan; less time deciding what to do means more time doing it. - **Improves focus:** Knowing your priorities helps you avoid distractions and stay on track. ## Daily vs. weekly to-do lists Choosing between daily and weekly to-do lists depends on your planning style and work demands. Here's how they compare: Format **Best for** **Key benefits** **Daily to-do list** Short-term, detailed planning Focus on immediate tasks, manage packed schedules, track time-sensitive work **Weekly to-do list** Big-picture planning Flexibility to shift tasks, balance multiple projects, plan ahead Many people find success using both. A weekly list sets the overall direction, while daily lists provide the specific, actionable steps to get there. ## 15 tips for a better to-do list If you're ready to take your to-do list to the next level, try these 15 tips to maximize your clarity and reduce inefficiencies. Note that most of these tips assume you're using a to-do list app to organize your work and [increase productivity](/resources/how-to-be-more-productive). ### 1. Capture everything It's better to write something down and mark it as complete later than to forget it altogether. This capture-first approach is a cornerstone of the [Getting Things Done (GTD)](/resources/getting-things-done-gtd) methodology. - **Pro tip:** Choose a to-do list app with a [great mobile experience](/download) so you can capture ideas on the go. 인간의 두뇌와 기억력에 대한 의존도를 줄이면 향후 삶이 더 편리해집니다. Asana는 사람들의 인지 부하를 줄이고 명확성을 제공합니다. ### 2. Lists, lists, and more lists To-do lists become overwhelming when they contain a random mix of tasks. Mixing a campaign brief reminder with vendor sourcing notes can be confusing. To take control, create multiple lists in your to-do list app: - One list per project or large initiative - A list for immediately actionable work - A list for future project ideas - A personal list for non-work tasks That way, you can open only the list relevant to the work you're doing right now. ### 3. Organize your to-do list by workflow, priority, or due date Re-organizing your to-do list every day is a waste of time, even if it's sometimes fun. Instead, create a well-structured task list from the start. Consider organizing by: - **Workflow stage:** Group tasks by status, such as "To do," "In progress," and "Complete" - **Priority level:** Use tags or sections to highlight high, medium, and low priority items - **Due date:** Sort tasks chronologically to see what's coming up next ### 4. Make it actionable Your to-do list is not the place to store thoughts or goals; those can bury your important work. Instead, capture them in a [goal-management system](/features/goals-reporting/goals) or project management tool. That said, switching between multiple tools can get overwhelming. Look for a way to capture everything in one place, like Asana, where you can separate actionable tasks from long-term goals. ### 5. Verbs first, details later In addition to making sure every to-do is actionable, we recommend starting most to-do titles with a verb. Starting to-dos with a verb will help you know exactly what each to-do is about. For example, the to-do "Three Facebook ad images" lacks detail. Try adding the term "design" to the front, and the to-do becomes actionable and clear: Design three Facebook ad images. ### 6. Prioritize your to-dos To get the right work done on time, you need to know which to-dos are most important. Whether you use a [priority matrix](/resources/priority-matrix), custom tags, or put high-priority items at the top, make sure you have visibility into your critical work. - [참고: 가장 중요한 업무를 우선적으로 처리하는 방법](/resources/how-prioritize-tasks-work) You don't have to tackle your most important work first. Here are common prioritization approaches: Approach **How it works** **Best for** **Eat the frog** Do the hardest task first to build momentum Procrastinators **Quick wins** Start with easy tasks to get the ball rolling Low-energy days **80/20 rule** Focus on the 20% of tasks that drive 80% of results Strategic thinkers **1-3-5 rule** Plan 1 big, 3 medium, and 5 small tasks daily Daily planning [Eisenhower matrix](/templates/eisenhower-matrix) Categorize tasks by urgency and importance Overwhelmed teams 이전에는 집에 와서 8시에 아들을 재우고 자정까지 이메일을 확인하면서 세부 업무를 살펴보고 진행 상황을 파악했습니다. 지금은 중요한 일이 무엇인지 정확히 파악할 수 있어 Asana를 통해 모두 처리할 수 있습니다. ### 7. Always include a deadline Knowing what to do isn't enough; you also need to know when to do it. Finishing important tasks on the wrong day can be just as problematic as not finishing them at all. Here's why deadlines matter: - **Creates accountability:** A date on your task makes it real and trackable - **Enables prioritization:** You can sequence tasks based on urgency - **Allows flexibility:** Even a placeholder date is better than none; you can always adjust it ### 8. Break big work into smaller tasks A common to-do list pitfall: seeing a task due tomorrow and realizing it's actually a week's worth of work. The solution is to break large tasks into smaller, manageable subtasks from the start. For example, instead of "Complete quarterly report," try: - Gather data from team leads - Draft executive summary - Create supporting visuals - Review with stakeholders Asana 덕분에 실제로 수행 중인 전체적인 작업량을 확인할 수 있어 수행 중인 작업 유형별로 우선순위를 다시 지정하고 전략을 다시 수립할 수 있었습니다. ### 9. Batch similar tasks Task batching means grouping similar activities together to minimize context switching. Every time you switch tasks, your brain needs time to adjust, so batching reduces mental friction and increases productivity. Examples of tasks you can batch: - Responding to emails at set times instead of throughout the day - Scheduling all meetings back-to-back on specific days - Processing invoices or approvals in one session - Writing multiple pieces of content in a single block Use [time management templates](/resources/time-management-templates) to track how long daily tasks actually take, then apply [time blocking](/resources/what-is-time-blocking) to batch similar work or automate repetitive tasks. ### 10. Celebrate your progress Every time you check something off your to-do list, you've accomplished something. That's worth celebrating, even if it's just a small pat on the back. At Asana, one of our core values is [Start with Heart](/company); the idea that how we work matters as much as what we build. That's why you might see unicorns and yetis fly across your screen when you complete tasks in Asana. 작업을 완료하면 화면을 가로질러 날아가는 유니콘과 같은 Asana의 기능은 업무를 ‘해야 할 일’이 아닌 재미있는 경험으로 만들어줍니다. ### 11. Review and prioritize your list at the end of the day Instead of spending your morning combing through tasks, organize your to-do list the night before. A 5 to 10 minute evening review sets you up to start the next day with clarity and momentum. Your evening review should include: - Moving incomplete tasks to tomorrow - Adding any new items captured during the day - Identifying your top priority for the morning ### 12. Turn off notifications Notifications help you stay on track, but sometimes being productive means turning them off. Use a "snooze" or Do Not Disturb feature to protect your focus time. 주의가 분산되면 치러야 하는 대가가 너무나 큽니다. Asana를 사용하면 모두가 추가 미팅 없이도 자신이 진행 중인 업무를 파악할 수 있으므로 팀이 흐름에 집중할 수 있습니다.According to [recent research](https://clockify.me/time-management-statistics), effective time management remains a challenge for most professionals, with only 33% of people using to-do lists to manage their work. ### 13. Track what you don't need to do You don't want to sink time into unimportant work. So while you always want to capture details in your to-do list, it's also important to cull it when necessary. If you're tracking to-do priorities, you already have insight into what's most and least important. Don't be afraid to deprioritize work. Tracking your to-dos is about getting control of your tasks so you can focus on what matters most. ### 14. Watch for stragglers We all have tasks that were due last week but haven't been completed yet. When you notice stragglers, ask yourself: - What's keeping me from completing this? - Does this need to be reprioritized or delegated? - Is there something unclear that's holding me back? Understanding why you're procrastinating helps you address the root cause and move forward. ### 15. Collaborate on one platform Personal organization only goes so far without visibility into your team's work, especially in [cross-functional](/resources/cross-functional-collaboration) environments. Effective collaboration requires a central source of truth that shows who's responsible for what. A shared platform enables your team to: - **Assign ownership:** Every task has a clear responsible party - **Track dependencies:** See how your work connects to others' - **Communicate in context:** Keep discussions tied to specific tasks With your team, you can organize what to do, why it matters, and how to get it done. ## To-do list examples A great to-do list brings clarity to your work, no matter the context. The best lists are specific, actionable, and organized for their purpose. ### Example 1: Daily personal tasks For managing your day, keep it simple and focused on immediate actions. - Draft presentation for weekly sync - Review and approve team expense reports - Follow up with the design team on mockups - Schedule 1:1 with new team member - Prepare agenda for tomorrow's project kickoff ### Example 2: Weekly project tasks When planning a week, group tasks by project or deliverable to maintain context and track progress. - **Project Alpha:** - Finalize project brief - Assign initial research tasks to team - **Q3 Marketing Campaign:** - Write copy for social media posts - Coordinate with graphics for ad visuals ### Example 3: Team collaboration list For shared projects, a collaborative list should clearly show ownership and status to keep everyone aligned. - **Task:** Develop new feature wireframes - **Owner:** Alex - **Status:** In Progress - **Task:** Write user documentation - **Owner:** Sam - **Status:** Not Started - **Task:** Conduct user testing - **Owner:** Casey - **Status:** Blocked ## Setting goals with to-do lists To-do lists bridge the gap between ambitious goals and daily action. By breaking larger objectives into specific tasks with deadlines, you create a clear roadmap from where you are to where you want to be. Here's how to use to-do lists for [goal-setting](/resources/types-of-goals): - [Clear objectives](/resources/goal-vs-objective)**:** The first step in achieving goals with a to-do list is to set specific, measurable objectives. A [goal-setting template](/templates/goal-setting) ensures that every task you add to your list contributes meaningfully to your end goal. - **Break goals into actionable tasks:** Once you have a clear goal, create an [action plan](/resources/action-plan) to break it down into smaller, [actionable tasks](https://help.asana.com/hc/en-us/articles/20160154656923-Creating-effective-tasks-in-Asana). This makes even the most daunting goals seem manageable and achievable. - **Prioritize tasks:** Not all tasks are equally important. Prioritize them based on urgency and relevance to your main goal. - **Track progress:** Keeping track of your progress is essential to staying on course. Regular updates and reviews can highlight your advancements or areas that need more focus. - **Collaborate and delegate:** When working in a team, use your to-do list for [team goals planning](/templates/team-goals-planning) and to [delegate tasks](/resources/how-to-delegate) effectively. Assign responsibilities based on each member's strengths and workload. By setting and approaching your objectives with a well-structured to-do list, you can transform daunting goals into achievable milestones. ## Say goodbye to the written to-do list Digital to-do list apps outperform paper lists in nearly every way that matters for productivity. While crossing items off paper feels satisfying, written lists come with real drawbacks: - Disorganized and hard to reorder - Prone to mistakes - Easy to lose - No reminders or due dates Instead, get started with a [to-do list app](/uses/to-do-list). Unlike a written to-do list, digital tools offer significant advantages: - **Sorting and prioritizing work**: Drag and drop items, use custom priority tags, and set up recurring tasks. Plus, visualize your work in multiple views, like lists or [Kanban boards](/uses/kanban-boards). - **Impossible to lose**: Access your list from any device, desktop, phone, or tablet, so you can capture to-dos wherever you are. - **Add context to your to-dos**: Attach documents, add descriptions, and connect [integrations](/apps) like [Google Drive](/apps/google-drive), [Google Calendar](/apps/google-calendar), and [Outlook](/apps/outlook). - **Create separate lists in one place**: Organize by project, team, or timeframe. A [daily checklist template](/templates/daily-checklist) helps turn recurring tasks into a repeatable routine. - **Set reminders** and due dates: Track deadlines and customize notifications to ensure you complete tasks on time. - **Collaboration**: When your priorities are clear, you can contribute more effectively to team projects and [collaborate](/resources/collaboration-in-the-workplace) with ease. If you're looking for a to-do list app, try [Asana](/product). Asana is a [work management tool](/uses/work-management) designed to help you organize your work so you know exactly what to do, why it matters, and how to get it done. Start with this [customizable to-do list template](/templates/to-do-list), which you can adapt for daily, weekly, or team-wide task tracking. ## What to look for when choosing a to-do list app The best to-do list apps share four key qualities: desktop accessibility, mobile functionality, real-time collaboration, and flexible pricing. Here's what to evaluate when choosing your tool. - [Read: Best task management software for teams](/resources/best-task-management-software) ### 1. Desktop app advantages Look for a tool with a [desktop app](/features/project-management/mobile-desktop-apps) that allows you to close distracting browser tabs and focus on priority tasks. The best options are accessible directly from your menu bar (Mac) or system tray (Windows). ### 2. Mobile app functionality Make sure your tool has a mobile app with functionality tailored for on-the-go productivity. The best options include smart features that let you capture to-dos instantly by transcribing your voice or taking a picture to create [action items](/resources/action-items). ### 3. Real-time collaboration Real-time collaboration features are essential for teamwork. Look for a tool that lets users comment, upload attachments, and tag teammates to ensure unimpeded collaboration, regardless of location. ### 4. Competitive pricing The best to-do list tools include [multiple pricing options](/pricing), making them a great choice for both individuals and teams. If the app offers a highly functional free version, that's ideal. ## Get started with your to-do list A great to-do list helps you get organized and gain visibility into your work. But to track team progress, you need a tool with robust [project management](/resources/benefits-project-management) features built in. Ready to bring clarity to your team and connect your individual tasks to larger projects? [Get started](/create-account) with Asana today. - [주간 할 일 목록 템플릿 만들기](/templates/weekly-to-do-list) ## Frequently asked questions about to-do lists #### What is the 1-3-5 rule? The 1-3-5 rule helps you plan a realistic to-do list by aiming to accomplish one big task, three medium tasks, and five small tasks each day. #### What is the 3-3-3 rule for tasks? The 3-3-3 rule divides your workday into three parts: three hours on your most important project, three shorter urgent tasks, and three maintenance activities like emails. This method balances deep focus with daily responsibilities. #### Can to-do lists help with ADHD? Yes, to-do lists can help manage focus with ADHD when kept short, specific, and visible. Using a digital app with reminders helps externalize memory and prompts action. #### What are examples of a good to-do list? A good to-do list is clear, actionable, and organized for its purpose; daily lists use simple checklists, while project lists group tasks by milestones or deliverables. - [프로젝트 관리](/resources/project-management) - [비즈니스 리스크를 예방하는 비상 대책을 수립하는 8가지 단계](/ko/resources/contingency-plan) 비즈니스 전략 프로젝트 계획 #### 글쓴이 원래의 계획이 실패하길 바라는 사람은 아무도 없습니다. 하지만 확실한 차선책을 마련해 두면 어떤 상황에도 잘 대처할 수 있습니다. 탄탄한 예비 계획을 세우면 예상치 못한 상황에서도 효과적으로 대응하고 최대한 신속하게 원래 계획으로 돌아올 수 있습니다.비상 대책은 부정적인 결과를 초래할 수 있는 상황에서 용이하게 대처하고 ... - [성공적인 변경 관리 프로세스를 수립하기 위한 6가지 단계](/ko/resources/change-management-process) 비즈니스 전략 영감 및 영향 컬렉션 #### 글쓴이 변경은 조직의 성공에 필수적인 요소입니다. 예를 들어, 조직이 성장함에 따라 새로운 툴을 도입하거나, 새로운 전략을 시도하거나 새로운 시장에 진입해야 하기 마련입니다. 작은 변화나 큰 영향을 미치지 않는 변화는 실행하기 쉽습니다. 하지만 전면적인 조직적 변경 사항을 실행해야 할 때 무엇을 해야 할까요?적절한 계획 없이 ... - [효과적인 프로젝트 킥오프 미팅을 진행하기 위한 10단계](/ko/resources/project-kickoff-meeting) 프로젝트 계획 #### 글쓴이 프로젝트를 성공적으로 시작하려면 많은 노력을 쏟아부어야 합니다. 하지만 프로젝트가 시작되기도 전에 계획에서 벗어난 것처럼 느껴질 때가 많습니다. 프로젝트에 참여하는 팀원과 이해관계자가 저마다 다른 지식을 가지고 있으며, 기대치와 우선순위가 다양하기 때문입니다. 프로젝트를 시작하기 전에 모든 구성원과 보조를 맞출 기회를 ... - [성공적인 프로젝트 사후 분석 미팅을 위한 6단계](/ko/resources/project-post-mortem-tips) 프로젝트 관리 #### 글쓴이 프로젝트 관리 프로세스에서 가장 큰 만족감을 느낄 수 있는 것 중 하나는 프로젝트를 완료하는 것입니다. 여러분과 여러분의 팀은 이 순간을 위해 최선의 노력을 기울였기 때문에 다른 프로젝트로 넘어가기 전에 잠시 시간을 내어 훌륭하게 완료한 모든 업무에 대해 축하하고 되돌아보는 것이 중요합니다.사후 분석 미팅은 프로젝트를 ... - [효과적인 할 일 목록을 작성하기 위한 15가지 팁](/ko/resources/make-better-to-do-lists) 프로젝트 관리 팀의 성장 및 집중력 - [글쓴이](/author/julia-martins) Everyone loves checking things off a to-do list, but when done wrong, lists can cause more harm than good. Disorganized lists lead to missed deadlines and unnecessary stress.The g ...