# 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/zh-tw/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. 減少我們對大腦和記憶的依賴，會使未來的自己生活更加輕鬆。Asana 能幫助人們降低大腦的認知負擔並提供清晰的思緒。 ### 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. - [推薦閱讀：如何安排，才能讓最重要的工作取得最高的優先順序](/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 過去，我回到家之後，會在八點哄兒子上床睡覺，接著收發電子郵件到午夜，試圖地毯式地整理一串串的郵件和當下發生的事情。而現在，我完全可以利用 Asana 飛快地完成同樣的任務，因為我非常清楚哪些事情是重要的。 ### 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 讓我們得以看清實際執行的整體工作量，進而重新排定優先順序，並調整我們所進行的工作策略。 ### 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. Asana 有許多功能 (例如完成任務時飛過螢幕的獨角獸) 讓工作不再只是「必須」完成的事情，而更像是某種有趣的體驗。 ### 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. 分心代價高昂。 有了 Asana，團隊可以保持流程，因為每個人都知道他們正在進行的工作，而無需額外的會議。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. - [建立每週待辦清單範本](/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. - [專案管理](/resources/project-management) - [工作細目結構 (WBS)：WBS 是什麼，要如何使用？](/zh-tw/resources/work-breakdown-structure) 專案管理 #### 內容撰稿人 工作分解結構 (Work Breakdown Structure，簡稱 WBS) 是專案管理中最實用的可視化工具之一。當專案範疇複雜、交付項目眾多時，工作細目結構能將整個專案從最高層級逐步分解為可執行的具體任務，確保每項工作都有明確的負責人和完成日期。由於工作細目結構以可視化方式展示，因此可組合使用工作流程管理軟體與專案管理架構來建立。建立方法包括時間軸、 ... - [制定應變計劃以預防業務風險的 8 個步驟](/zh-tw/resources/contingency-plan) 商業策略 專案規劃 #### 作者 沒有人希望 A 計劃失效，但準備一份強大的 B 計劃是應對任何情況發生的最佳方式。有了可靠的後援計劃，您就可以有效應對非預期事件，並且盡快讓事情重回正軌。應變計劃是一種主動策略，能夠協助您處理事態惡化並確保業務持續進行。在本文中，深入瞭解如何針對非預期事件制定應變計劃，並且制定恢復策略，以確保您的業務維持健康狀態。什麼是業務應變計劃？業務應變計劃是一種策略 ... - [建立成功變更管理流程的 6 個步驟](/zh-tw/resources/change-management-process) 商業策略 靈感與影響力百寶箱 #### 作者 改變是幫助組織成功的必要元素。隨著企業成長，您不可避免地會需要實施新工具、嘗試新策略，或打入新市場，還有更多改變不勝枚舉。小規模的變更或不會衝擊很多人的變更，很容易實施，但若您需要實施徹底性的組織變革，又該怎麼做呢？若無妥善的規劃，而試圖實施組織變革可能導致混亂、困惑並降低公司的成長速度。您反倒是需要小心推出變革 (在正式變革之前就有制定好的計劃和支援)， ... - [以 10 個步驟為您的專案啟動會議提供強大動力](/zh-tw/resources/project-kickoff-meeting) 專案規劃 #### 作者 雖然您已付出很多努力讓您的專案順利啟動，然而很多時候，甚至在開始執行專案之前，就已感覺好像偏離了進度。這是因為每位專案團隊成員和專案關係人都會將不同的知識、期望值和優先事項帶到專案中。如果在工作開始之前您並未讓大家有機會達成一致，那麼無論您如何努力修正，專案中其餘的部分都會舉步維艱。好在有一個更好的方法：專案啟動會議。啟動會議是讓團隊在開始工作前維持資訊同 ... - [15 個秘訣助您建立真正有用的待辦清單](/zh-tw/resources/make-better-to-do-lists) 專案管理 團隊成長與專注度 - [作者](/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 ...