To do lists that work: 15 tips for managers | Asana

Everyone loves checking things off a to-do list, but if it's not done right, it can do more harm than good. Too often, to-do lists become disorganized and disconnected from the actual work you're doing, leading to missed deadlines and unnecessary stress.

The good news? Writing a to-do list doesn't have to be an exercise in futility. In this article, you'll learn 15 concrete tips to capture, organize, and prioritize tasks effectively. You'll also discover popular methods like the 1-3-5 rule, see real examples of effective to-do lists, 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. Whether written or digital, it acts as an external memory system that reduces cognitive load and helps you focus on what matters most.

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: 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 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:

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.

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) methodology.

• Pro tip: Choose a to-do list app with a great mobile experience so you can capture ideas on the go.

Reducing the reliance on the human brain and memory makes life easier for your future self. Asana helps us decrease cognitive load for people and provide clarity.”

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 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, custom tags, or put high-priority items at the top, make sure you have visibility into your critical work.

You don't have to tackle your most important work first. Here are common prioritization approaches:

I used to come home, put my son to bed at eight, and then I would be on my email until midnight, trying to fundamentally sort through chains and what was happening. And now, I literally can blast through my Asana because I know exactly what’s important.”

7. Always include a deadline

When it comes to hitting your to-dos, you don't just need to know what to do; you also need to know when to do it. Finishing all of your important tasks doesn't mean much if they're finished on the wrong day. Even if you don't have a hard deadline, it's better to jot down a date and move it than miss the deadline altogether.

8. Break big work into smaller tasks

One of the biggest struggles with accurately hitting your to-dos is seeing something that's due tomorrow but then realizing, "Woah, this is actually a week's worth of work."

If you frequently run into this problem, consider breaking work into smaller tasks or subtasks. Having that work broken up into to-dos you can complete earlier in the week will be critical to your project's success.

Asana allowed us to see the overall amount of work that we were actually doing, and then it allowed us to be able to reprioritize and re-strategize the types of work that we were doing.”

9. Batch similar tasks

Every time you switch tasks, your brain needs time to adjust. Grouping similar tasks together reduces this mental friction and increases productivity. Here are 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

Track how long daily tasks actually take you, then use 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; 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's features, like unicorns flying across the screen when you complete a task, make work less of a ‘have to’ and more like a fun experience.”

11. Review and prioritize your list at the end of the day

Instead of spending half of your morning combing through your to-do list, organize your new tasks the night before. By spending 5 to 10 minutes the night before, you can make sure you're ready to take on the day immediately the next 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.

Distractions are costly. With Asana, teams stay in flow because everyone knows what they’re working on, without extra meetings.”

According to recent research, 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

Being organized is only so helpful if you don't have visibility into your team's work. Effective collaboration in the workplace requires a central source of truth so everyone knows who's responsible for which tasks.

With Asana, your team can organize what to do, why it matters, and how to get it done; so everyone benefits from increased clarity and reduced inefficiencies.

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

To manage your day, keep it simple and focus on immediate actions.

• Draft presentation for weekly sync.

• Review and approve team expense reports.

• Follow up with the design team on mockups.

• Schedule a 1:1 with a new team member.

• Prepare an 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 the 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, keeping 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 are powerful tools for achieving both personal and team goals. By breaking down larger objectives into a detailed action plan, they create a roadmap toward success. Here's how to use to-do lists for goal-setting:

1. clear objectives: The first step in achieving goals with a to-do list is to set specific, measurable objectives. A goal-setting template ensures that every task added to your list contributes meaningfully towards your end goal.

2. Break goals into actionable tasks: Once you have a clear goal, break it down into smaller, actionable tasks. This makes even the most daunting goals seem manageable and achievable.

3. Prioritize tasks: Not all tasks are equally important. Prioritize them based on urgency and relevance to your main goal.

4. 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.

5. Collaborate and delegate: When working in a team, use your to-do list for team goals planning and to delegate tasks 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

The first step in making a to-do list that actually works is to build it in a customizable to-do list app. Written to-do lists may feel satisfying to cross off, but they 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. 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 across multiple views, such as lists or 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 like Google Drive, Google Calendar, and Outlook.

• Create separate lists in one place: Organize by project, team, or timeframe. A daily checklist template 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 with ease.

If you're looking for a to-do list app, try Asana. Asana is a work management tool 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, which you can adapt for daily, weekly, or team-wide task tracking.

What to look for when choosing a to-do list app

In the crowded field of task management apps, it can be hard to choose the tool that works best for you. Here's what to look for to optimize your to-do list workflow.

1. Desktop app advantages

Look for a tool with a desktop app 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.

3. Real-time collaboration

Real-time collaboration features are essential if you work on a team. Look for a tool that lets users comment, upload attachments, and tag teammates to ensure collaboration is unimpeded, regardless of location.

4. Competitive pricing

The best to-do list tools include multiple pricing options, 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 features built in.

Ready to bring clarity to your team and connect your individual tasks to larger projects? Get started with Asana today.

Frequently asked questions about to-do lists