1.3Building a to-do list that works
The essentials in 30 seconds
- Choose, don't list everything: a good list is realistic, limited and prioritised — the secret isn't noting everything, but knowing what to do now.
- Concrete actions: phrase each task as a precise action starting with a verb (“Call X”, not “File X”).
- Break down and separate: split big tasks into sub-actions and separate the day list (short) from the global list (reserve).
Running case — Anis and his guilting list
Anis has a 23-line list including “Sonatrach file” and “Follow-ups”: vague, endless, never finished. Each evening, he feels guilty. He rebuilds it: 6 actions for tomorrow, each starting with a verb (“Call Mr Benali about the 12th quote”), “Sonatrach file” split into 3 sub-actions, 2 priorities marked. The next day, he finishes his list for the first time in months.
Following on from cases 1.1–1.2 — Anis turns his Musts into doable actions.
1. Choose, don't list everything
The to-do list is the most universal tool — and most often misused. A catch-all, endless, fuzzy list demotivates and guilts.
A good list is realistic, limited and prioritised, made of concrete actions (starting with a verb) you can actually accomplish. The secret isn't listing everything, but choosing: Anis keeps only 6 actions for his day.
2. Break down and separate
An effective list fits what you can do in a day, separates priorities from the rest, and breaks down big tasks into doable actions: a fuzzy big task (“File X”) means assured procrastination.
Separate the “day list” (short, realistic) from the “global list” (the rest, in reserve) so as not to drown. Anis marks 2–3 priorities and handles the rest if time allows.
🔎 Concrete example — 🔎 Concrete example — From vague topic to action
Start with a verb.
Vague: “File X” → you don't know where to start → you postpone.
Concrete: “Write the follow-up email to X”, “Prepare the plan”.
→ a short, doable list you finish motivates far more.Outcome: a tool clarifying and moving forward.
Reflex: break down any oversized task.
Section vocabulary
- To-do list
- A list of tasks to accomplish. Effective if realistic, limited, prioritised and made of concrete actions.
Simple example: Anis's day list: 6 verb-led actions, including 2 priorities.
What it is not: a 23-line catch-all list never finished.
Reflex: each evening: does tomorrow's list fit in 6 actions?
- Concrete action
- A task phrased as a precise action starting with a verb (“Call X”, not “File X”).
Simple example: “Call Mr Benali about the 12th quote” instead of “Follow-ups”.
What it is not: a vague topic (“File X”) you can't attack.
Reflex: no task without a leading action verb.
- Catch-all list
- An endless, unprioritised list mixing everything: demotivating and ineffective.
Simple example: Anis's old list: everything mixed, nothing finished, evening guilt.
What it is not: a short day list with 2–3 marked priorities.
Reflex: if the list scares you, it's catch-all: sort.
- Breaking down
- Splitting a big task into doable sub-actions, to make it approachable and avoid procrastination.
Simple example: “Sonatrach file” → call, write the email, prepare the plan.
What it is not: keeping “Project X” as one monstrous line for 3 weeks.
Reflex: task over 1 h? break it down at once.
- List prioritisation
- Marking the day's 2–3 priority tasks to handle first.
Simple example: Anis circles his 2 hot quotes and handles them before 10 am.
What it is not: handling in writing order or by ease.
Reflex: each morning: what are my 2–3 priorities?
In practice — In practice — Building an effective to-do list
- Rephrase your tasks as concrete actions starting with a verb (“Write the email to…”, “Prepare…”).
- Break down any oversized task into doable sub-actions (a fuzzy big task = assured procrastination).
- Limit the day list to what you can reasonably do, and mark 2–3 priorities.
- Separate the “day list” (short, realistic) from a “global list” (the rest, in reserve) so as not to drown.
Ready-to-say script — stating tomorrow's actions (1 min)
“Tomorrow: 1) Call Mr Benali about the quote, 2) Write the Sonatrach follow-up, 3) Prepare the round plan. My 2 priorities: the quotes. The rest waits in the global list.”
To say to yourself each evening in 1 minute: 6 verb-led actions, 2 circled priorities, the rest in reserve.
Copy-paste template — day list
DAY LIST (max 6, each with a verb):
1. _______________ ★ priority
2. _______________ ★ priority
3. _______________
BIG TASK BROKEN DOWN: _______________ → _______________ / _______________
GLOBAL LIST (reserve, not for today): _______________Field sales rep
Anis prepares his list in the evening: calls and visits with names and verbs, big files broken into steps doable between two appointments.
Paper or digital
Paper (simple, distraction-free) or app (reminders, postponing): the best system is the one you keep — one single list, not three.
SME Algiers
Days cut by travel: 2 priorities set in the morning, small sub-actions (calls, emails) for fragmented slots.
Postponing perfectionist
Anti-postponing rule: any task dragging for 3 days gets either broken down today or moved to the global list guilt-free.
✓ Best practices
- Phrase concrete actions (a verb), not vague topics.
- Limit the day list and mark 2–3 priorities.
- Break down big tasks to make them doable.
✗ Common pitfalls
- An endless, unprioritised catch-all list.
- Vague or oversized tasks you can't attack.
- Multiplying redundant lists.
Key takeaways
- A good to-do list is realistic, limited, prioritised.
- Concrete actions (action verb), not vague topics.
- Break down big tasks to make them doable.
- Separate the day list (short) from the global list (reserve).
48h Challenge — apply tomorrow
Rewrite tomorrow's list: 6 verb-led actions max, 2 marked priorities, 1 big task broken down. Finish it and note the effect on your motivation.
- I can cite the 3 rules of a good list (realistic, limited, prioritised).
- I can rephrase a vague topic as a verb-led action.
- I have built and finished a day list of 6 actions max.
Frequently asked questions
Why does my to-do list never work?
Most often because it's too long, unprioritised, and filled with vague or oversized tasks (“Project X”) you don't know where to attack. Result: you postpone, the list swells, you feel guilty. Remedies: limit the day list, state concrete actions, break down, and prioritise. A short, doable list you finish motivates far more than an endless one. The goal isn't noting everything, but knowing what to do now.
Is a paper or digital list better?
Both work: paper is simple, tangible and distraction-free; digital offers reminders, sync and automatic postponing. The best system is the one you'll actually keep. Sections 3-4 (bullet journal) and 4-2 (task managers) deepen both paths — what matters is not multiplying redundant lists. One kept list beats three brilliant abandoned systems.
“Sonatrach file” has dragged on Anis's list for 3 weeks. What must he do?