I'm anti to-do list—here are the 6 lists I make instead

Ever since Benjamin Franklin put forth what some folks call the first version of the to-do list back in 1791, most people have made them a regular part of their routine.

We use them for everything: walk the dogs, send that invoice, call Mom. But to-do list anxiety means we feel discouraged when we see a laundry list of incomplete tasks still left to do. Hands up if you add tasks you've already completed just for a sense of accomplishment (🙋‍♀️).

What we end up with is a full page of scribbles and negative self-talk that makes us feel behind, even if we did get things done. 

Alternatives to the traditional to-do list

I've found a better approach to task management is to organize to-do actions based on urgency, priority, or the sense of accomplishment they'll reward me with. 

Here's what that looks like in practice, with the to-do list alternatives I opt for instead.

1. Things I need to do

"Things I need to do" is the closest version to a typical to-do list: it details the big things I need to get done today. 

Tasks only wind up on this list if they're important and urgent. For example:

• Submit a tax return

• Turn in an article on deadline day

• Send or pay an invoice on the due date

What's especially great about this list is that it looks manageable. I don't have a list as long as my arm of things that need to get done. (When that happens, I beat myself up mentally for leaving tasks unchecked, even though they were never that important to begin with.)

Instead, I have a framework with a focused list of the tasks I absolutely need to get done. It's my priority list for the day—a streamlined version of the traditional to-do list that spurs my motivation because it looks less overwhelming. 

2. Monthly goal list

It's not uncommon for to-do lists to become littered with tasks that are important but not urgent. 

Subconsciously, my brain tells itself that it's ok to push them out to tomorrow in favor of more time-sensitive tasks. The same happens until the non-urgent task now becomes time-critical, and I'm scrambling to get it done. 

I add this type of "important but not urgent" task onto a monthly goal list. That might include:

• Pitching new clients

• Updating data in my customer relationship management tool 

• Creating a monthly budget

• Finishing a book 

I try to bake time into my calendar, like the last Friday of every month, to batch these tasks. The time blocking is enough for me to power through—a huge win for my dopamine-craving brain. 

3. "Can I outsource or automate this?" list

How many times have you added a repetitive task to your to-do list, only to begrudge yourself that you're doing the same thing again? While the task itself might be something that needs to get done on a regular basis, maybe you're not the best person for the job. That's where this to-do list alternative comes in handy.

Tasks on this list need to get done, but not specifically by me. Examples include: 

• Cleaning my office 

• Checking in with old clients

• Following up with a pitch

• Scheduling appointments

• Tracking expenses or uploading receipts 

For the time being, I still do most of these myself. But the more times a specific task appears on this list, the higher of a priority it is for me to outsource or automate. 

4. Spare time to-do list

When I was a traditional to-do list user, I was no stranger to adding things to my notepad just so I didn't forget about them. The additions weren't necessarily tasks—more so things I needed to remember or schedule in at a later date.

The "spare time" to-do list is my new home for those tasks: things that are neither important nor urgent but still worth doing. The equivalent of a rainy day checklist, tasks that land on this to-do list are smaller and take less than 15 minutes to complete. For example:

• Replying to a LinkedIn DM

• Updating my portfolio 

• Decluttering my email inbox 

• Organizing files and folders 

• Updating passwords 

I work through this to-do list whenever I have gaps in my schedule—like the 30 minute gap between meetings I'd otherwise spend on TikTok. 

5. Things I've already done

It's disheartening to spend all day working on my to-do list, only to sign off my computer and still have unticked tasks left over. These unchecked boxes are on my mind all evening; I already feel behind by the time I've woken up the next day. 

A "things I've already done" list alternative flips the script and emphasizes what you've already accomplished, instead of focusing on what's left to do.

It works because it goes against the mental loops that a traditional list can open. Humans are wired to want to complete unfinished commitments (the tasks on a traditional to-do list). We can't settle until they're done. 

As productivity expert David Allen says in his book Getting Things Done:

"Anything that does not belong where it is, the way it is, is an 'open loop,' which will be pulling on your attention if it's not appropriately managed."

With a "things I've already done" list, there's no open loops or further action required on your part. Just a sense of achievement by recognizing everything you've done today.

6. Things I have permission not to do

The idea of this list is to be at peace with not finishing some things. That way, when the time to review your list arrives and you see unchecked boxes, they don't feel as soul crushing. You've given yourself permission to not do them in advance. Anything that does get struck out is a nice bonus. 

It's a to-do list alternative I borrowed from fellow freelance writer Tracy Rawlinson. She says: 

"As a business owner, balancing client work, accounts, marketing, and networking can be exhausting. Giving yourself permission to skip certain tasks can help you focus on what really matters.

There's something empowering about allowing yourself not to do everything—it actually encourages productivity. Today, my 'not to do' tasks are networking and updating my website."

Automate your to-do list

To-do lists have been around forever and probably aren't going anywhere, but it's time to recognize that they're not foolproof and can cause more harm than good. Experiment with these alternatives to see if it ignites your productivity. And whichever method you choose, set up automations to help streamline your task management. Here are some examples to get you started.

Related reading:

• The best to-do list apps

• The best productivity apps

• How to use Notion as a to-do list (with template)