5 Simple Strategies to Turn Your To-Do List into an Achievable Action Plan
Overwhelmed by Your To-Do List? Read On to Discover 5 Simple Steps to Get More Done and Reclaim Your Time.
Are you struggling to tackle that endless to-do list?
Have you ever felt overwhelmed by a huge pile of tasks and not knowing where to begin?
Time flies, and before you know it, it’s bedtime, and that list is still there, taunting you.
If this pattern continues, you’ll end up feeling burnt out and stressed out. It can also mess with your content goals and your overall well-being.
But what if there was a simple and effective way to take control and feel accomplished by the end of the day?
Earlier this week I shared some thoughts on Notes about these topics and others seemed to appreciate them, so I thought it would be a good topic to dive into in further detail for this week's publication.
Let’s explore five strategies to transform your chaotic to-do list into a manageable action plan.
Content creation and to-do's can feel overwhelming, especially when juggling family, work, and personal goals.
But with a few simple strategies, you can make your to-do list manageable. Here’s how:
1. The "Eat the Frog" Method
Let’s kick things off with an approach that works wonders—"Eat the Frog." This is all about starting your day by tackling the most challenging task first.
Diving into that daunting task clears the mental clutter and sets the tone for a productive day. Maybe it’s writing that long-form blog post or recording a podcast episode. It feels intimidating at first, but getting it out of the way builds momentum for everything else.
Here’s how it works: Break your "frog" into smaller, manageable chunks.
Start by outlining the key points or scripting the first few lines. It’s like taking small bites before finishing the whole meal.
Action Step: Spend the next 5 minutes identifying your "frog" for tomorrow. Write it at the top of your to-do list. When you wake up, that’s the task you’ll tackle first. You’ll be surprised at how much easier the rest of your list feels once it’s done.
2. The Warm-Up Approach
Some days, jumping into a major task feels impossible.
That’s where the Warm-Up Approach comes in handy. Start your day with something simple—a short content piece, a brainstorming session, or even organizing your workspace.
This method works because it gets your creative juices flowing without the pressure of big projects right away.
It’s like warming up before a workout. By starting small, you build momentum, making it easier to transition into more substantial work later.
For example, if you’re planning a podcast episode, spend 5 minutes outlining the main talking points. Once you’re warmed up, you’ll find tackling the recording session much easier.
Action Step: Tomorrow morning, spend 5 minutes drafting a tweet or jotting down new content ideas. Use this time as your warm-up. You’ll notice how much smoother the rest of your day goes.
3. Energy Mirroring
We all have energy highs and lows throughout the day.
Some people are morning people, while others hit their stride in the afternoon. The trick is to match your tasks with these natural energy patterns.
Think about when you feel most focused and creative. Use those peak hours for deep, creative work—like drafting essays or developing new content ideas.
During your low-energy periods, handle routine tasks such as editing, formatting, or scheduling posts.
Here’s a quick example: If your creativity peaks in the morning, use that time to write. In the afternoon, when you’re feeling less energetic, switch to simpler tasks like responding to emails or organizing your files.
Action Step: Take 5 minutes to reflect on your daily energy patterns. Jot down when you feel most focused and use this information to plan tomorrow's tasks. Adjust your to-do list to match these energy rhythms.
4. The 2-Minute Rule
Got a cluttered to-do list? The 2-Minute Rule can help.
The idea is simple: if a task can be completed in 2 minutes or less, do it immediately.
Clearing out these quick tasks stops them from piling up and frees up mental space for bigger projects. For instance, sending a quick reply to an email or jotting down notes for a content idea shouldn’t take more than a couple of minutes.
Here’s how it plays out: If you see a small task on your list, don’t overthink it. Just do it and move on. It’s like decluttering a room—getting rid of the little things makes way for what’s truly important.
Action Step: Look at your to-do list. Find one small task that you can finish in 2 minutes or less. Do it right now and see how lighter your list feels.
5. Batch Working
Batch Working is all about grouping similar tasks to save time and focus. Instead of switching gears between different types of work, dedicate a block of time to handle related tasks.
Let’s say you need to create social media content for the week. Set aside an hour to write all your posts in one sitting. Then, later in the day, spend another block of time editing and scheduling them. By focusing on similar tasks, you reduce mental fatigue and get more done.
This method also works well for content creators who handle various projects. You might batch all your brainstorming in one session and then spend another session solely on video editing.
Action Step: Spend 5 minutes today planning a batch session. Choose a day and time to focus exclusively on creating content. It could be Monday morning for writing or Thursday afternoon for editing. Block it out on your calendar now.
That’s a wrap for today!
Give one of these methods a try and see how much more you can get done without feeling overwhelmed. Small steps lead to big changes, especially when it comes to taking control of your day (or even your email inbox).
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What are some of your favorite ways to knock out your task list? Drop a comment below!
What Else I’m Stacking
I always appreciate Jamie’s minimalist newsletters and tips, and he’s got some very valuable info in this post, including how to create (and sell) your own Notion template.
Veronica is a great writer as well and is always willing to help out the Substack community with actionable advice. This post hit home with me about one of the reasons I love Substack - that we can write and be who we want to be and not worry about meeting the requirements of an algorithm.
Overcoming Internal Doubts - Check out this short video from Barry “Baz” Morris, on overcoming impostor syndrome - something I think we all experience from time to time when posting on here.
And for those who might be starting the slate clean, or just starting, be sure to check out this post from Matt Lillywhite below:
Substack Classifieds (Substack-ifieds? What should we call it?)
YNAB
YNAB has long been one of my favorite pieces of budgeting software. It’s such a game changer when your mindset shifts from budgeting income that you THINK you’ll have, to what you have on hand right now.
Get a 34-day trial here to check them out. They now even have templates on the web in case you need help getting started!
Bullet Journal
One of my most popular posts has been about how to get started bullet journaling, and I’m pleased to partner with Bullet Journal to give my readers 10% off their purchase. There are lots of beautiful accessories to choose from, so be sure to check this out!
Benable
When you’re looking for ways to potentially monetize, it can get overwhelming to select what to recommend. Why not just cut to the chase and recommend what you love with shareable lists? Benable is invite-only, so I wanted to give my readers a chance to check it out!
28-Day Minimalist Newsletter Challenge
Looking to kick off a newsletter or need support with one you’ve just started?
Or maybe you want accountability and fresh ideas to fuel your growth?
If that sounds like you, this 28-day challenge is exactly what you need!
Courses and eBooks are helpful, but they often lack the “get it done” mindset. In this challenge, you’ll receive a daily email packed with one actionable task to complete. You'll pick up new strategies along the way, but most importantly, you’ll be taking real action—driving your newsletter’s growth from day one.
Loved this Matt, and thanks for sharing the challenge :)
Excellent piece, Matt. Thanks for the mention, too! 🙏🏼