Are you a to-do list aficionado?
Someone who loves nothing more than the tactile feeling of crossing items off a list?
Do you find to-do lists incredibly helpful in keeping your days on track and your mind focused?
To-do lists work well for many people – but there is a “but” here.
You see, we all have different learning styles, and what might work for one person, might not work for another.
Let’s explore how to customize your to-do list so that it works well for you or your learner.
Click here to jump to the TL;DR summary.
How Can To-Do Lists Help You Stay Organized?
Ah, to-do lists.
The productivity hack we all know and love to hate.
We’ve all been there: you start the day with a vague sense of what needs to be done, but suddenly it’s 4 p.m. and you’ve spent the whole day scrolling through social media and wondering what it’s like to be productive.
Enter the to-do list – the ultimate tool for getting things done. But what’s so special about a list?
Freeing Up Working Memory
Writing down everything you need to do helps you plan your day more effectively and frees up mental energy that would otherwise be spent trying to remember what needs to be done. Not only does this help you stay organized, but it also helps you prioritize tasks based on their urgency and importance.
Gaining Focus
Plus, with a to-do list, you have a clear idea of what needs to be done and can focus on one task at a time without getting sidetracked by other responsibilities. By dedicating your attention to one thing at a time, you ultimately become more productive and efficient.
And there’s nothing better than that feeling of crossing off a completed task – it’s a small victory that keeps you motivated!
Practice Better Time Management
Finally, incorporating a to-do list into your daily routine helps you establish good habits and manage your time more efficiently. It’s a simple yet effective way to stay organized and on top of your responsibilities. By keeping track of your tasks and accomplishments, you gain a better understanding of how long certain tasks take and can plan your day accordingly.
As you continue to use a to-do list, you’ll develop the habit of breaking tasks down into manageable steps and be able to approach your work in a more efficient, productive way.
Start By Thinking About Your Learning Style
No two people are exactly the same. How well your to-do list works will largely depend on your personality and preferences, but your learning style will also come into play here.
Before we go into more detailed tips on how to make your to-do list more accessible, let’s break down some quick general advice, categorized by learning style.
Visual
Some people are visual learners. If that’s you, try making your to-do list colorful! Color-code each task based on the priority level or type of task it is.
Not only can this help you to associate certain colors with certain types of tasks more easily, it also makes the list look less daunting and more fun to tackle. Try using colored markers, stickers, or highlighters to make your list pop.
Auditory
For those of us who are more auditory learners, why not make your to-do list into a catchy tune?
Write each task as a line of a song, and you can hum it to yourself as you cross tasks off throughout the day. You could even record yourself singing or rapping your to-do list and play it back to yourself as an audio file. It might sound silly, but it’s a fun way to make your list memorable and enjoyable.
Kinesthetic
Kinesthetic learners do best when they can physically interact with information. For them, try making your to-do list more hands-on. You could write each task on a separate index card and shuffle them around as needed throughout the day. You could also try writing your to-do list on a dry-erase board, as you can then erase and rewrite the tasks as needed.
Some kinesthetic learners may also find it helpful to incorporate physical activity into their tasks. For example, you could do a set of jumping jacks every time you cross a task off your list.
Reading/Writing
Finally, some of us learn best through reading and writing. For these learners, a simple written to-do list might still be the best option. However, why not spice it up by incorporating written affirmations or motivational quotes throughout?
You could also try organizing your list into categories or formatting it in a unique way (such as a mind-map or spider diagram).
16 Tips to Customize a To-Do List for Any Learner
Regardless of whether you consider yourself to be a visual, kinesthetic, or auditory learner, there are a few strategies that you may want to consider as you develop a to-do list plan that works for you. Here are some simple strategies.
1. Say Goodbye to a Written List
While traditional paper lists may have their appeal, why not switch things up and go digital?
There are countless applications, software, and websites available to help you organize your tasks, and to-do lists are just one of them. Not only is it more eco-friendly, but digital lists are often easier to update and access on the go. Plus, you don’t have to worry about losing them!
2. Sort and Prioritize Your Work
When you’re feeling overwhelmed by your to-do list, it can be helpful to break it down into smaller, manageable tasks and prioritize them based on their urgency or importance.
Set deadlines for each task and make sure to tackle the most important ones first before moving on to the rest. This way, you can be sure to get the most critical things done and feel confident in your progress.
The Eisenhower Matrix is one tool we recommend for identifying and prioritizing a to-do list in a much more manageable way. Check out our blog post: How To Use The Eisenhower Matrix To Help Your Teen Plan Their Day and download our free printable .pdf Eisenhower Matrix exercise. 
3. Add Context to Your List
Instead of merely listing tasks, consider explaining why each task is important, who it involves, and what needs to happen in order to complete it successfully.
This can help you stay focused on the big picture and better understand how each task fits into your overall goals.
4. Create Separate Lists in the Same Place
With so much to do, it can be overwhelming to keep everything in one long list. Instead, consider breaking down your tasks into separate lists for different aspects of your life. For example, you could have a list for work tasks, a list for personal errands, a list for side projects, and so on.
This way, you can stay focused on one category of tasks at a time while still keeping everything in one place.
5. Give Yourself Due Dates, Notifications, and Reminders
One helpful aspect of digital to-do lists is the ability to set due dates, notifications, and reminders to stay on top of your tasks.
You can set reminders for specific deadlines, create recurring alerts for regular tasks, and even schedule daily or weekly check-ins to keep yourself accountable. This can help you stay on track and avoid forgetting important tasks.
6. Collaborate
If you’re a social butterfly, consider sharing your to-do list with a friend or colleague. You can both hold each other accountable for completing tasks and offer each other support. Plus, it makes the to-do list a bit more fun!
7. Break Big Projects Down Into Smaller Tasks
The best way to tackle a large project is to break it down into bite-sized pieces. This makes it less overwhelming and helps you stay motivated. You’ll be surprised at how much progress you can make by taking small steps.
8. Do an End-of-Day Triage
Before you call it a day, take a few minutes to assess your to-do list. This will help you prioritize tasks for the next day and ensure that nothing falls through the cracks.
9. Write Tasks, Not Goals
It’s great to have goals, but when it comes to a to-do list, focus on tangible tasks that you can complete. For example, instead of “get in shape,” write “go for a 30-minute walk” or “do 10 push-ups.” This makes it easier to track progress and feel a sense of accomplishment.
10. Put a Limit on Items
It’s tempting to write down every task that comes to mind, but that can quickly lead to feeling overwhelmed. Instead, try limiting yourself to a certain number of items per day. This will force you to prioritize and focus on what’s most important.
11. Track Recurring Tasks
It’s easy to forget tasks that need to be done on a regular basis, such as changing the oil in your car, watering your plants, or paying your bills. To avoid forgetting these important tasks, add them to your to-do list as recurring tasks. Set the frequency and reminder so you won’t forget to complete them on time.
12. Give Yourself Transition Times
If you’re someone who finds it difficult to switch tasks, adding transition times to your to-do list can make a significant difference. For example, if you’ve completed a task that requires intense concentration, you may need to take a break before moving to the next task.
Adding 10-15 minute transition time between tasks can help you transition smoothly without feeling overwhelmed.
13. Try Apps
To-do list apps are all the rage these days, and for a good reason. They offer a wide range of features that can help you manage your tasks better, such as reminders, priority settings, and even collaboration with others.
Some of the best to-do list apps include Todoist, Wunderlist, and Trello. Experiment with a few and choose the one that suits you best.
14. Figure Out What Can Be Delegated or Outsourced
Sometimes, it’s better to delegate or outsource certain tasks to others.
For example, if you’re a student, you can delegate research tasks in a group project to your classmates. By doing so, you’re freeing up your time to focus on the tasks that matter most to you.
15. Use Small Periods of Time Wisely
We often think we need a large block of time to complete a task when, in reality, we can use smaller pockets of time to accomplish them. For example, if you’re waiting for a friend, you can use that time to review your notes or respond to emails on your to-do list.
By using small periods of time wisely, you can significantly increase your productivity and hone your time management skills.
16. Consider Executive Function Skills Coaching
EF coaching can help you improve your time management, organization, and planning skills. An executive function coach can work with you to identify your strengths and weaknesses and develop strategies to help you become more focused and productive.
This can be a great investment if you’re struggling with managing your to-do list effectively!
TL;DR – (Too Long, Didn’t Read)
To-do lists help with organization, freeing up mental energy, gaining focus, and managing time effectively.
It’s best to try tailoring your to-do list based on your learning style—visual, auditory, kinesthetic, or reading/writing.
This post offers 16 tips for customizing to-do lists, including:
- Going digital
- sorting and prioritizing tasks
- using the Eisenhower Matrix
- adding context
- creating separate lists for separate tasks
- setting reminders
- breaking down projects, and more.
When it comes to successfully using a to-do list to stay organized and manage your time, patience and consistency are the keys to better productivity.
Further Reading
- Chris Hanson: How to Use the Eisenhower Matrix To Help Your Teen Plan Their Day
- UMass Dartmouth: Why Make a To-Do List?
- Oregon State University: Make Better To-Do Lists
- Rebekah Pierce: 10-Minute Tips To Practice Organization
- Rebekah Pierce: How To Prioritize To-Dos In A Routine
- Rebekah Pierce: 10-Minute Strategies To Boost Time Management Skills