That feeling when your to-do list feels more like a wish list? I know it well.
For years my list was full of things I should do but never did. Get healthy. Stop wasting time. Find a real purpose. But I was stuck in a cycle of bad habits. I was overweight lazy and felt completely overwhelmed. The gap between where I was and where I wanted to be seemed impossibly wide.
Change felt like a mountain I could never climb. But I learned that you don’t conquer a mountain in one giant leap. You do it one small step at a time. The same is true for your to-do list. It’s not about becoming a productivity machine overnight. It's about learning how to focus on what truly matters.
Here are 12 tips that helped me go from overwhelmed to in control.
Start with a Brain Dump
First get everything out of your head. Seriously. Grab a piece of paper or open a blank document and write down every single task nagging at you. Big or small. Personal or professional. "Fix leaky faucet." "Call mom." "Finish that huge project for work." Don't organize it yet. Just get it all out. This clears your mind and lets you see what you’re actually dealing with.
Pick Your "Big 3" for the Day
You cannot do everything at once. Looking at a list of 20 tasks is a recipe for paralysis. Instead ask yourself this: "If I could only get three things done today to feel successful what would they be?" These are your Big 3. Write them on a separate sticky note and put it where you can see it. Everything else is secondary.
Do the Hardest Thing First
There’s always one task on your list that you dread. It’s big intimidating and you’d rather do anything else. Do that one first. Get it over with. The rest of your day will feel incredibly light in comparison. You’ll build momentum and feel a huge sense of accomplishment before you’ve even had your second cup of coffee.
Urgent vs. Important
Not all tasks are created equal. Some things feel urgent but aren't actually important. Think of constant email notifications. They demand your attention now but rarely contribute to your main goals. Other tasks are important but not urgent like planning for the future or working on your health. Learn to tell the difference. Focus your best energy on what’s truly important not just what’s yelling the loudest.
Connect Tasks to Your Purpose
A to-do list can feel like a list of chores. To change that connect each task to your deeper "why." Why are you doing this? "File paperwork" isn't inspiring. But "File paperwork to keep my business running smoothly so I can provide for my family" is. For me my faith is my foundation. I ask if a task helps me become a better husband father or servant of God. When your tasks have meaning you’ll find the motivation to do them.
Break It Down into Tiny Steps
Big projects are overwhelming because we see them as one giant thing. The secret is to break them down into ridiculously small steps. When I needed to lose over 110 pounds the goal was terrifying. I couldn’t just "lose 110 pounds" one afternoon. But I could choose a healthy breakfast. I could go for a 15-minute walk. I focused on the next right choice not the giant goal. Do the same with your tasks. "Renovate the kitchen" is huge. "Research new countertops for 20 minutes" is doable.
Match Your Energy to the Task
You don’t have the same level of energy all day. Pay attention to your natural rhythms. Are you sharp and focused in the morning? Use that time for deep work that requires concentration. Do you get a slump in the afternoon? That's the perfect time for easier tasks like answering emails or running errands. Don’t fight your body’s rhythm. Work with it.
The Two-Minute Rule
If a task takes less than two minutes to complete do it immediately. Don’t write it down. Don’t save it for later. Just do it. Replying to a quick text. Putting your dish in the dishwasher. Hanging up your coat. These small actions prevent little things from piling up and becoming mental clutter.
Learn to Say No
You can’t prioritize your own list if you’re constantly saying yes to everyone else's priorities. It’s okay to say no. It’s okay to protect your time and energy. Saying no to a request that drains you means you’re saying yes to the things that truly matter to you.
Build in Breaks
No one can work nonstop. I used to think I needed to work 8-hour marathons to be productive. I was wrong. I get more done now in short bursts of 2–4 hours of focused work. Your brain needs time to rest and recharge. Step away from your desk. Stretch your legs. Get some fresh air. You’ll come back with more focus and a clearer head.
Review with Gratitude
At the end of the day take a look at your list. Don’t focus on what you didn’t do. Focus on what you did accomplish. I make it a point to thank God for the strength and opportunity to do the work I did no matter how small. This shifts your perspective from one of lack to one of gratitude and accomplishment. It ends the day on a positive note.
Have One "Done List"
We’re all familiar with a to-do list. I want you to try a "done list." At the end of the day write down everything you accomplished. Even the small things. It’s a powerful visual reminder that you are making progress. On days when you feel like you got nothing done your done list will prove you wrong. It’s a great way to build confidence and keep moving forward.
Prioritizing isn't about perfection. It's about intention. It’s about choosing where your precious time and energy will go. You will have off days. You will get distracted. That’s part of being human. Just show yourself some grace and start again tomorrow.
So let me ask you this: What is the one thing on your list right now that if you did it would make the biggest difference?
Just start there.
