To-do lists can be a blessing and a curse. We have so much to do in a day, and when you’re in the process of changing your life or adapting to life changes, even more so. This is like a new start and — what nobody tells you — a trial stage as well.
Creating Calm: Gentle To-Do List Strategies
Personal Story: My Planning System
In school I started using calendars, planners, and later notebooks to schedule my time. Especially when life got demanding, this little book filled with plans and notes came in so handy. Not just as a reminder or reference, but also to keep my head free of random tasks and ideas. The best part about the bullet journal is you don’t have to worry about a cluttered pin board or a note you took on a scrap of paper getting lost.
I still write out to-do lists on random paper, but only those that get done within a day or get transferred to the bullet journal.
The Secret: Realistic Time Management
The secret to not getting overwhelmed by your to-do list is being strategic and brutally realistic. Each time life got super hectic for me, I noticed how my mind kept spiraling about the most irrelevant things. While planning for the second week of September, it reminded me I have to cut back the bushes in October and not forget to decorate for Halloween.
You can probably tell there is a system behind this — and you’ll have to sit down and put some work into setting it up. Don’t worry, I got you! Let’s do this together — you are absolutely worth the time.
Braindump & Task Grouping Technique
Take a piece of paper, a notepad, anything will work to begin with. On the top write “Braindump To-Do List” and then jot down everything that comes to mind.
When it comes to cleaning and maintenance, mine will include: top floor, bottom floor, garden, garage. Maybe some recipes I want to try out this week or a shopping list for random things like potting soil, placemats, and replacements for the garden by next summer.
If you’re like me, this list can get chaotic. Let’s be realistic: this list is not to be finished today or even by the end of the week. What we need to cut down on is the overwhelm. To keep a better overview, group your tasks not only by type but also by urgency.
If I can spend 30 minutes a day cleaning the house, I’ll make sure I stick to it. In thirty minutes I can clear the floor, vacuum, and mop the ground floor. If I wipe down counters, change bedsheets, and declutter drawers in between, I wont’t be able to stick to my plan. I think you get the picture.
What I do, after I have my To-do Wishlist ready, is decide on timing and urgency week by week. You’ll have to see what works best for your needs. We all live different lives and have our own rhythms. Be realistic and honest with yourself and think of your to-do list as a proposal: “This is what I would like you to do.” Then check when you’re most likely to actually do it.
How I Set up my Calendar Page
This is how I set up my calendar pages in my bullet journal:
On the top of the left page I put an overview of the month and highlight days with appointments. Next to the overview I’ll write them out: Monday 9am dentist, Wednesday 3pm client call, office hours
Below that I’ll note what needs to be done this week: pick up papers at the pediatrician, take the glass bottles to the container, buy shampoo
On the other half of the page I’ll put the most urgent list I just made. At the beginning of August it was a list of places I wanted to declutter, and I got really specific: left, middle, and right side of my wardrobe, pantry shelves, underneath the couch. I listed literally everything that needed attention
On the right page I put the days, dates, and appointments and try to stack my activities. Dentist is just a checkup, so while I’m out I can go grocery shopping and take the glass bottles along since I’ll be driving by a container. I work in the neighbouring town. They have an excellent drugstore and a vegetable market on Fridays. I’ll note it down to leave an hour early and run errands on my way
Stay Motivated: You’ve Got This
Each day I also write down tasks I actually accomplished — on the list or not. Things like cleaning the mirrors, sweeping the driveway, or decluttering bathroom cabinets. This keeps me motivated and shows progress, even if it wasn’t planned.
While I go through my week, I’ll naturally handle some tasks from my list. You can easily sort one drawer in half an hour or wipe down the shower. This way they don’t turn into overwhelming cleaning missions that take all day and leave chaos behind. Little steps, intentional focus — that’s the magic.
