Productivity is supposed to simplify your life, so why do so many âhacksâ complicate your workflow? Iâve fallen victim to expensive planners, fancy pens, Pomodoro timers, and color-coded Post-it notes, just to realize that these methods only made my to-do list seem more overwhelming and less efficient. It wasnât until I discovered the to-do table that I realized I didnât need to âhackâ my way into productivityâI could plan for it.
Traditional to-do lists have never been efficient for meâeverything gets lumped together without accounting for priorities or size. In hindsight, why were tasks like âschedule pedicureâ next to big things like âcompletely revamp my websiteâ anyway? The to-do table addresses these issues, giving each item on your list a proper home that accounts for its timeliness and size. This way, you know exactly what to do and how long it will take. This year, Iâm officially waving goodbye to to-do lists and adopting this method to be productive and organized. Ahead is everything you need to know about this life-changing method and why itâs my new favorite way to get shit done.
What is a to-do table?
If youâre anything like me, your to-do lists probably look like a chaotic brain dump of everything from âsend follow-up Slackâ to âcompletely change careerââyou know, just another day in the life. âHaving a list with no prioritization matrix is going to be overwhelming every single time,â says Grace Beverley, founder of The Productivity Method. In a 2022 video titled âHow to be really really really productive without getting overwhelmed,â she introduced the concept of the to-do table, and since then, the concept has completely blown up. Beverly now sells planners that center around the tried and tested framework, and her website claims that nine out of 10 users feel less overwhelmed after incorporating it.
A to-do table breaks down your seemingly endless to-do list into three strategic categories: Quick Ticks, Tasks, and Projects. Each category has a corresponding column, and next to them is your schedule. With each category laddering up to the last, you instantly gain clarity on what exactly you need to do, how long it will take, how tasks relate to larger goals, and when youâll have time to fit them into your schedule alongside other non-negotiables like meetings, calls, or appointments.
How to organize a to-do table
Quick Ticks
Quick ticks are your five-minute-or-less tasks that donât require much brainpower. Think: responding to an email, booking your dentist appointment (getting on the phone, the ultimate challenge for Gen Z and Millennials), or updating your Slack status. Depending on your work style, you can knock out these easy wins early in the day or save them for the late afternoon when you donât have the brainpower for big things but still want to get things done.
Tasks
These medium-lift items take five to 30 minutes. Theyâre substantial enough to matter but wonât eat up your entire day. Editing a blog post or creating an outline for a presentation or meeting might fall into this. Often, theyâre smaller steps that support a bigger project.
âThe best productivity system is one that supports your schedule and workload.â
Projects
Beverly calls these âthe big boysâ since they often arenât finished in a single day. However, they are usually what your quick ticks and tasks are laddering up to. For example, if one of your projects is planning an event, âbook catering companyâ might be a task on your list that supports this project. Because of this, you will have fewer projects than quick ticks and tasks. While you might not move the needle on them every day, seeing them on your to-do table can give you motivation, clarity, and purpose.
Schedule
I donât know about you, but without a clear schedule, I twiddle my thumbs at my desk all day, hemming and hawing over what to do next. To avoid procrastination or wasted time blocks, open up your calendar and write down any meetings, appointments, or deadlines you haveâAKA your non-negotiables. Now, slot quick ticks and tasks in where you have time. For example, if you have 20 minutes between calls, you can schedule four quick ticks!
You can organize your schedule for the entire week by breaking down your projects into tasks and ticks to map across the days. Or, you can organize your schedule daily. Either way, adapt it to fit your life, work style, and goals. Because at the end of the day, the best productivity system is one that supports your schedule and workload.
How to optimize a to-do table
1. Customize your categories
Maybe your workload doesnât often require 30-minute tasksâyour to-dos either take five minutes or two hours. Or, maybe youâre in school, so your categories need to look different. Think: quick ticks, assignments, and exams. Thatâs OK! Customize your categories to best support your workflow. You might even think about adding another category with your top goals!
2. Pick three non-negotiables
When everything feels important, nothing is important. So, every week, and then again every day, choose three things that absolutely must get done. âThereâs probably three core things that actually, if you did nothing else that day, would make a real difference to whether that day is moving you forward,â says Beverly. By forcing yourself to choose three priorities, you can focus on what truly matters. I like to choose mine the night before so I have clarity and can hit the ground running in the morning. Despite what comes at me, as long as I get those done, I count the day as a success.
3. Take your energy into account
In deciding when youâll tackle your to-dos, consider how much energy youâll need for each and when youâre most likely to have enough energy for them. For example, if youâre super productive in the morning, schedule your biggest priorities for first thing. If you work best later, start with smaller to-dos and build momentum. Likewise, donât schedule too many things in one day. âIf you keep setting yourself up for failure by planning too much in your day⦠youâre constantly going to feel like youâre not doing enough,â says Beverly.
âScheduling enough time for your non-negotiables and workload can help you live your life with more success and less stress.â
The to-do table helps you get realistic about how long things will take you, so optimize for how much energy theyâll take, too. It helps to batch similar tasks together. If youâre already in âwriting modeâ for one piece of content, it might be easier to tackle other writing-related tasks in the same block. But some types of work can drain you, and you need to switch to give your brain a break. âWork alongside yourself⦠donât work against yourself,â says Beverly.
4. Audit your schedule
Once you get in the flow of using a to-do table, you might notice that certain things take longer than you thought or vice versa. By auditing your schedule regularly, you can identify any wasted or rushed blocks, which allows you to schedule smarter next time around. This isnât about adding as many things to your list as possible but rather optimizing your time and energy. Scheduling enough time for your non-negotiables and workload can help you live your life with more success and less stress.
5. Give yourself credit
Nothing feels better than crossing off items on your to-do table. And youâll find yourself crossing off more items than ever before in this format. While this is its own form of satisfaction (Iâm a Capricorn cuspâthe feeling of accomplishment is like an espresso shot to me), I like to write down something Iâm proud of myself for every day. It could be finishing my non-negotiables or keeping my cool when faced with an annoying email. I write this down at the bottom of every to-do table to remind myself that productivity and accomplishment look different every day.
Why you should use a to-do table
The to-do table has helped me understand my responsibilities more than any other planner, hack, or method Iâve tried before. In return, itâs helped me free up so much time. And what am I doing with this spare time? Living my life. The goal of productivity isnât to hustle harder and do more work just for the sake of it. Itâs about getting done what you need to do so you can spend the rest of your time and energy on what you want to do.
Thereâs no worse feeling than canceling plans because work awaits or spending a ârelaxingâ evening with friends worrying about the items you didnât cross off your to-do list. So let the to-do table streamline your workflow and free up time for life this yearâwhether thatâs happy hour with friends, that pottery class youâve been meaning to try, or simply having enough mental space to enjoy your evenings without work stress hanging over you.
ABOUT THE AUTHOR
Langa Chinyoka, Contributing Writer
Langa is a Los Angeles-based writer and strategist. She is currently an editor and content strategist at a marketing agency. Her work has appeared in The Paris Review, British Vogue, Highsnobiety, Eyeswoon, Camille Styles, The Good Trade, and more.
