From To-Do to Ta-Da: The Magic of Writing It All Down

Early realization

Modern life outgrown the simplicity of the past, turning list-making into a necessity. As a kid, I was ridiculed for my list-making obsession. What was once dismissed as unnecessary has now proven to be as crucial as coffee. There’s no doubt lists help us navigate the delightful chaos of modern lives! My first boss (in Sydney) warned me never to rely on my memory. Well, surprise, surprise—I was right all along!

Psychology behind List-making

Our brain is not a bottomless pit for infinite and random information; it prefers a more organized approach. The human mind loves structure, patterns and external memory aids. Lists are like external hard drives for our minds, providing a sense of order when the mental clutter gets overwhelming. Making lists reduces cognitive load. Writing out your agenda for the day forces you to think what’s important. A good list will help you avoid distraction, busy work and decision fatigue. Not to mention the dopamine hit when you cross something off it!

Safe to assume that most people use To-Do lists, Checklists and shopping lists to organize their daily lives. But what about when you need something more sophisticated and complex? For example, starting a new business or developing a script/ story for a novel. A mind map is a visual brainstorming tool that helps you organize ideas in a structured yet flexible way.

It typically starts with a central concept or theme with branches radiating outward to represent related subtopics, ideas, or tasks. Think of a mind map as the ultimate way to mirror the nonlinear way your brain thinks. Personally, mind mapping really gets me into a flow state vs the rigidity of a bullet pointed list. Check out these cool tools if you feel like giving mind mapping a go

Miro | The Innovation Workspace Create Your Mind Maps Online – On Any Device | MindMeister Xmind – Mind Mapping App

Forever Evolving To-Do list

Ever scribbled a to-do list so long that it could double as a medieval scroll? We’ve all been there. Fueled by an early morning double shot coffee, my optimism soars and I write a long, ambitious to-do list for the day. Declutter and organize the pantry, write a novel, clean the car, cook a 5 course dinner are all very real possibilities in this honeymoon stage of planning!

As the morning progresses, reality kicks in and ‘de-clutter the pantry’ turns into ‘hunt for a protein bar in the pantry’! After some existential pondering, half the tasks migrate to ‘tomorrow’. By evening the to do list is more of a reminder of my hubris than aid for managing chaos. I look at the undone tasks and say to myself – “well, it wasn’t that important anyway”. Which is true! Life has a way of showing you what matters most. Jokes aside, lists should help you move the needle on your most important tasks not overwhelm you.

How to Make Lists Actionable

So what makes a good list? Let’s dive in.

1. Short and Sweet – Your to-do list shouldn’t double up as a bucket list. Stick to a manageable number of key tasks (5–7 is a good rule of thumb).
2. Prioritize – Use systems like the Eisenhower Matrix (urgent vs. important) to decide what needs attention first. Consider marking your top three must-dos as high priority so you don’t lose sight of them in the shuffle.
3. Be Specific – Vague entries like “workout” or “clean the house” can feel abstract. Instead, write “30-minute yoga session” or “declutter kitchen drawers” for clarity.
4. Timebox – Set a realistic ETA for the completion of each task. Set a reminder and aim to finish it in the decided timeframe.
5. Visual Cues – Incorporate colors, bullet points, or symbols to highlight priorities. Example: Use a red dot for urgent items or a green check for completed ones.

Famous People who used Lists

Leonardo da Vinci had an endless curiosity-driven list. Leonardo’s notebooks weren’t organized in a traditional sense. His notebooks were essentially an “ideas list” that combined text with detailed sketches. His nonlinear style of capturing ideas highlights his free-flowing thought process.

Benjamin Franklin’s daily lists were far more structured and fuller of motivational content to boost his energy for the day. He was most famous for his decision-making process, which involved dividing a sheet of paper into two columns labeled “Pro” and “Con.” Over several days, he would jot down reasons for and against a decision. He would then, weigh the importance of each point, striking out pairs of opposing reasons until he reached a balanced conclusion. This method is a great tool making for tough decisions and evaluate options.

Richard Branson is a strong advocate of writing everything down. He believes that an idea not written down is an idea lost. At Virgin, Branson has fostered a “notebook culture,” where employees are encouraged to jot down ideas and observations. This habit promotes innovation

Think about it

Which type of list do you find most useful—or struggle to keep up with?