How not get overwhelmed by your To Do List

Key Takeaways

• Traditional to-do lists often cause overwhelm because they lack structure.

• Categorizing and prioritizing tasks reduces stress and creates clarity.

• Viewing tasks in time categories and batching small obligations improve focus and efficiency.

In today’s fast-paced world, managing a to-do list can feel like a never-ending battle. For many of us, the sheer volume of tasks can lead to overwhelm, stress, and even burnout. If you’re someone who struggles with this, you’re not alone. I’ve been there too. Over the years, I’ve developed a system that has helped me stay organized, focused, and, most importantly, less overwhelmed. Here’s how you can do the same.

Why Your To-Do List Feels Like a Trap

The issue with traditional to-do lists is that they often become a dumping ground for every task, big or small, urgent or not. While this ensures nothing is forgotten, it also creates a sense of dread when you look at the list. The sheer volume of tasks can make you feel like you’re drowning, even if some of those tasks aren’t relevant for days, weeks or months.
For example, I used to write down everything—from daily errands, occasional emails to lecture preparation and long-term obligations like renewing my passport. While this approach ensured I didn’t forget anything, it also meant I was constantly stressed about tasks that weren’t even urgent, time-consuming or high-effort.
When you see 20+ tasks on your list each morning, your brain doesn’t know where to start. You feel overwhelmed before you’ve even begun. I’ve been there—and the problem isn’t the list itself, but how it’s built.

Categorize and Prioritize

What helped me and is key to managing your to-do list effectively is to categorize and prioritize. Here’s how I do it:

1. Centralize Your Tasks: I use Notion to create a centralized system where I can input all my tasks. This acts as a “brain dump” so I don’t forget anything.

2. Assign Deadlines: For each task, I assign a deadline or end date. This helps me organize tasks by time periods—today, this week, this month, or even further in the future. Not seeing the whole list brings instant relief.

3. Break It Down and Make It Specific: Large tasks can feel overwhelming, so I break them into smaller, manageable ones. Vague tasks like “study for exam” feel huge. Instead, I write “complete chapter 5 exercises”—now I know what to do and when I’m done.

4. Separate by Effort: Mixing five-minute tasks with big projects only fuels stress. I label my tasks by effort so I can batch the small ones (more on that later).

By categorizing tasks, I can focus on what’s relevant now without feeling overwhelmed by what’s coming later.

The 3-Day View: Narrow Your Focus

One of the most effective strategies I’ve adopted is the 3-Day View. Instead of looking at my entire to-do list, I focus only on the tasks I need to complete in the next three days. This narrows my focus and reduces overwhelm.
Each morning, I select one or two high-priority tasks to tackle that day. Everything else is supplementary. If I get to it, great. If not, that’s okay too. Progress on one thing is better than feeling stuck on ten.

The Eisenhower Matrix: A starting point for Prioritization

The Eisenhower Matrix is a powerful tool for distinguishing between urgent and important tasks. It divides tasks into four categories:

1. Urgent and Important: Do these immediately.

2. Important but Not Urgent: Schedule these for later.

3. Urgent but Not Important: Delegate if possible.

4. Not Urgent and Not Important: Eliminate these.

We often live in the first category—constant urgency—but fulfilment lives in the second. These are the personal growth projects: learning a skill, working on a passion, or building something just for you. These tasks don’t scream for attention, but they’re the ones that make life feel richer. Make space for them.

Batch Small Tasks to Clear Your Mind

Small, administrative tasks like sending emails or making phone calls can pile up and feel overwhelming. To tackle these efficiently, I dedicate an “admin hour” regularly, sometimes each day. During this time, I batch all the small tasks together and get them done in one go.
To make it more enjoyable, I’ll play some music or turn it into a challenge by setting a timer and see how fast I can get them done. This approach not only saves time but also clears my mind for more important tasks.

Final Thoughts

A long to-do list doesn’t mean you're productive. In fact, it might mean you’re stuck. The trick is to take control: centralize your tasks, give them structure, and focus on what matters now—not everything all at once.
You’ll never finish everything, and that’s okay. Focus on doing what’s most meaningful today. Progress, not perfection.
So the next time your to-do list feels like too much, pause. Take a step back. Then start with one thing. You’re more in control than you think.