{"id":32594,"date":"2022-02-01T16:20:51","date_gmt":"2022-02-02T00:20:51","guid":{"rendered":"https:\/\/clickup.com\/blog\/?p=32594"},"modified":"2023-05-24T11:41:27","modified_gmt":"2023-05-24T18:41:27","slug":"building-a-to-do-list-system","status":"publish","type":"post","link":"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/","title":{"rendered":"How To Build a Good To-Do System and Become More Productive"},"content":{"rendered":"\n<p><mark style=\"background-color:rgba(0, 0, 0, 0);color:#f127a4\" class=\"has-inline-color\"><em><a href=\"https:\/\/www.linkedin.com\/in\/marijanastojanovic0\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Marijana Stojanovi\u0107<\/strong><\/a> is an experienced productivity writer who loves trying out new self-improvement apps \u2014 especially those that gamify your life. Aside from writing tips to help busy people not stress out over work, she has a keen interest in movies, video game design, and translation.<\/em><\/mark><\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity is-style-wide\"\/>\n\n\n\n<p>To-do lists are like a superb productivity machinery that can turn your life and career around, but only when you do it right. <\/p>\n\n\n\n<p>The reality, though, is often the sad abandonment of <a href=\"https:\/\/clickup.com\/blog\/to-do-list-apps-for-mac\/\">to-do lists<\/a>, because we can\u2019t seem to build a habit.<\/p>\n\n\n\n<p>In this article, we\u2019ll dive into the more psychological aspects of why we can\u2019t stick to a list of tasks, and how ANYONE can do it, with the right tricks. \ud83e\ude84<\/p>\n\n\n\n<p>As a little bit of help, we have <em>Parks and Recreation<\/em>\u2019s productivity powerhouse Leslie Knope as inspiration. \ud83d\ude09<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"400\" height=\"222\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image7.gif\" alt=\"Leslie Knope from Parks and Recreation saying thank you\" class=\"wp-image-32595\"\/><figcaption class=\"wp-element-caption\">Parks and Recreation via Tenor<\/figcaption><\/figure><\/div>\n\n<div class=\"wp-block-ub-table-of-contents-block ub_table-of-contents\" id=\"ub_table-of-contents-eb8025af-165e-4686-915d-ac75024a6a74\" data-linktodivider=\"false\" data-showtext=\"show\" data-hidetext=\"hide\" data-scrolltype=\"auto\" data-enablesmoothscroll=\"false\" data-initiallyhideonmobile=\"false\" data-initiallyshow=\"true\"><div class=\"ub_table-of-contents-header-container\" style=\"\">\n\t\t\t<div class=\"ub_table-of-contents-header\" style=\"text-align: left; \">\n\t\t\t\t<div class=\"ub_table-of-contents-title\">This Article Contains:<\/div>\n\t\t\t\t\n\t\t\t<\/div>\n\t\t<\/div><div class=\"ub_table-of-contents-extra-container\" style=\"\">\n\t\t\t<div class=\"ub_table-of-contents-container ub_table-of-contents-1-column \">\n\t\t\t\t<ul style=\"\"><li style=\"\"><a href=\"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/#0-why-cant-i-stay-true-to-my-to-do-lists\" style=\"\">Why Can&#8217;t I Stay True To My To-Do Lists?<\/a><\/li><li style=\"\"><a href=\"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/#1-tips-on-how-to-build-a-good-to-do-system\" style=\"\">Tips on How To Build a Good To-Do System<\/a><ul><li style=\"\"><a href=\"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/#2-1-find-the-right-motivator\" style=\"\">1. Find the right motivator<\/a><\/li><li style=\"\"><a href=\"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/#6-2-personalize-your-to-do-list\" style=\"\">2. Personalize your to-do list<\/a><\/li><li style=\"\"><a href=\"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/#7-3-personalize-your-workflow\" style=\"\">3. Personalize your workflow<\/a><\/li><li style=\"\"><a href=\"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/#11-4-make-the-most-out-of-reminders-and-alerts\" style=\"\">4. Make the most out of reminders and alerts<\/a><\/li><li style=\"\"><a href=\"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/#12-5-be-your-own-biggest-cheerleader\" style=\"\">5. Be your own biggest cheerleader<\/a><\/li><\/ul><\/li><li style=\"\"><a href=\"https:\/\/clickup.com\/blog\/building-a-to-do-list-system\/#13-where-to-go-from-here-\" style=\"\">Where To Go From Here? \ud83e\udd14<\/a><\/li><\/ul>\n\t\t\t<\/div>\n\t\t<\/div><\/div>\n\n\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"0-why-cant-i-stay-true-to-my-to-do-lists\">Why Can&#8217;t I Stay True To My To-Do Lists?<\/h2>\n\n\n\n<p>You probably already have the building blocks for a quality to-do system: a digital or physical planner, calendars, colorful pens, and dozens of available <a href=\"https:\/\/clickup.com\/blog\/to-do-list-app\/\">to-do list apps.<\/a>&nbsp;<\/p>\n\n\n\n<p>All you need is, well\u2026 cement. Something to keep those blocks from falling apart. <\/p>\n\n\n\n<p>Here is why: you can try so many different tools, but still never <a href=\"https:\/\/clickup.com\/blog\/productive-things-to-do\/\">build a productive habit<\/a>. Well, that\u2019s because unless there&#8217;s genuine <a href=\"https:\/\/clickup.com\/blog\/self-discipline-examples\/\">motivation and discipline<\/a> sandwiched in there, your building blocks will be useless. \ud83d\ude2c<\/p>\n\n\n\n<p>When your tools are backed by a healthy mindset, there\u2019s nothing you can\u2019t do! The satisfaction and the end of a productive day will become a regular thing you\u2019ll enjoy.<\/p>\n\n\n\n<p>So, what are the secrets of a solid to-do system? \ud83e\udd14<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"1-tips-on-how-to-build-a-good-to-do-system\">Tips on How To Build a Good To-Do System<\/h2>\n\n\n\n<p>There are several things that affect how well-built your to-do system is.<\/p>\n\n\n\n<p>Take a look, because you never know which ones could have been troubling you all along!<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"2-1-find-the-right-motivator\">1. Find the right motivator<\/h3>\n\n\n\n<p>Everyone needs a goal to push them towards finishing their daily tasks. However, motivation can come from different sources!<\/p>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"3-intrinsic-vs-extrinsic-motivation\">Intrinsic vs Extrinsic Motivation<\/h4>\n\n\n\n<p>The best example of intrinsic vs extrinsic motivation is language learning; some people learn a language because they like it and want to speak it, while others may want to travel or move to a country where this language is spoken.<\/p>\n\n\n\n<p>You can do the same for your to-do list. Either:<\/p>\n\n\n\n<p><strong>A: <\/strong>Set a larger goal for the week. As you write out your to-do list, make sure the tasks align with the goal. Keep it as a reminder of why you need to stay consistent.&nbsp;<\/p>\n\n\n\n<p><strong>B: <\/strong>Turn list-making into an enjoyable process with some music, colorful <a href=\"https:\/\/clickup.com\/blog\/best-writing-tools\/\">writing tools<\/a>, and snacks. Treat it as productivity self-care.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"665\" height=\"665\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image3.png\" alt=\"Leslie Knope from Parks and Recreation in a meeting\" class=\"wp-image-32596\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image3.png 665w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image3-300x300.png 300w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image3-150x150.png 150w\" sizes=\"auto, (max-width: 665px) 100vw, 665px\" \/><figcaption class=\"wp-element-caption\">Parks and Recreation via Buzzfeed<\/figcaption><\/figure><\/div>\n\n\n<h4 class=\"wp-block-heading\" id=\"4-include-a-reward-system-%E2%9C%A8\">Include a reward system \u2728\ud83d\udc8e<\/h4>\n\n\n\n<p>Small rewards for a job well-done can be a great motivation boost.<\/p>\n\n\n\n<p>Some are even embedded in the apps we use! If you\u2019ve ever played a smartphone game, you\u2019ve noticed how they use sounds and animations to applaud you for finishing a level.<\/p>\n\n\n\n<p>Productivity apps have learned a thing or two from games, and some make your to-do lists more fun by gamifying them. ClickUp itself has celebratory confetti animation pop up every time you clear a list of tasks or achieve a goal. \ud83e\udd73<\/p>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"5-find-a-long-term-goal\">Find a long-term goal<\/h4>\n\n\n\n<p>Think of to-do lists as stepping stones towards a bigger, more positive change in your life.<\/p>\n\n\n\n<p>If you wanted to learn Italian to a certain level, you would make sure that you put in the work every day, for at least 15 minutes. Because after 30 days, you know you will be much better than when you started. \ud83c\udf31<\/p>\n\n\n\n<p>In much the same way, identify your larger goals, and set a timeframe. To-do lists without an end goal in sight can only take you so far.<\/p>\n\n\n\n<p>As a bonus, you lessen the odds of abandoning the habit.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"6-2-personalize-your-to-do-list\">2. Personalize your to-do list<\/h3>\n\n\n\n<p>Since we all have different motivators, preferences, and interests, different things will stimulate our brain into keeping a productive streak.<\/p>\n\n\n\n<p>We mostly respond to visual cues like colors, shapes, and sounds. That\u2019s why to-do list apps find so much success.<\/p>\n\n\n\n<p>So, depending on what would keep your brain happy and engaged, you can do two things:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>If you prefer the touch of paper, smell of markers, and generally wish to cut down on your screen time, then a traditional to-do list is definitely for you. Draw in the corners of pages, use stickers and colorful pens. <em><strong>There are no rules!<\/strong><\/em><\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Digital to-do lists are great if you want <a href=\"https:\/\/clickup.com\/custom-project-management\">all the colors and customization<\/a>, but don\u2019t have the time or patience. Nowadays, apps such as <a href=\"http:\/\/clickup.com\">ClickUp<\/a> offer countless color schemes, <a href=\"https:\/\/clickup.com\/blog\/to-do-list-templates\/\">to-do list templates<\/a>, or sound choices to personalize your to-do list at the tap of a button<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"913\" height=\"609\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image2-1-e1643760801228.png\" alt=\"ClickUp List view\" class=\"wp-image-32607\" srcset=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image2-1-e1643760801228.png 913w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image2-1-e1643760801228-300x200.png 300w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image2-1-e1643760801228-768x512.png 768w, https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image2-1-e1643760801228-700x467.png 700w\" sizes=\"auto, (max-width: 913px) 100vw, 913px\" \/><figcaption class=\"wp-element-caption\">Viewing tasks and Custom Fields in List view<\/figcaption><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"7-3-personalize-your-workflow\">3. Personalize your workflow<\/h3>\n\n\n\n<p>It\u2019s more than just writing down things you need to do in a day. Your to-do list is impacted by how you do your tasks, what you\u2019re good at, what takes more effort, and most of all, how well you manage time.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"8-find-out-what-kind-of-structure-of-a-to-do-list-works-best-for-you-\">Find out what kind of structure of a to-do list works best for you&nbsp;<\/h4>\n\n\n\n<p>\u2753Do you work better if tasks are written as a whole or broken down into steps?<\/p>\n\n\n\n<p>Like a shopping list saying: \u201cbuy carbonara ingredients\u201d vs a list of individual ingredients<\/p>\n\n\n\n<p>\u2753Do you have plenty of deadlines, or is your work less urgent?<\/p>\n\n\n\n<p>This can help you determine how detailed your list should be.<\/p>\n\n\n\n<p>\u2753Do you plan ahead, or do you have a tendency to add tasks on the go?<\/p>\n\n\n\n<p>If tasks and new activities can crop up during the day, then you may need a to-do list app, so you can <a href=\"https:\/\/clickup.com\/download\">add tasks on the fly<\/a> (when you\u2019re not at your computer).<\/p>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"9-get-into-the-habit-of-time-tracking\">Get into the habit of time tracking<\/h4>\n\n\n\n<p><a href=\"https:\/\/clockify.me\/time-tracking-best-practises\" target=\"_blank\" rel=\"noreferrer noopener\">Time tracking<\/a> is the best way to see how productive you are and what about your to-do lists could be sabotaging your productivity.<\/p>\n\n\n\n<p>You might find out that you don\u2019t work so well under pressure. In this case,&nbsp; you can then choose to keep your time blocks more flexible.<\/p>\n\n\n\n<p><a href=\"https:\/\/clickup.com\/features\/project-time-tracking\">Tracking your time<\/a> may help you spot the red flags earlier on. Take meetings for example.&nbsp; you may find that client work or meetings take up so much time. To prevent burnout, perhaps you can dedicate a day to get through all your meetings so that you can maximize and plan your days better.&nbsp;<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"498\" height=\"233\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image5.gif\" alt=\"Leslie Knope from Parks and Recreation sleep deprived and nervous breakdown\" class=\"wp-image-32598\"\/><figcaption class=\"wp-element-caption\">Parks and Recreation via Tenor<\/figcaption><\/figure><\/div>\n\n\n<h4 class=\"wp-block-heading\" id=\"10-put-something-fun-on-your-list-\">Put something fun on your list!&nbsp;<\/h4>\n\n\n\n<p>In one episode, Leslie Knope makes a list of things she is \u201cpro\u201d. Among the whopping 173 items, there are multiple ones that read like this:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>Re-open the toucan exhibit at Pawnee Zoo<\/em><\/li>\n\n\n\n<li><em>Find Gabe the Toucan<\/em><\/li>\n\n\n\n<li><em>More community gardens<\/em><\/li>\n\n\n\n<li><em>Ordinance 11F: To Re-pave City Sidewalks<\/em><\/li>\n\n\n\n<li><em>Budget reform<\/em><\/li>\n<\/ul>\n\n\n\n<p>Following her example, you can make the to-do lists more fun and more likely to stick as a habit by adding a silly item or two. Like:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\u201c<em>Pet the dog\/cat for five minutes<\/em>\u201d&nbsp;<\/li>\n\n\n\n<li>\u201c<em>Play loud funk at 7 PM<\/em>\u201d<\/li>\n<\/ul>\n\n\n\n<p>Have fun and burst that scary serious bubble we create when thinking about to-do lists! \ud83c\udf08<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"11-4-make-the-most-out-of-reminders-and-alerts\">4. Make the most out of reminders and alerts<\/h3>\n\n\n\n<p>Having a digital to-do list comes with the perk of reminders.<\/p>\n\n\n\n<p>Reminders can work great for you without being an annoyance when working with the right app.<\/p>\n\n\n\n<p>ClickUp, for example, allows you to <a href=\"https:\/\/docs.clickup.com\/en\/articles\/2039044-reminders\">customize alerts<\/a> to the fullest; set attachments, customize notifications, and even assign them to others.<\/p>\n\n\n\n<p>Sometimes we can get lost in our work, so there\u2019s no shame in having reminders for important things or\u2026 even just to send a motivational message to yourself \ud83d\udcaa\ud83d\ude09<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image1.gif\" alt=\"Leslie Knope from Parks and Recreation you're beautiful and organized\" class=\"wp-image-32599\" width=\"245\" height=\"140\"\/><figcaption class=\"wp-element-caption\">Parks and Recreation via Gifer<\/figcaption><\/figure><\/div>\n\n\n<p>This leads us perfectly into the next segment&#8230;\ud83d\udc47<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"12-5-be-your-own-biggest-cheerleader\">5. Be your own biggest cheerleader<\/h3>\n\n\n\n<p>A lot of us have this ugly habit of criticizing ourselves whenever we slip up. It\u2019s the same with to-do lists and productivity. Odds are that most of us will give up on these lists because we can\u2019t stay consistent, or we forget to write them, or just get swamped with work.<\/p>\n\n\n\n<p>And so you become both the strict parent and the regretful child caught in a very counterproductive internal conflict.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"400\" height=\"226\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image6.gif\" alt=\"Leslie Knope from Parks and Recreation saying yes, but the drama\" class=\"wp-image-32600\"\/><figcaption class=\"wp-element-caption\">Parks and Recreation via Tenor<\/figcaption><\/figure><\/div>\n\n\n<p>So, how would Leslie fix that?&nbsp;<\/p>\n\n\n\n<p>Every episode, she gives compliments to her friends and coworkers for the most mundane things,and it works!&nbsp;<\/p>\n\n\n\n<p>It makes her friends feel seen and appreciated, and so should you.<\/p>\n\n\n\n<p>So, until you find a Leslie of your own, try to be your own cheerleader. Instead of being like a toxic parent who only points out mistakes, be kind to yourself\u2014take notice when you do something good.<\/p>\n\n\n\n<p>Like finally getting that weekly to-do list done.<\/p>\n\n\n\n<p>Or checking off every task at the end of the day.<\/p>\n\n\n\n<p>Write a compliment to yourself at the bottom of the list, no matter how silly it seems. Because it comes from a place of genuine care.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"13-where-to-go-from-here-\">Where To Go From Here? \ud83e\udd14<\/h2>\n\n\n\n<p>Find the perfect <a href=\"https:\/\/clickup.com\/features\/task-checklists\">to-do list app and planner<\/a>\u2014<a href=\"https:\/\/clickup.com\/signup\">ClickUp<\/a> can help you with that.<\/p>\n\n\n\n<p>Start by accepting imperfect to-do lists.<\/p>\n\n\n\n<p>Get used to making mistakes. Cheer yourself on, instead of beating yourself up.<\/p>\n\n\n\n<p>Learn to love the process and make list writing enjoyable, because it\u2019s part of self-improvement.<\/p>\n\n\n\n<p>And last, but not least, don\u2019t stress.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"498\" height=\"278\" src=\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/image4.gif\" alt=\"Leslie Knope from Parks and Recreation remember what's important in life\" class=\"wp-image-32601\"\/><figcaption class=\"wp-element-caption\">Parks and Recreation via Tenor<\/figcaption><\/figure><\/div>\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Marijana Stojanovi\u0107 is an experienced productivity writer who loves trying out new self-improvement apps \u2014 especially those that gamify your life. Aside from writing tips to help busy people not stress out over work, she has a keen interest in movies, video game design, and translation. To-do lists are like a superb productivity machinery that [&hellip;]<\/p>\n","protected":false},"author":10,"featured_media":32604,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"ub_ctt_via":"","cu_sticky_sidebar_cta_is_visible":true,"cu_sticky_sidebar_cta_title":"Start using ClickUp today","cu_sticky_sidebar_cta_bullet_1":"Manage all your work in one place","cu_sticky_sidebar_cta_bullet_2":"Collaborate with your team","cu_sticky_sidebar_cta_bullet_3":"Use ClickUp for FREE\u2014forever","cu_sticky_sidebar_cta_button_text":"Get Started","cu_sticky_sidebar_cta_button_link":"","_uf_show_specific_survey":0,"_uf_disable_surveys":false,"footnotes":""},"categories":[57,767],"tags":[46,190,145],"class_list":["post-32594","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-productivity","category-worklife","tag-productivity","tag-to-do-list","tag-workflow-management"],"featured_image_src":"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/02\/Marijana-Stojanovic-Clockify-1.png","author_info":{"display_name":"_no-author","author_link":"https:\/\/clickup.com\/blog\/author\/no-author\/"},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How To Build a Good To-Do System and Become More Productive | ClickUp<\/title>\n<meta name=\"description\" content=\"Marijana Stojanovi\u0107, our guest writer from Clockify, shares her tips on building a good to-do list system to get more done, in less 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