Episode 31 - Productivity Smackdown: Trash Your Traditional To-Do List Now!
Welcome to Episode 31 of the Time for Living Podcast!
TRANSCRIPT
show notes
Are you stuck in a cycle of endless to-dos and still feel like you’re falling behind? This week, we’re flipping the script on traditional to-do lists and showing you how to reclaim your time, focus, and energy-without sacrificing your biggest goals. We’ll help you break free from overwhelm and finally create a system that supports your whole life-not just your workday
What You’ll Learn:
Why classic to-do lists are holding you back (and what to do instead)
The five essentials for a to-do list that actually works
How to use the Multi-List Framework to bring clarity and balance to every area of your life
Step-by-step guidance for creating, prioritizing, and managing your lists by life domain
The secret to handling recurring tasks, delegating, and deleting what no longer serves you
By the end of this episode, you’ll be equipped to create your own domain-based to-do lists, prioritize effectively, and schedule recurring tasks with ease-giving you greater control over your time and energy.
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Final Thought:
You weren’t meant to grind endlessly-you’re meant to thrive intentionally. Take one small step from today’s episode and watch how it opens up space for what truly matters.
TRANSCRIPT - Productivity Smackdown: Trash Your Traditional To-Do List Now!
Introduction
Ever felt like you’re drowning in your to-do list? You sit down, pen in hand, determined to take control of your day-but instead, the list just grows. Every time you cross off one thing, three more seem to appear. Maybe you’ve even ended your day feeling like you worked non-stop, but the most important things still got pushed aside. If that sounds familiar, you’re not alone.
I’m Lucy Clarke, and I help ambitious, hard-working women like you find time freedom-so you can build a thriving life without feeling constantly behind. As a time management mentor, I know firsthand how challenging it can be to juggle work, family, personal goals, and everything in between. You want to achieve big things and still have time to breathe, to laugh, and to enjoy the life you’re working so hard to build.
Today, I’m sharing why those classic to-do lists might actually be holding you back-and what you can do instead. By the end of this episode, you’ll have a simple, practical system that fits your busy, ambitious life. No more endless lists. No more feeling buried. Let’s get you back in the driver’s seat of your schedule, starting right now.
I used to be a mega to-list maker myself. Every day, I’d write down everything I needed to do, feeling confident that this was the key to staying on top of my busy life. But over time, those lists started to get longer and longer-until they felt more like a weight than a help. I found myself overwhelmed, stressed, and stuck in a cycle of never-ending tasks. That’s when I realized the traditional to-do list wasn’t enough. I needed a system that actually worked for the full, busy life I was trying to live.
Why Traditional To-Do Lists Fail
Let’s talk about why those traditional to-do lists just aren’t cutting it. You know the ones-pages filled with everything from “email the boss” to “pick up milk,” “plan the family vacation,” and “schedule that dentist appointment.” Before you know it, your list is so long it feels like a second job just to keep track of it all. And the worst part? No matter how many boxes you check, there’s always more waiting for you tomorrow.
It’s exhausting. You’re constantly moving, constantly doing, but that sense of accomplishment? It’s fleeting. Instead, you feel like you’re always behind, always playing catch-up. And for women who are balancing careers, family, friendships, and personal growth, the pressure multiplies. Your mind is juggling a million details-work deadlines, school projects, meal planning, self-care, and maybe even a side hustle. The mental load is real, and it’s heavy.
These endless lists can actually add to your stress, not relieve it. They blur the line between what’s urgent and what’s truly important. They make it easy to lose sight of your bigger goals, and before you know it, your days are spent putting out fires instead of building the life you want.
But here’s the good news: there’s a smarter way. You don’t need to settle for feeling constant pressure. There’s a system that helps you focus, prioritize, and actually make space for the things that matter most. And that’s exactly what we’re going to explore together today.
What a Great To-Do List Needs
So, what does a great to-do list actually look like? Chances are, you’re already doing some of these things, but when you put them all together, that’s when you start to see real results. There are five essentials that make a to-do list truly work for busy women who want both control and balance.
First, your list needs clear, actionable tasks. Instead of writing something vague like “work on project,” break it down into specific steps, like “outline the project proposal” or “email Sarah for feedback.” This makes it easier to get started and gives you a real sense of progress as you check things off.
Next is prioritization. Not everything on your list deserves equal attention. Identify what’s most important for today, this week, or this month. When you know what truly matters, you can focus your energy where it counts and let go of the guilt about what can wait.
Deadlines or due dates are another must. Assigning a time frame to each task keeps you accountable and helps prevent that last-minute scramble. Even just a simple “by Friday” can make a huge difference in getting things done on time.
Then, there’s simplicity and readability. Your list should be easy to scan and not overloaded with details. Use short phrases, bullet points, or even color coding if that helps you. The easier it is to see what needs to be done, the more likely you are to actually do it.
Finally, your list needs flexibility and regular updates. Life changes, and so do your priorities. Review your list often, adjust as needed, and don’t be afraid to move things around or let go of what no longer fits.
When you build your to-do list with these five essentials, you create a tool that supports you, not one that adds to your stress. This is how you start to reclaim your time and move closer to the balance you’re craving.
The Multi-List Framework: Separate Lists for Each Area of Life
Once you’ve got an idea of what your to-do list needs to look like, let’s talk about a fresh approach to how your to-do list can actually fit into the reality of your busy, multi-faceted life. Instead of keeping one endless, unmanageable list, imagine having separate, focused lists for each main area of your life. I call this the Multi-List Framework, and it’s a total breath of fresh air for anyone who’s ever felt pulled in a million directions.
Here’s how it works. Start by looking at your life in six key domains. The first is Family, Friends & Love. This is where you jot down anything related to your relationships-maybe it’s planning a date night, calling your mom, or setting up a playdate for your kids. These are the connections that fill your cup, and they deserve their own space.
Next is Health & Wellness. This list might include scheduling a doctor’s appointment, fitting in a workout, or even just remembering to drink more water. When you see these tasks separated out, it’s easier to prioritize your well-being instead of letting it get lost in the shuffle.
The third domain is Environment & Home Life. Think laundry, grocery shopping, tidying up, or finally tackling that closet. Keeping these tasks together helps you manage your space and routines without letting them take over your whole list.
Then comes Career & Business. Whether it’s prepping for a big meeting, updating your resume, or following up with a client, this list keeps your professional goals front and center without letting them crowd out everything else.
Personal Development & Leisure is your next domain. This is where you add things like reading for pleasure, learning a new skill, or taking time for a hobby. It’s a gentle reminder that your growth and happiness matter, too.
Finally, there’s Finances & Wealth. This could be paying bills, reviewing your budget, or planning for future savings. Keeping these tasks together makes it easier to stay on top of your financial health.
When you split your lists this way, you create space for every part of your life. You get better balance, more focus, and a lot more clarity about where your time and energy are going. Yes, there’s a risk of feeling scattered by having multiple lists or worrying about things slipping through the cracks. But don’t worry-we’ll walk through simple steps to keep things manageable and make sure these lists work for you, not against you. This framework is all about helping you see the big picture, so you can move forward with confidence and intention.
Step-by-Step: How to Create and Manage Your Domain-Based To-Do List
Now, let’s walk through exactly how you can create and manage your own domain-based to-do lists. If you’re listening and thinking, “This sounds great, but where do I start?”-I’ve got you. I’ll break it down step-by-step so you can follow along.
Step one is the brain dump. This is where you grab a notebook, open a fresh document, or even use the notes app on your phone. Write down absolutely everything on your mind-no filter, no order, no judgment. Big things, tiny things, things you’ve been putting off for months, and things you just remembered you need to do today. Get it all out of your head and onto the page. This step alone can feel like a huge relief because you’re no longer carrying all those reminders around in your mind.
Step two is to sort. Now, look at your big list and start to group each item into one of the six life domains we talked about: Family, Friends & Love; Health & Wellness; Environment & Home Life; Career & Business; Personal Development & Leisure; and Finances & Wealth. Don’t worry about getting it perfect-just do your best to match each task to the area it fits best. This step helps you see where your energy is going and where you might be neglecting something important.
Step three is to refine. Go through each domain and turn any vague or ambiguous items into clear, actionable tasks. For example, instead of “get healthier,” write “schedule a check-up” or “go for a 20-minute walk.” Instead of “sort out finances,” try “review credit card statement” or “set up automatic savings transfer.” The clearer your tasks, the easier it is to take action.
Step four is to prioritize. This is where you look at each domain and pick the top one or two tasks that will make the biggest difference for you this week. You don’t need to do everything at once. By focusing on what’s most important in each area, you make real progress without feeling overwhelmed. And here’s an important mindset shift: as you prioritize, remember that not everything has to be done by you. If a task can be delegated-whether to a colleague, a family member, or a service-give yourself permission to hand it off. Likewise, if a task keeps getting pushed aside week after week, ask yourself if it’s truly necessary. Sometimes, deleting or postponing a task frees up mental space and time for what really matters. This isn’t about giving up; it’s about being intentional with your energy.
Step five is to schedule. Assign a deadline to each of your top tasks and, if possible, block out time in your calendar for them. I know the idea of organizing your time by domain might sound intimidating, but it’s actually a powerful way to make sure you’re spending time on what matters most to you. Maybe Tuesday evenings are for self-care, Saturday mornings for family, and you carve out a lunch break to handle finances. When you see your week laid out this way, it becomes much easier to stay balanced and intentional.
Now, let’s talk about recurring tasks. These are the things you do regularly, like meal prep, paying bills, or your weekly team meeting. Instead of writing these on your to-do list every week, try to automate them into your schedule. For example, set aside Sunday afternoons for meal planning, or make every Friday morning your time to review finances. By turning these into routines and blocking out time for them, you keep your daily to-do list focused on what’s unique and urgent. This frees up mental space and makes your week more predictable, so you’re not constantly reinventing the wheel.
Step six is to review and update. Set a weekly check-in-maybe Sunday night or Monday morning-where you look over your lists, celebrate what you’ve accomplished, and update your priorities for the week ahead. This keeps your lists fresh, relevant, and aligned with your real life.
Try this process just once and you’ll feel lighter, clearer, and more in control. Remember, the goal isn’t to add more to your load, but to unburden your mind from the clutter of endless tasks. When your mental space isn’t cluttered by everything you need to do, you can focus more fully on what truly matters-one step at a time.
How to Avoid the Cons & Stay on Track
So, let’s talk about how to keep this system working for you-without letting it become overwhelming. The key is to keep your lists simple and short. Focus on the essentials. If you find yourself writing out a long, detailed task-like “Plan Milo’s birthday party”-that’s actually a project, not a to-do. Create a separate project list for those bigger undertakings, and just put the next actionable step on your main list, like “Book the venue for Milo’s party.”
Another tip: use one notebook or app to house all your lists. Whether you’re a paper-and-pen person or love your digital tools, having everything in one place means you won’t waste time searching for what you need. It also keeps your mind clear and your process streamlined.
Remember, this isn’t about perfection-it’s about progress. Every step you take to get organized and intentional brings you closer to the life you want. Give yourself credit for every win, no matter how small.
Summary
If today’s episode resonated with you and you’re ready for more support on your journey to time freedom, I’d love for you to join my email list. Every week, I send out quick-win tips, exclusive resources, and practical strategies designed for busy, ambitious women just like you. It’s not just about getting things done-it’s about building a life that feels balanced, fulfilling, and truly yours.
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So, head over to timeforliving.co and get on the list. Let’s create a space where you feel supported, inspired, and equipped to take on whatever comes your way.
And if you’re intrigued about how to really time block your domains of life successfully, join me next week on the podcast. We’ll get into the details of how to make sure you spend the time YOU need on all areas of your life-depending on the season you’re in-and how to adjust as you transition.
And remember: you deserve a life where your to-do list serves you-not the other way around. Give yourself permission to prioritize what matters, to say yes to your dreams, and to let go of the overwhelm. I’m cheering you on, every step of the way.