7 Hacks to Crush Your To-Do List Every Day

[@ariekoprasethio]

🎯 Key points for quick navigation: 00:00 *📝 Write down tasks immediately when they pop into your head to prevent forgetting them later.* 00:17 *⏱️ Use the two-minute rule: if a task takes less than 2 minutes, do it immediately instead of adding it to your to-do list.* 00:59 *🔑 Use action verbs in your task list to make the next step clear and avoid vague words.* 02:07 *📋 Include all relevant information in tasks, like links and contact details, to avoid searching later.* 02:34 *📚 Don’t add content to your to-do list; instead, use a "read later" app to avoid cluttering your tasks.* 03:30 *🎯 Limit your daily to-do list to three important tasks to stay focused and avoid feeling overwhelmed.* 04:12 *⚡ Schedule tasks according to your energy levels, saving deep work for when you’re most alert.* 04:49 *🤔 Let go of guilt about unfinished tasks; assume tasks won’t get done unless prioritized for the day.* 05:45 *💡 Create a productivity system using digital tools to handle tasks more effectively than relying on memory alone.* Made with HARPA AI

[@gregothy9190]

Wrong

[@JasonGoldberg-bv9hk]

Rule #6 has been a game-changer for me. It seems like my energy is rarely aligned with my task list. But by identifying at least three key objectives for the day, it is gratifying to see at least the most important things getting done. When I'm lucky, the progress on my three "chosen tasks" carries over and helps me start moving down the task list to items with lower Task Score. Thanks for providing this Tiago!

[@DagnyKight]

In the early 90s, I worked with a man who kept a small pad in his shirt pocket at all times. He'd write things down right away. I picked up the habit and have done it using various methods ever since.

[@TiagoForte]

That’s a great way to capture those fleeting thoughts before they slip away!

[@ashwinbhat95]

Clear and concise video with actionable ideas, good job Tiago!

[@wendymak3389]

The bonus tip is great! Feel relief while focusing on key task. Thanks

[@TiagoForte]

Glad you liked it!

[@abbaschild2499]

Clear, concise and actionable immediately. Thanks.

[@TiagoForte]

I'm glad you found it helpful!

[@ricardoelizondocr]

The bonus tip helped me too much, thanks, it makes perfect sense and I will continue to apply it 🙏

[@TiagoForte]

Glad it was helpful!

[@Mangotai]

Thank you for explaining the 2 minute rule, going to use that one. I will say that the first tip, where you write down what you need to do that EXACTLY moment is a life changer. I taught myself to whenever I need to complete an action or task, I must write it down on my phone ASAP.

[@TiagoForte]

I'm glad you found these tips useful!

[@stevewright3940]

I frequently use voice dictation to capture these. 🗣

[@DanielVoisin]

You know you've been into productivity a long time when you already know and do all the tips.

[@TiagoForte]

Good for you!!

[@peerbr7849]

Great summary of GTD!

[@empatimo]

This might be true for anyone watching this, but this video arrives at the right time

[@TiagoForte]

Great to hear that!

[@thepassbtpod]

It popped up on my recommends at a perfect time

[@EricSabado-vc2jj]

Hi Tiago, can I ask for the link wherein you interviewed a lady regarding creative writin, combining different ideas to create a new one. Thanks!

[@Abdullah-zl9ub]

I do most of the points mentioned here. Took me sometime to get used to it. I follow this “if it’s not on my todo list then it won’t be done”. However need to apply some things you mentioned as 2 minutes rule and the action words. However everyday I move what’s left of my todos end of day to the next day to have a very long list and I will work my day depending on time. Seems wrong but when I move them to anytime in things3 they are gone forever as everyday I get new things so old things won’t be done. Will try to choose 3 only as you said. Need more videos on how you schedule time and such and apps used. (Noticed busy cal and chrome and such there on ios)

[@evandromp70]

First of all, thank you for a great video with useful tips in a short time frame! What are your recommendations for task management to Android users? (things is only available for apple users...)

[@TiagoForte]

Try Todoist: todoist.com/

[@heiser_bill]

I like your ideas, and checked out your course page. I have to admit, when I got to the price I felt a sense of shock, and going further with it immediately went to my “will never do” to-do list. It’s one of those “sounds good but no way can I do this” things. :-(

[@TiagoForte]

Totally fair. It’s not for everyone

[@ryansteiger6960]

Thank you for the video Tiago. I have a question: do you consider a reading goal also as consumption? I often find myself creating a task read 10 pages in book X. Do you think that is helpful?

[@GMazzucca1997]

Whats the name of the Watch you are using?

[@zenweatherbie6877]

hi what is the to do app u use at the beginning of video ?

[@TiagoForte]

The Things

[@nikihardy7333]

Do you consider your task manager (Things) to be the same as your project manager eg asana or click up? If not, why and what’s the benefits of keeping up with two and how do you manage them both? Thanks

[@VitorYujiM]

2:32 tiago, but what about tasks where I need to find specific information, but the content is in a video I need to watch or an article I need to read? This isn’t about entertainment, but finding information to my projects. what do u think about it?

[@juliavunkannon4072]

Perhaps those become subtasks to the main project?

[@TheRealJohnnyCash]

Can you please make a video about how you select your tasks for the week?

[@michelleadams5609]

First, the ones that make you money, the ones that make you healthy, and third the ones that help other people. Productivity is illusory in this space. When they make videos about content to be productive in order to make videos about being productive. 😂

[@sergiorodrigues6694]

Should the most important three to-do taks go to the calendar or remain in the task manager?

[@MarcKoenig]

Great video!

[@prerna_aggarwal]

The ‘no guilt or shame’ rule really hit home. How do you stay kind to yourself while staying productive?

[@carlosrebolledoaguirre4682]

Pillars of Productivity tiene subtítulos en español?

[@TiagoForte]

No, es en ingles :(

[@Jandils]

Definitely agree with all of these! Honestly, the first one about adding the task immediately has been something I've tried to get better at. Idk how many times I've missed things because I assumed I would add it in a few minutes, when in reality, that ship has sailed. haha I will add that time blocking, while isn't always an exact science and is hard to do if you don't know how long the task will take, will still keep you on track and help prioritize tasks and visually see what you can and can't fit in the day. Plus, if you set a task for 2-3 hours and get it done in 30 minutes, you now have that much more time to focus on the next one. (Unless you abuse this and set every task for way too long and get even less done lol)

[@TiagoForte]

Great observation!

[@CaseyHardman]

@@TiagoForte Whoops. Forgot to log into my personal account before watching this. lol

[@lpanebr]

2:30 "read", "watch", and "listen" are optional. Put them in your read later app!

[@lohfrankdvd]

What about studying "that's reading or watching content " what is the best way to write that down in the to-do lists.

[@TiagoForte]

I recommend adding a deadline to these tasks and tying them to a specific project e.g. a paper you need to write or a class you're taking.

[@daddogsdata]

What was that app used for your Gmail link?

[@TiagoForte]

I use Superhuman as my email app which allows me to create a link to any email.

[@LisaGelhaus]

I’m dedicated to writing down a task as soon as I think of it. Result: multiple versions of the same task that don’t get checked off as I get them done. My Todoist is a cemetary of tasks that I’ve already finished or that I’ll never finish.

[@alaska4joe]

😂

[@Abdullah-zl9ub]

Useful and short. When do you clear your inbox? How much time to schedule the day? It’s nice that I use things and superhuman, wonder if you use a shortcut or some way to send the email link to things? Also do you add emails as tasks instead of flagging/remind me inside the the app itself?

[@TiagoForte]

My course Pillars of Productivity is all about how to clear your email inbox and send the key pieces of info downstream to the main productivity apps designed to handle them (task manager, notes app, calendar, read later app). I use the built-in Things shortcut ctrl-option-space to capture a new task with the link to the email inserted automatically

[@Abdullah-zl9ub]

@ Will check the course out! Any links? (Prefer books though) Superhuman doesn't support Quick Entry with Autofill, just tested it and asked around. Perhaps you copy and paste into quick adding?

[@TiagoForte]

@@Abdullah-zl9ubthe native app doesn’t, but the browser version does. I use it in the browser just for this purpose. You can check out the course at www.buildingasecondbrain.com/pop

[@hakan_t]

I’m really curious how this applies to people in R&D or scientific fields. Their whole job pretty much involves digging into new papers, absorbing studies, and figuring out fresh insights. If we can’t use “read,” “research,” or “watch” as tasks, then how do we break down all that info-gathering into action steps? How would a scientist or researcher actually plan their day-to-day work without leaning on those usual verbs?

[@TiagoForte]

In these cases where you're reading or watching content for your work/studies, these do need to become to-dos. But I recommend adding a deadline to these tasks and tying them to a concrete project.

[@eugemaifa]

What app do you use for writing your tasks?

[@TiagoForte]

It's Things: culturedcode.com/things/ But if you're not on the Apple ecosystem then Todoist also works great.

[@TheRealJVJTR3Y_Plans]

So does the specific meds that a person takes or uses, does that not go on a To do list or Prioritzed Daily Task List (Franklin Planner)?

[@peerbr7849]

@@TheRealJVJTR3Y_Plans goes on your calendar!

[@TiagoForte]

They definitely can e.g. as a recurring task/reminder.

[@georget30000]

Do you find your memory isn't as good since using Second Brain?

[@simplementebenn]

How do you deal with "routine tasks" like wash the dishes, go for a walk, those kind of everyday tasks? They are not considered onto the 3 important tasks? Or do you not even have them in the to-do list?

[@TiagoForte]

If you notice that you keep missing "everyday" tasks that are important to you, add them to your to-do list (e.g. as a recurring task) by all means! I find that eventually something becomes second nature and I don't need a reminder anymore.

[@Damienxx]

Hey Tiago, what size of iPad do you use?

[@TiagoForte]

The medium sized one

[@Damienxx]

@@TiagoForte do you mean 11"?

[@axeemx]

I think 9.7” that the medium.

[@markbubb9902]

School work kind of needs Listen, Read, Watch in the to-do so everyone's mileage may vary

[@rachelzavarella5440]

I think the distinction there is that schoolwork has a deadline, whereas most content is optional

[@TiagoForte]

@@rachelzavarella5440yup that’s a good distinction. If consuming a piece of content has a deadline or some other external constraint attached, then it counts as “actionable” and is worth adding to your to do list

[@nerdock4747]

We're still calling them "hacks" in 2024, eh?

[@4rch13]

Is there something wrong with that?

[@SheaCutshaw]

Well I’m in 2025 so take that nerd

[@artmzrbn]

pretty awesome be soooo much productive and to do a loooot of tasks using coool techniques BUT what if all the tasks are garbage and they are all 'not yours'?🙂 → this is the most common point of growth garbage in- garbage out(even perfect completed) secondly any kind of task manager which does not show all the completed tasks- garbage, because it shows you endless stream of todos, tasks, etc. not your COMPLETES what is why I am using Reminders for collect and Notes/Cal for week/day planning and tracking tese rules I found the most important for my real productivity

[@peerbr7849]

@@artmzrbn There are three different kinds of activities you can be engaged in: Doing predefined work, Doing work as it shows up, Defining your work. It's good to not let "garbage" slip in.

[@TiagoForte]

True, garbage in, garbage out. It’s up to you to make sure these task actually matter ;)

[@carlosrebolledoaguirre4682]

Tener tareas que son basura, es equivalente a un contexto de trabajo en que no me sentiría cómodo, por lo mismo, las tareas basura no las tomaría en cuenta, dejándolas en la basura. Y, lo mejor sería vaciar y liberarme de la basura para aprovechar mi tiempo. El que sean ajenas es relativo, porque desde el momento que las tengo que hacer, son mías.

[@radu-mirceasirbu2159]

The 2-minute rule shines with Amplenote! ⏱ Quick tasks = done, big ones = organized. 💡

[@JasonGoldberg-bv9hk]

This had been where my thoughts went as well! The "Instant capture" on mobile aligns really well with Rule #1. And Rule #3, focusing on the next task, has gotten a lot easier for me since I started using Amplenote's calendar, since it harvests task ideas across all my domains. I hope Tiago might consider making a video of how his strategy works within an Amplenote context, where Eisenhower Matrix has helped me narrow down where to focus energy 🙏