Everything You Need to Know About To-Do Lists

As accountants, we all tend to rely on to-do lists to keep our life in order. Whether it’s juggling client deadlines, managing a household, or just trying to make it through the day without forgetting something, a to-do list feels like it’s got our back.?

But let me ask you—why does it sometimes feel like no matter how much we cross off, we’re still drowning??

In this article, I want to share a few things that might surprise you about to-do lists and how to manage your time more effectively.

Not Everything On Your List Is Yours To Do

Here’s something I see a lot, especially with accountants: we look at our to-do list and think everything on there is our responsibility. I get it—there’s this sense that if you don’t handle it, it won’t get done right.

Maybe you’ve even thought, “It’s just easier if I do it myself.” I’ve been there, too.

But let’s be real—trying to do it all is the fastest way to overwhelm and burnout. The truth is that not everything on your list is yours to do.?

Learning to effectively delegate, whether at work or at home, is a game changer. I know, I know, you might be thinking, “But no one else will do it the way I would.” And you’re probably right! But that doesn’t mean you should take it all on yourself.

The bottom line is that when you start letting go of tasks that don’t need your personal touch, you create space for the things that really matter.

Your Brain Gets Automatically Overwhelmed By To-Do Lists

Have you ever sat down, looked at a long to-do list, and felt like you couldn’t even start? That feeling of overwhelm isn’t just in your head—it’s how your brain reacts when it sees too much at once.?

Our brains aren’t wired to handle endless tasks. When you see a list that seems never-ending, it triggers a stress response, making it hard to focus or figure out what to do first.

This is why we often end up doing the easy things first, just to feel some relief. We’ve all been there—clearing emails or organizing your desk when you know there’s something bigger you should be doing. That’s just your brain trying to cope with overwhelm.

The bottom line is that long lists make it hard to see what’s really important. If you can focus on just a few things at a time, your brain will thank you. It’s all about breaking it down and not letting your list control you.

Crossing Things Off Your To-Do List Is NOT Time Management

So, we all love that little rush we get when we cross something off our list, right? It feels so good! But let’s be honest—just because you’re crossing things off doesn’t mean you’re actually managing your time.

The problem is, we tend to tackle the easy or less important things just to get that hit of dopamine or satisfaction. Meanwhile, the big, high-impact tasks keep getting pushed to the bottom of the list.?

The most important thing to understand is that being busy isn’t the same as being productive.

Effective time management is about being intentional with your time. It’s not just about checking things off—it’s about making sure you’re working on the things that matter most. And trust me, when you get that part down, your whole approach to work will change.

Not All Hours Are Created Equal

Let’s talk about energy. You know those times when you’re trying to get something done, but you’re just dragging? Maybe it’s the middle of the afternoon, and your brain feels like mush.?

That’s totally normal! Our energy levels fluctuate throughout the day, but the problem with to-do lists is that they don’t take that into account.

Not every hour is the same. There are times when you’re sharp and ready to take on the world, and other times when even writing an email feels like climbing a mountain. If you’re scheduling tough tasks for those low-energy hours, you’re setting yourself up for frustration.

The trick is to match your tasks with your energy. Save the high-focus stuff for when you’re at your best, and knock out the easier, less demanding things when you’re feeling a little more drained. Trust me, it makes a huge difference.

If You Don’t Know How to Manage Your Mind, You Don’t Know How to Manage Your Time

This is the big one. We’ve talked about delegating, overwhelm, and matching tasks to your energy levels, but none of that will stick if you don’t learn to manage your mind.?

Here’s why: everything you do—or don’t do—starts with a thought. If you’re thinking, “There’s too much to do” or “I’ll never get it all done,” guess what? You’re going to feel overwhelmed, and that feeling will lead to procrastination or spinning your wheels on low-priority tasks.

The good news? When you learn to manage your thoughts, everything changes. You stop reacting to your to-do list and start taking charge of it. You begin to approach your day with more clarity and less stress because you’re choosing your thoughts on purpose.?

And once you get your mindset in check, managing your time becomes so much easier.

So, no matter how much you have to get done—managing your time is really about managing your mind first. Once you’ve got that down, everything else will fall into place.

In the end, it’s not about having the perfect to-do list or checking off every single task. It’s about understanding that true time management starts with managing your mind, prioritizing what really matters, and recognizing that not everything is yours to do.?

By aligning your tasks with your energy and focusing on high-impact work, you’ll feel more in control and less overwhelmed.?

If you’re ready to take this to the next level, let’s connect and dive deeper into how you can truly master your time.? You can schedule a 30-minute Time Management Audit at https://thesmarteraccountant.com/time-audit/ so that we can get to the bottom of your time management needs.

If you’re interested in becoming a Smarter Accountant, you can take The Smarter Accountant Quiz at www.thesmarteraccountant.com.??

If you want to learn more about the taking back control of your time, check out this episode of The Smarter Accountant Podcast ?? https://thesmarteraccountant.com/everything-you-need-to-know-about-to-do-lists/

You can also download The Smarter Accountant Podcast Guide at https://thesmarteraccountant.com/podcast-guide/