How to create a to do list template that actually works

A to do list template is more than just a tool to remember tasks. A well-structured list can be the difference between chaos and productivity for startup executives juggling multiple priorities. But here’s the catch: not every to do list is effective. Many fail to be useful because they aren’t built with purpose or aligned with the unique needs of the person using them.

Think about it: how many times have you written a list, only to abandon it halfway through the day? The problem isn’t you—it’s the way your to do list is designed. What if you could create a list that not only records your tasks but also helps you get things done? Let’s break down the simple tweaks that will turn your list into an actual productivity tool.

Table of contents

• How do I build a to do list template that works?
• How do I stay organized?
• How do I use my to do list in the long term?
• How do I delegate my to do list to an executive assistant?

How do I build a to do list template that works?

Creating a functional to do list is a lot simpler than you might think. The key is to prioritize, add structure, and use the right tools. Here’s a step-by-step approach:

1. Prioritize tasks based on importance and urgency

Your to do list should help you focus on what truly matters. But if you fill it with low-impact tasks, you’ll feel busy without making real progress.

• Ask yourself: Which tasks have the most significant impact on my business?
• Use the Eisenhower Matrix: Categorize tasks into four quadrants:

1. Urgent and important
2. Important but not urgent
3. Urgent but not important, and
4. Neither urgent nor important. 

This helps you focus on tasks that drive results, delegate what you can, and ignore distractions.

Use the Eisenhower matrix on your to do list template.

For example, if you have investor meetings next week, focus on preparing your pitch and delegate routine tasks like confirming the meeting and building the deck to your virtual executive assistant.

2. Set realistic deadlines for every task

Tasks linger on your list indefinitely if they don’t have deadlines. As an executive, time management is crucial, and deadlines create accountability.

• Be specific: Instead of “Follow up on sales leads,” write “Follow up with top 5 sales leads by Friday at 2 PM.”
• Avoid overloading your day: It’s easy to overestimate what you can achieve in a day. Choose your top 3 priorities every day and commit to finishing them before tackling anything else.

Break long-term projects into manageable sub-tasks. For instance, if you’re launching a new product, assign each phase—planning, testing, marketing—its own deadlines to avoid burnout and ensure steady progress.

3. Use the right tools to stay on track

A physical notebook is useful, but task management apps like ClickUp, Notion, or even Google Sheets can offer far more flexibility. Choose the right tool based on your workflow:

• ClickUp: Best for managing complex, multi-layered tasks. It’s ideal if your day involves juggling several departments or projects.
• Notion: Highly customizable and perfect if you want a visually appealing, simple to do list that integrates notes, documents, and calendars.
• Google Sheets: If you prefer a simple, no-fuss format, you can build a to do list template in Google Sheets. It allows you to sort tasks by deadline or priority and share them easily with team members.

Calendar management tip: Sync your to do list with your calendar so you can get reminders and avoid overscheduling.

How do I stay organized with a to do list template?

Staying organized is a daily discipline, especially when your schedule is constantly changing. Here’s how you can ensure your to do list remains useful and doesn’t become cluttered:

Log tasks as soon as they come up

The key to staying organized is to capture tasks as soon as they pop up. Whether it’s an idea from a meeting or a quick follow-up, don’t wait to log it.

• Quick entry: Use a task management app like Notion or even Slack to quickly log tasks during meetings or while on the go. This way, nothing gets lost in the shuffle.

You can even ask your executive assistant to monitor Slack messages or meeting notes and add action items to your to do list. This is where it’s important to have a to do list that is easy to access and use so it doesn’t become a time-consuming task. 

Sync your to do list with your calendar

Sync your tasks with your calendar so they don’t get buried under other priorities. This helps you block out time for focused work and prevent meetings from taking over your day.

For example, if you need to work on an important investor update, schedule 2-3 hours on your calendar where you can focus without interruptions.

How do I use my to do list in the long-term?

Many executives create to do lists but don’t maintain them, which leads to lost productivity. Here’s how to ensure your list works in the long-term:

Review your to do list daily

Dedicate time at the end of each day to review and update your list. Move incomplete tasks to the next day or week, adjust priorities, and clear out anything irrelevant.

• Be ruthless: If a task has been sitting on your list for too long without progress, ask yourself if it’s really a priority. If not, delegate or drop it.

Delegate routine tasks to your executive assistant

Delegation is a skill every startup executive needs to master. There’s no need to handle every task yourself, especially routine or administrative work. Your executive assistant can manage:

• Scheduling meetings (especially the ones involving multiple stakeholders with time constraints)
• Tracking project progress
• Preparing reports
• Handling customer follow-ups

For example, if you have a backlog of emails that need responses, delegate that to your executive assistant. They can categorize emails, draft responses for you to approve, and flag important ones for your review.

Keep your to do list template simple

One of the biggest mistakes executives make is over-complicating their to do lists. Avoid adding unnecessary details that slow you down.

• Pro tip: Stick to task name, deadline, priority, and a quick note if needed. Anything more than that could create clutter.

How do I delegate my to do list template to an executive assistant?

A capable executive assistant can help streamline your day, keep your priorities in check, and ensure you’re focused on high-value tasks. Here’s how you can effectively delegate your to do list:

1. Identify what can be delegated: Look for tasks that are administrative, repetitive, or time-consuming but don’t require your direct input. These could include scheduling, meeting support, travel management, or SOPs (Standard Operating Procedures). Here is a list of tasks you can delegate to an executive assistant. 
2. Communicate priorities clearly: When handing over tasks, clearly outline deadlines, expectations, and priorities. Tools like Notion or ClickUp allow you to share your to do list with your assistant, making it easier to assign and track tasks.
3. Ask your EA to make end-of-day or end-of-week reviews: These are lists that summarize the tasks that your EA worked on, outstanding items, or any other task they need your input on. These lists will help you keep track of the work that is being done, and review any items that need to be checked.

Conclusion

At Viva Executive Assistants, we specialize in hiring, training, and coaching remote executive assistants who excel in managing to do list templates and organizing your priorities. Our assistants ensure you meet deadlines and stay focused on high-impact tasks, making you more productive.

Ready to delegate your to do list? Book a call with us today and start working with a high-performing executive assistant who can take this off your plate.