Separating Tasks into “Today” and “Not Today”: Steady Productivity and Prioritisation Tips
There’s a quiet shift that can transform how you approach work: stop trying to do everything, and start deciding when things deserve your attention.
At its core, productivity isn’t about cramming more into a day—it’s about organising tasks so your attention is focused, realistic, and sustainable. One of the simplest ways to do this is to mentally divide your tasks into just two categories:
- Today
- Not today
It sounds almost too simple, but done properly (usually with a task management software or to-do list), it creates clarity, reduces overwhelm, and helps you actually finish what matters.
The Key Idea: Every Task Gets a Date
Instead of holding a long, floating to-do list in your head (or app), give every task a date. Again, we usually recommend a to-do list app such as ToDoIst, Apple Reminders, Google Tasks, or Microsoft To Do.
That date doesn’t mean:
“I must complete this on this exact day.”
It means:
“This is when I want to be reminded about this.”
This small shift is powerful from a Psychological perspective. You’re no longer trying to do everything now. You’re building a system that brings the right things into your awareness at the right time.
You can just ‘set and forget’ by putting a task onto your list so that you have peace of mind that you’ll be reminded about it when you need to be: and the cool thing is that if it’s not gonna be one of today’s tasks then you can completely put it out of your mind once it’s on your list and you’ve given it a date that isn’t today.

Your Daily List Is a Menu, Not a Contract
When you open your list for “today,” you might see 10–15 tasks.
Here’s the important part:
👉 You don’t have to do all of them.
Instead:
- Scan the list
- Decide what realistically fits today
- Let the rest become… not today
Then simply reschedule those tasks by giving them a new date:
- A couple of days from now
- Next week
- Next month
This isn’t failure—it’s active prioritisation and it means that you’ll actually commit to the things you intend to complete today, rather than getting overwhelmed.
I personally have about 70-90 things on my to-do list at any one time: but luckily many of them are not even remotely urgent. I couldn’t possibly do them all today, even if I cleared my calendar for the whole day: and I don’t need to either.
It’s Normal Not to Finish Everything
Many people quietly carry a sense of guilt about unfinished tasks, or they’ll set themselves about 30 things to do in a day because they think they “should” be doing lots of things or they get pulled in by lots of tasks that are “nice to haves”.
But in a well-functioning system:
- Not finishing everything is expected
- The system accounts for it
- You try to focus only on the tasks you really need/want to do
At the end of the day (or the next morning):
- Review what didn’t get done
- Reassign those tasks to a new date
- Do it without guilt or recrimination: you can’t go back to yesterday and do any more tasks: accept what didn’t get done and focus on moving forward
Over time, this becomes a smooth loop:
Plan → Act → Review → Reassign
No backlog. No mental clutter or shame. Just continuity.
Choose a Few “Strong Intention” Tasks
Not all tasks are equal.
Each day, pick:
- 2–4 top priorities
These are the tasks you strongly intend to complete.
Everything else is:
- Optional
- Flexible
- Secondary
This gives your day:
- Direction
- A sense of completion
- A clear “win” condition

Create Regular “Task Time” in Your Week
Tasks don’t get done just because they exist—they need time and space. I always tell my clients, “don’t just decide that you’ll do a task - decide when you’ll do it”
Build regular windows into your week where tasks happen:
- When is your ‘life admin’ happening (booking doctor’s appointments, booking the car in for a service, etc)?
- When will you have time for a couple of focused work sessions?
- Do you need time for checking emails and planning the day?
For some people, this looks like strict time blocking:
- 9:30–10:30 → Reports
- 4:00–4:30 → Emails, Reassign Tasks
For others, it’s looser:
- “Late morning is when I do thinking work”
- “Afternoons are for admin and basic/easy work”
Both approaches work—the key is predictability.
Decide the Order Before You Start
A little upfront structure saves a lot of friction.
Some effective patterns:
1. Quick Wins → Major Task
- Start with 1–2 easy tasks
- Build momentum
- Then tackle your main task of the day
2. “Swallow the Frog”
- Do the hardest or most important task first
- Everything else feels easier afterwards
Choose what fits your personality - and it’s fine to experiment to figure out what works.
Use Your Energy, Not Just Your Time
Not all hours are equal.
Most people:
- Have more focus and resilience earlier in the day
- Struggle more with complex tasks later
If you keep pushing difficult tasks to the evening and not doing them, it’s not a discipline issue - it’s timing.
Try:
- Hard/stressful tasks → earlier
- Easier/admin tasks → later
Ask yourself honestly: if “10am me” doesn’t feel like doing this task, is it likely that “3pm me” will feel like doing it?

Break Big Tasks into Small, Concrete Steps
A task like:
“Write a report”
Feels heavy because it’s vague.
Break it down:
- Open document
- Find client file
- Outline headings
- Write paragraph 1
- Write paragraph 2
Now it becomes:
- Clear
- Achievable
- Less emotionally loaded
Most “big” tasks are really just a sequence of small, easy actions. I sometimes joke with my clients (and please don’t try this at home!) that most people could control a nuclear submarine if they read all the mini-tasks off a well-structured list - first turn on screen, then check gauge 22, twizzle the blue knob until gauge 22 looks straight, etc. Thankfully, for global security, I’ve never actually tried this, but you get the idea!
A Sustainable Productivity Loop
Put it all together, and your system looks like this:
- Give every task a date (ideally when inputting the task)
- When sitting down to your tasks, review today’s list; give a new date in the future to tasks you won’t be doing today
- Choose top priorities for what you really want to be doing
- Do what fits, ideally by considering an approximate order based on difficulty
- Reschedule what doesn’t get done today
- Repeat tomorrow
Over time, something interesting happens:
- You stop feeling behind
- You trust your system
- You get a sensible and realistic number of things done each day
- Stuff that has to get done by a specific time does get done on schedule
- You make steady progress without burnout
Final Thought
Productivity isn’t about squeezing more into your day.
It’s about creating a structure where:
- You know what matters
- You accept limits
- You move things forward consistently
So instead of asking:
“How do I get everything done?”
Try asking:
“What belongs to today - and what doesn’t?”
You’ll start to feel much more productive, more in control, and less overwhelmed.










