How to Create an Effective To-Do List and Get Things Done

Running a business, balancing a 9-5, and caring for family can feel like juggling a dozen spinning plates. For many of us, the humble to-do list becomes both a lifeline and a stressor. Used well, it keeps you organized, focused, and moving forward. Used poorly, it becomes overwhelming clutter and a reminder of what you haven’t done.

At HMV Solutions, we believe productivity is about working smarter, not harder. Whether you’re a mompreneur, a new healthcare provider navigating credentialing, or a small business owner trying to streamline your operations, creating an effective to-do list can help you reclaim your time and energy. Here’s how to do it the right way.

Why a To-Do List Still Matters

With countless apps, calendars, and project management tools available, some people think to-do lists are outdated. But the truth is, a to-do list remains one of the simplest and most powerful productivity tools.

An effective to-do list helps you:

• Prioritize tasks so you focus on what matters most.

• Reduce mental clutter by writing things down instead of relying on memory.

• Track progress and celebrate small wins along the way.

• Stay accountable to realistic deadlines, clients, and yourself.

It’s not about writing everything down. It’s about writing the right things down.

Step 1: Start with a Brain Dump

Before you can create an effective list, you need to clear your mental space. Write down everything on your mind such as big projects, daily chores, emails you need to send, deadlines, errands. Don’t worry about order or priority at this stage.

At HMV Solutions, we often recommend doing this at the start of each week. This practice alone can lower stress, because your tasks are no longer swirling in your head.

Step 2: Categorize Your Tasks

Once your brain dump is complete, organize tasks into categories. A few examples:

• Work/Business – client deliverables, meetings, follow-ups

• Personal – errands, family obligations, appointments

• Operations/Admin – credentialing tasks, paperwork, billing

Categorizing helps you see what areas need the most attention and prevents overlap.

Step 3: Prioritize with Intention

Not all tasks are created equal. An effective to-do list highlights your priority tasks. Use these methods to help:

• The 3 MITs (Most Important Tasks): Each day, choose three non-negotiables that must get done.

• Eisenhower Matrix: Divide tasks into four categories. They are urgent/important, important/not urgent, urgent/not important, and not urgent/not important. Focus your energy on the first two categories.

• Time Blocking: Assign specific time slots for high-priority tasks so they don’t get lost in the shuffle. Check out my prior article HERE where I discuss time blocking.

At HMV Solutions, we help our clients integrate prioritization systems into their digital calendars so tasks don’t just sit on paper, they get done! Talk about execution! 

Step 4: Break Tasks into Smaller Steps

Big projects like “Complete insurance credentialing application” can feel daunting. Break them into manageable steps:

1. Gather documents

2. Log into CAQH portal

3. Update provider profile

4. Upload credentials

5. Submit application

When you break projects down, your list becomes less overwhelming and much easier to tackle.

Step 5: Use Tools That Fit Your Lifestyle

A to-do list should work for you. Some people thrive with pen and paper; others prefer digital tools. A few recommendations:

• Paper Planners: Great for visual thinkers and those who love crossing things off.

• Google Workspace: Use Google Tasks or Keep to sync across devices.

• Project Management Tools: Monday, Asana, or ClickUp are great for business owners managing teams.

At HMV Solutions, we often help clients set up systems in Google Workspace that are color-coded, streamlined, and customized for your needs.

Step 6: Review and Refresh Daily

A to-do list is a living document, not a one-and-done exercise. Take five minutes at the end of each day to review what you accomplished, move incomplete tasks forward, and adjust priorities.

This step prevents your list from becoming stale or overwhelming.

Step 7: Celebrate Small Wins

Crossing off a task feels good for a reason! It boosts dopamine and motivates you to keep going. Don’t just plow through your list without pause. Celebrate progress, whether it’s a small admin task or a big project milestone.

When to Call in Support

Sometimes, even the best to-do list can’t solve the fact that you’re stretched too thin. If your list is constantly overflowing, it may be time to delegate. That’s where HMV Solutions steps in. We specialize in helping busy professionals streamline operations, manage credentialing and administrative support, and stay organized so you can focus on what you do best.

Conclusion

An effective to-do list isn’t about doing everything. It’s about creating clarity, reducing stress, and ensuring your time is spent where it matters most. By brain dumping, prioritizing, breaking tasks down, and using the right tools, you’ll not only get things done you’ll get the right things done.

At HMV Solutions, we help entrepreneurs, providers, and mompreneurs turn chaos into clarity every day. If you’re ready to take your productivity to the next level, let’s connect.

Learn more about our productivity and organizational support services HERE and let’s get started!