8 Reasons Why To-Do Lists Don’t Work (and What to Do Instead)

Why I wrote this post?

To be honest—self-preservation. The topic of to-do lists not working came up in almost every presentation I gave over the past two years—to corporate decision-makers, type-A personalities, and go-getters. It also surfaced in countless conversations with my clients and, truthfully, kept me up at night.

We all want to stay organized and productive. We're told to make lists. Write it all down. Get it out of your head. And while some lists—like packing or grocery lists—are brilliant tools, your daily to-do list might be doing more harm than good. If you’ve ever felt like your list is working against you instead of for you, you’re not alone. In this post, I’ll share eight reasons why to-do lists don't work—and what you can do instead.

Reason #1 – Tasks are not items—they are processes 

If you notice the types of items we usually include on our to-do lists, you’ll see that they differ greatly in the time they require. For instance, an email—depending on what it’s about—can take anywhere from 5 to 30 minutes. Something like “shopping,” “checking homework,” or “making dinner” may take a few hours.

When we begin to account for the time each task takes, the to-do list starts to resemble a calendar—with time blocks allocated to each item. Transferring the list onto a calendar allows you to see whether or not you actually have the time to do all you've planned.

Reason #2 – We overload our to-do lists

Our desire to live life to the fullest often leads to ever-growing to-do lists. Let’s be honest—have you ever made a list with 10+ items, trying to cram a week’s worth of work into a single day? Don’t we all love to check things off one by one until we see that satisfying row of tidy checkmarks?

Studies show that even completing a small task can give your brain a hit of dopamine—the chemical linked to motivation and pleasure. It feels good because it’s hardwired to. But here’s the problem: that dopamine hit can become addictive, keeping us focused on doing rather than on creating real progress.

I’ve even caught myself adding a task to the list just so I could check it off. Have you done that?

Harvard Business Review: The Power of Small Wins 

by Teresa Amabile and Steven Kramer

Reason #3 – To-do lists lead to multitasking

Multitasking may seem efficient, but our brains aren’t built for it. What feels like multitasking is really task-switching—and studies show it comes with a steep cost: wasted time, increased errors, and a scattered mind.

It takes about 15 minutes for the brain to laser-focus on the task. Jumping from task to task scatters your energy instead of focusing it. This cognitive fragmentation slows progress, increases stress, and lowers the quality of your work. Research even suggests that heavy multitaskers have reduced working memory and attention control compared to those who focus on one thing at a time.

Stanford Report: A decade of data reveals that heavy multitaskers have reduced memory

by Sofie Bates

Reason #4 – You rush to complete each item and feel exhausted at the end

When your to-do list is packed, it's easy to fall into rushing—not from purpose, but from pressure. Instead of being intentional, you move through your day trying to get everything done. The focus shifts from quality to speed.

Instead of enjoying the process—whether it’s grading papers, washing your car, or preparing a keynote—you’re just going through the motions. You might check everything off, but rather than satisfaction, you feel depleted.

This creates a cycle of urgency that leaves you mentally drained. That’s because constant rushing keeps your nervous system in a state of low-grade stress, making it harder to think clearly, stay present, or feel fulfilled.

Harvard Business Review: The Insidious Effects of Hurrying

by Kandi Wiens

Reason #5 – To-do lists ignore energy cycles

To-do lists assume you can do any task at any time—but your body and brain don’t work that way. You’re not a machine that runs at full capacity all day.

Some tasks—like writing, problem-solving, or creating—require focus, clarity, or emotional presence that naturally fluctuates. If you try to force deep work during a slump or push through when your energy is low, the quality suffers and frustration builds.

By ignoring your natural energy cycles—like Ultradian rhythms, which peak and dip every 90–120 minutes—even meaningful tasks can start to feel like a drain.

Wikipedia: Basic rest–activity cycle

Reason #6 – No time for rest, hobbies, or thinking

Do you make space in your day for things like hobbies—those joyful, absorbing activities like train building, video games, or crocheting, where time seems to disappear?

Or here’s another almost impossible to-do list item: thinking. Do you actually schedule time to reflect on your business or career—to dream, strategize, or gain perspective?

And when was the last time you included something as essential as rest?

PositivePsychology.com: Mihály Csíkszentmihályi: The Father of Flow

by Jeremy Sutton, Ph.D.

Reason #7 – The most important and difficult tasks get bumped onto the next list

Not all tasks are created equal—some are quick and simple, while others are emotionally or mentally heavy. Our to-do lists often don’t reflect this difference. We tend to check off the easy wins first, while the harder, more meaningful items—like “have the divorce conversation” or “ask for a promotion”—get postponed, day after day. These tasks require courage, clarity, or deep emotional energy, which is rarely available on demand. 

So instead of tackling what matters most, we stay busy with what feels manageable. Something like “buy a birthday gift” might rightfully rise to the top of the list, but it’s also more likely to get done simply because it’s less confronting. 

Over time, this avoidance turns our to-do list into a productivity costume worn over procrastination.

Science Direct: Task aversiveness and procrastination 

by Allan K. Blunt, Timothy A.

Reason #8 – We feel like failures if we don’t complete all tasks

There’s something deeply satisfying about crossing everything off a to-do list—but when that doesn’t happen (and it often doesn’t), we tend to focus on what we didn’t finish, rather than acknowledging everything we did. 

A tool that was meant to support us becomes a quiet critic, whispering that we didn’t do enough, that we aren’t enough. Instead of feeling accomplished, we feel behind. But the truth is, to-do lists are rarely realistic. They don’t account for interruptions, emotional bandwidth, or the natural ebb and flow of a human day. 

So when we don’t “finish,” it’s not because we failed—it’s because the system was flawed to begin with. Over time, this feeling of falling short chips away at confidence and motivation, reinforcing the very cycle we’re trying to escape.

From Doing to Living: A New Way to Measure Your Day 

I don’t write to-do lists anymore. Instead, I write down my intention for the day—how I want to feel, what I want to create, and where I want to place my energy.

It’s a subtle shift, but it changes everything. Because if you’ve ever ended your day staring at an unfinished list, feeling disappointed or defeated, you know: it’s not just about productivity—it’s about how we measure our worth.

Shifting from “What do I need to do today?” to “What do I want to feel, experience, or create today?” is where real momentum—and real fulfillment—begin.

Ready to let go of pressure and build a more intentional, energizing way of living and working?

Let’s talk about how coaching can support you in creating a life, career, or business that truly reflects you. Click HERE to schedule our conversation.