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August 20, 2025

How to Make Your To Do List

3 min read

My previous post on Why You Should Send Friday Updates got a lot of engagement and I thought I’d share the next step in how to use the clarity that you gain from doing that and how to turn that into an action plan for the next week.

Remember that Clarity, Focus, and Urgency are the core pillars of being a great CEO.

Clarity comes from the Friday Update.

Focus comes from forcing yourself to pick only a few non-negotiable “big rocks.”

Urgency is founder mode, you already have it, but this system points it at the right things.

Your Friday Update is your balcony time. It’s when you reflect on the most strategic issues and opportunities in the business. The biggest wins, the biggest blockers, the patterns you see. It’s one of my favorite tools for what it does for me, my team, and my board.

Now that you’ve done that, let’s turn it into a To Do List and a plan for the following week. I found that Sunday mornings, before everyone in the house was up and it got busy was the best time for me.

First, I start with a brain dump. Every thought, every task, every worry. Just get it out. No editing, no prioritizing. Just clear the mental clutter. I have tried every app and tool to keep track of my action items, but keep coming back to pen and paper1.

I will keep a messy running list all week and then I take that messy list and sort it into four buckets:

  • Now: This Week Must Do

    The big rocks. Three to five things that absolutely must get done this week. Dated, measurable, non-negotiable. You have probably talked about these already in your Friday Update.

  • Next: Direction and Delegation

    Work that matters but shouldn’t live on my plate. Define the problem, set a goal, assign one clear owner. Again, if they are important, you’ve mentioned them as priorities for next week in your Update.

  • Later: Not Due This Week

    Strategic projects that matter and need to be worked on this week, but aren’t due. Capture them so they don’t distract you.

  • Always: Leadership and BAU

    This is a list of things that I want to keep top of mind and do every day or week. Things like my Friday Update or finding ways for positive reinforcement, bringing urgency, and setting tone.

The way out isn’t a longer to-do list. That just multiplies the overwhelm. The way out is to empty your head, then organize what’s in front of you so you can see what actually matters.

How do you organize your to-do list?

FAQ

Q: What is the most common mistake CEOs make?

A: Confusing activity with progress. The best CEOs focus relentlessly on the few things that actually move the needle, not on being busy.

Q: How can executive coaching help startup founders?

A: A coach provides an outside perspective, helps you see blind spots, and creates accountability for the changes you know you need to make but keep putting off.

Q: What separates good CEOs from great ones?

A: Great CEOs create clarity, build trust, and make decisions with speed and conviction. They respond rather than react, and they invest in their own growth as leaders.