How to optimize your organization with to-do lists: The best tips and tools

Wie du deine Organisation mit To-Do-Listen optimierst: Die besten Tipps und Tools

Do you often feel overwhelmed by your tasks and don't know where to start? Does your day often end with unfinished tasks and frustration? Don't worry, you're not alone! In this article, you'll learn how to improve your organization and finally gain control over your day with effective to-do lists and the right planning tools.

Why organization is so important

  • Increase productivity: get more done in less time.
  • Improve focus: Gain clarity about what is really important.
  • Save time: Waste less time on unimportant tasks.

To-do lists are a simple but powerful tool for staying on top of things. Here are some tried and tested methods to help you get the most out of your to-do list.

Effective methods for task prioritization

Eisenhower Matrix

  • A: Important and urgent.
  • B: Important, but not urgent.
  • C: Urgent, but not important.
  • D: Neither important nor urgent.

Advantage: Helps you sort your tasks according to their importance and urgency.

ABC analysis

  • A-Tasks: High priority, get it done!
  • B tasks: Medium priority, can wait.
  • C tasks: Low priority, may need to be delegated.

Advantage: A simple way to do the most important tasks first.


  • Set a numerical order for the most important tasks.
  • Start your day with the most important task and work your way down.

More tips for efficient daily planning

  • Project planning: Write down all project steps and sort them by urgency.
  • Daily structure:
    • Start the day with the most important tasks (A-tasks) and work your way down ("Eat the frog").
    • Use time blocks of 60-90 minutes for focused work (Pomodoro technique).

Efficiency tips

  • Group tasks into blocks: Complete similar tasks together, such as answering emails.
  • Create a not-to-do list: Write down tasks that you should consciously not do.
  • 5-minute rule: Complete tasks that take less than 5 minutes immediately (of course only if there are not too many 5-minute tasks)

Project management & communication

If you want to realize a complex project in the long term and communicate a lot, emails and WhatsApp are not ideal. A classic setup, also at ideen.kollektiv, is Asana and Slack:

  • Asana: For long-term project elements, deadlines, task management and structure.
  • Slack: For short-term communication in individual chats or channels.

Our to-do blocks: your ideal companion for better organization

To put these prioritization and planning techniques into practice, we at ideen.kollektiv have developed two versions of our to-do blocks. We have used various blocks from other manufacturers for years and were never really satisfied. So we quickly designed two versions that we now use ourselves for our organization. They are minimalist (don't cause new chaos) but still effective with all the product features you need:

1. To-do block with scheduler

  • Left: A list to check off and prioritize your tasks.
  • Right: A scheduler that runs from 6:00 a.m. to 11:00 p.m.

This way you can assign a clear time frame to your tasks and structure your day optimally.

2. To-do block with task lists only

  • Left: A checklist to tick off.
  • Right: Two more lists for prioritization.

This version is particularly suitable for those who are looking for a simple but effective task organization.

Product details of both blocks

  • 100 sheets per pad
  • A5 format: For easy carrying
  • 120 g/m² paper: For a high-quality feel
  • Climate-neutral printing and made in Germany


Clear organization starts with proper planning. Our to-do blocks help you to prioritize your tasks effectively and plan your day sensibly. Check out our products and take your organization to the next level!

Your data safe and encrypted!
Free delivery from 75€*
Purchase on account possible
Your data safe and encrypted!
Free delivery from 75€*
Purchase on account possible
and you will receive a 5% voucher on your order*


*the voucher can only be used once and cannot be combined with other discounts or promotions