Overview
Task lists are the backbone of a personal task system. They hold the actions you have committed to consider or complete. Well-structured lists reduce mental load by making it obvious where tasks belong and where to look when you want to choose what to do next.
This documentation page describes a simple list model built around three layers: an inbox for new items, project lists for grouped work, and a today or focus list for immediate actions. It is intentionally minimal so that it can adapt to different tools and environments, including mobile-first usage.
When to Use It
Use this list model whenever you want a stable way to manage work across days and weeks. It is particularly appropriate if you frequently switch between multiple projects, or if your responsibilities include both recurring routines and one-off initiatives.
The model is useful for individuals who work mostly alone, members of small teams, and people who must coordinate with several departments. It does not require any specific application features beyond the ability to create multiple lists, move tasks between them, and optionally mark tasks with dates or tags.
How It Works
The basic structure consists of three main list types. The inbox is a single list where all new tasks are captured. It is not carefully organized; its purpose is to collect items quickly. The project lists group tasks related to a particular outcome, client, or area of responsibility. Each project list holds actionable items that are either current or upcoming.
The today list or focus list contains only the tasks you intend to consider for the current day. It is a view rather than a permanent storage place. Tasks flow from capture into the inbox, from the inbox into project lists, and from project lists onto the today list when you plan your day. When tasks are completed, they are marked done in their source lists so that progress is visible.
Parameters or Options
Even within a simple model, there are several options you can adjust:
- Number of project lists: Some people prefer one list per project; others group small projects into broader categories. Choose a level of detail that you can maintain without hesitation.
- Separate personal and work lists: You may keep personal and professional projects in one system with clear labels, or you may prefer separate workspaces. The decision depends on how strictly you want to separate these areas in your planning.
- Use of dates: Dates can indicate deadlines or planned work days. Overusing dates can create noise if you constantly move them. Use them primarily for real deadlines and a few planned commitments.
- Use of tags: Tags add context such as energy level or location. They are optional but can be helpful when choosing tasks in particular situations.
Example Usage
Imagine a system with one inbox, three project lists called "Client A Website", "Internal Operations", and "Personal Admin", and one today list. During the week, new tasks from email, meetings, or personal reminders arrive in the inbox. During a daily or weekly review, you move each task to the appropriate project list and define the next concrete action.
When planning your day, you scan your project lists for tasks that are both important and feasible today. You add a small number of them to the today list and, if necessary, assign time blocks in your calendar. As you complete tasks, you mark them done in their original project lists. The inbox remains short because it is regularly emptied, and the today list remains short because it only contains tasks you have explicitly chosen.
Common Pitfalls
One common pitfall is creating too many lists. When every minor topic has its own list, you spend more time deciding where tasks belong than doing the work. Another pitfall is never emptying the inbox. If tasks stay there indefinitely, you lose the benefit of structured project lists.
A third pitfall is treating the today list as a permanent backlog. If you continuously add tasks without removing old or unrealistic entries, the list becomes overwhelming and loses its meaning. The today list should reflect a narrow window of focus, not an entire backlog.
Best Practices
Keep your list structure as simple as possible for your current level of responsibility. It is easier to add new lists when needed than to merge and clean up an overly detailed structure. Review your project lists regularly to ensure that each one still represents an active or paused area of work.
When adding tasks, phrase them as visible actions and place them directly into the right project list wherever possible. Use the inbox as a short-term staging area, not as a long-term archive. Finally, maintain the discipline of selecting only a few tasks for the today list and letting that selection guide your attention.
Conclusion
A clear task list structure reduces the effort required to answer the question "What should I work on now?" By combining an inbox, project lists, and a focused today view, you create a system that scales from simple personal use to more demanding professional workloads.
The exact naming and number of lists can vary, but the underlying principles remain the same: capture everything, organize by project or area, and decide on a small set of immediate priorities. With consistent use, this model turns your lists into a reliable map of your commitments.