One of my clients implementing the Entrepreneurial Operating System® (EOS) asked me how to manage an overwhelming to-do list. If you’re an entrepreneur, you’ve probably faced this challenge—you always have more tasks than time, and every completed task seems to lead to even more tasks.
Before sharing what I had told them, let me explain a few EOS terms I used in my response:
- Rocks: Priority projects that require focused effort, going beyond your usual routine.
- To Dos: Action items that should be completed within 7-10 days as part of your daily schedule.
- Future Rocks: Projects that aren’t prioritized for the current quarter but may become a focus in the next.
- Issues: Problems or opportunities that require discussion within your leadership team, followed by a decision and in most cases an action item, often leading to new To Dos or Future Rock.
How to Manage Your Overwhelming To-Do List
Dear Jack,
Often, people don’t recognize Rocks for what they are and mistakenly treat them as regular To Dos. This creates the exact problem they want to avoid—feeling overwhelmed by tasks without clear priorities.
Sometimes, people might genuinely have too many to-dos. When that happens, consider grouping some of them into Future Rocks for the next quarter. Using tools like the Rock-Step Planner™ can help you organize these priorities into manageable steps, ensuring you’re tackling the right tasks at the right time.
Unresolved Issues can also contribute to an overloaded To Do list. A common cause of this is micromanaging—creating tasks for your team instead of clearly communicating your goals and allowing them to take ownership. This is especially tricky with less experienced employees who need guidance to manage tasks independently. Coaching takes time and carries some risk, but it’s essential for scaling a business.
Another strategy is developing processes to delegate tasks more effectively. If you’re a technician turned entrepreneur, it’s easy to forget how simple certain tasks feel to you after years of experience, but they can be much more challenging for less seasoned team members. The good news is, complex tasks can be broken down into smaller steps and systematized, making them easier to delegate.
(At my investment banking firm, we successfully delegated the production of complex financial models and information memoranda to graduates with 1-3 years of experience by breaking them down into modules and implementing a quality control process. After 12 months, we had a streamlined and efficient process that produced high-quality results at a fraction of the cost, without requiring partner involvement.)
If none of these strategies seem to work, focus on prioritizing your To Dos. Put the less important tasks aside for now. Personally, I prioritize my to-do list every day by choosing up to six tasks to focus on. On days when my list feels overwhelming (more than 20 items), I remove tasks that haven’t been a priority for at least two weeks and move them to Future Rocks or future To Dos. I also use an app called TomorrowHD to help with daily prioritization, which I highly recommend.
As long as you’re prioritizing your most important tasks, you’re on the right track. Don’t stress about getting everything done—entrepreneurship is messy, and that’s okay.
When you accept that and stop worrying about perfection or what others might think, everything becomes more manageable—and, honestly, a lot more enjoyable.
I hope this helps.
Steve
P.S. Ever have one of those days when your to-do list feels never-ending? How do you manage it? Let me know what strategies work for you—I’d love to hear your thoughts!
