Should You Separate Your Personal and Professional To-Do Lists?
When I delivered a recent time management training, someone asked a deceptively simple question:
“Should I separate my to-do list into personal and professional tasks?”
It’s a question I’ve been asked before, and one I’ve wrestled with myself.
As a solopreneur and single parent running a service-based business, I use a central, digital to-do list as my “one source of truth”. That approach works well for me. But I also understand the logic behind separating lists - especially when you're trying to strengthen your boundaries, simplify your digital life or create clearer transitions between your work and home roles.
Historically I used to have my lists separate, when I was running my to-do lists on paper. But when I moved to a digital list, I combined them.
This post explores the pros and cons of each approach, how to decide what suits you, and how to design a system that supports your brain, your business and your life.
The Case for One Unified To-Do List
The “One Source of Truth” Approach
If your work and life are deeply intertwined (as they are for many founders), keeping everything in one place might feel simpler, and more honest. Here’s why:
You only need to check one place
Reduces the risk of things slipping through the cracks
Helps you see the whole picture of your day/week
Ideal for time-blocking and integrated planning
As someone who time-blocks both personal and business tasks, I find a unified list helps me make decisions more intentionally. If I need to choose between reviewing a client proposal or taking my child to the dentist, both need to be visible to plan realistically.
And let’s be honest: your life does affect your work. The school run, your energy levels, the fact you need to go to the post office today - these aren’t all distractions. They’re real. A single list acknowledges the full context of your day.
The Case for Separate To-Do Lists
The Boundaries-Based Approach
There’s a growing movement (for good reason) towards protecting our non-working time. And having two separate to-do lists can support that goal.
Here’s what this approach can offer:
Stronger work/life boundaries
Easier to fully switch off on evenings or weekends
Reduces cognitive load by compartmentalising tasks
Encourages separation of tools (e.g., Asana for work, paper planner for life)
This approach can be especially helpful if you’re working in a traditional corporate role, where your responsibilities are clearly defined and you can switch off outside of set hours. It also suits people who prefer to create strong distinctions between work and home life like those with a structured 9–5 schedule, on-site shift patterns or anyone actively working to build firmer boundaries between roles.
Separating lists helps you shut the metaphorical door on work at the end of the day. It means you're not constantly reminded of looming deadlines while trying to unwind and your weekends are less likely to be hijacked by “just a quick check” of your work list.
Questions to Ask Before You Decide
There’s no universal answer - only what’s right for you. These questions can help clarify which direction to explore:
Do I struggle to switch off from work?
If so, separate lists may help.Do I time block or theme my days?
Unified lists can make this easier.Am I juggling caregiving, chronic illness or shifting energy levels?
One list may help you be more responsive to your reality.Does my team need access to my task list?
Separate systems can prevent overexposure to personal items (although in Asana, my tool of choice, you can dictate who has access to which projects).Do I default to reactive mode or feel scattered?
A centralised system might bring more calm and clarity.
Hybrid Models That Blend the Best of Both
You don’t have to choose just one approach. Many founders (including clients I’ve worked with) use hybrid systems like these:
1. One Tool, Two Tags
Use categories, labels or filters within one tool to sort personal and professional tasks - while keeping them in one view when needed.
Example: “#personal” and “#work” tags in Asana, Todoist or Notion, with views that filter by context.
2. One Tool, Two Calendars
Use a unified to-do list to plan your week - but allocate the tasks into separate calendars (work and personal).
This gives you structure without confusion, and lets you visually see how your time is being spent across both spheres.
3. Two Lists, One Review Ritual
Keep tasks in separate tools or notebooks, but review both during a weekly planning session. This lets you align energy, capacity and priorities across life and business.
How to Make Your To-Do List System Work for You
Regardless of your structure, these principles help your system actually work:
Have a consistent planning rhythm (e.g. weekly review + daily check-in)
Batch similar tasks: like errands, admin, or deep work
Track energy, not just time: use chronoworking to align task types to your natural rhythms
Use a capture + clarify system: don’t try to remember it all in your head
Prioritise what moves the needle: not just what’s urgent
Tip: If your to-do list feels overwhelming, it might not be the structure - it might be that you're trying to do too much.
So… Should You Combine or Separate Your To-Do Lists?
The short answer: it depends on your season, your structure and your bandwidth.
What matters most isn’t where your tasks live - it’s how you relate to them.
A single list won’t solve burnout. A colour-coded system won’t magically deliver boundaries. But a well-chosen structure can support the habits, headspace and focus you need to thrive.
Try one approach for a week. See how it feels. Refine from there.
Your Next Step
If you’re unsure where your time is really going right now, start with my Time Audit Workbook - it’s a free, practical tool to get clarity fast.
And if you found this helpful, you might enjoy my weekly email, Time Management Dispensary - sign up here for practical strategies, mindful productivity tips, and behind-the-scenes reflections.