The Only Task Management Plan Solopreneurs Need to Ditch the Chaos
How to Take Control of Your To-Do List (in Just 5 Days)
Let’s talk about your to-do list.
If you’re a solopreneur or small business owner, chances are it’s not really a list at all - it’s a tornado. Post-it notes scattered across your desk. Reminders pinging from your phone. Tasks buried deep in your inbox. And that ever-growing mental checklist looping in your head.
It’s overwhelming. And it’s not sustainable.
The good news? You don’t need to hustle harder. You just need one source of truth - a single, streamlined system to help you take control and work with more clarity.
Here's a simple 5-day plan to help you reset your task management system and finally feel on top of things again.
Day 1: Streamline Your Inputs
Your to-do list isn’t the problem - it’s the inputs.
When your tasks live across apps, notebooks, voice notes, email flags and your brain, no wonder you feel scattered.
Action Step:
Do a quick mind map of every place you’re capturing tasks.
Decide what to eliminate. (Trust me, you don’t need 10 different places.)
On Day 2 we’re going to choose just one primary system to manage our tasks.
Real-life example:
I no longer add tasks to my phone’s Notes app. Everything goes straight into Asana (my task management system of choice!).
Oh, and here’s another good real-life example - if someone’s giving me something complex over the phone, I ask them to pop it into an email. Boundaries = clarity.
Day 2: Choose a Task Management System
Pretty paper planners are fun - but what you really need is a system that can scale.
Whether you use Asana like me or one of the other tools of which there are many (ClickUp, Trello, Todoist and so on), it should do more than just hold your to-dos. It should support execution, prioritisation and progress tracking. Using a digital to-do list can help solopreneurs stay organised, focused and it also allows easier delegation to contractors or team members as you grow. Choosing the best task management tool doesn’t necessarily mean the fanciest app. You are going to need to experiment a little and see what sticks. I previously tried Trello and Todoist and it wasn’t until I switched to Asana that everything clicked into place.
What to include in your system:
Clear task categories (Client, Admin, Content, Personal)
Due date and your Do date
Priorities
Recurring tasks for routines
A place to brain dump when ideas strike
Action Step:
Dump everything into your chosen system.
No editing. Just get it all in one place. You can sort and tag later.
Day 3: Prioritise Using Your Vision & Values
Here’s the truth: not everything deserves your energy.
It’s time to filter your tasks through the lens of your long-term vision and personal values.
Ask:
Does this move me toward my big goals?
Is it urgent, or just loud?
Would my future self thank me for doing this?
Then:
Delegate or delete what’s low value
Use prioritisation frameworks like the Eisenhower Matrix or ABC ranking
You’re not lazy - you’re being strategic.
Day 4: Block Your Calendar Like a CEO
Your to-do list lives in your task system. But your time is managed in your calendar.
To turn your priorities into action, you’ve got to block time for them.
Tips:
Batch similar tasks together (e.g. content on Mondays)
Schedule deep work sessions (no meetings!)
Leave buffers between blocks for breaks + transitions
Optional: Theme your days for consistency
Remember: If it’s not in your calendar, it’s not a commitment. Your new mantra is, “What gets scheduled gets done!”.
Day 5: Actually Stick to It (The CEO Mindset Shift)
The final piece of the puzzle isn’t a tool. It’s a mindset.
You’ve built the system - now you need to use it.
Daily Habits That Keep You on Track:
Start your day by checking your system, not your inbox
Plan from your tool, not from memory
Protect your focus - if it’s not on the list, it’s not today’s priority
Consistency isn’t about perfection. It’s about returning to the system again and again, until it becomes second nature.
Final Thoughts
This isn’t about getting everything done. It’s about getting the right things done - without the stress, second-guessing, or burnout. You can be productive with peace and with ease… I love the concepts of peaceful productivity or sustainable productivity.
Task management for solopreneurs is essential. If your to-do list has become your enemy, it’s time to take back control.
You’ve got this.
And if you would like some strategic hands-on support to simplify your systems, manage your projects and build a business that works for you… then my project management consultancy is here for you. Find out more here and apply to work with me.
