How a "Done List" Gets More Done Than a To-Do List

I have tried several productivity systems over the years. While I still use my task manager for operational to-dos, I recently discovered a simple practice that improved my progress on important but neglected projects - the kind we procrastinate on despite their significance.

A Simple Experiment

I noticed something interesting about my relationship with my to-dos in the task manager. Despite being disciplined about capturing tasks, I found myself avoiding my most strategic projects—the high impact but ambiguous ones.

My brain kept running away from those, making me forget them or making the process uncomfortable.

This internal resistance, combined with a typical work environment filled with interruptions and fragmented focus time, created the perfect conditions for procrastination. I missed working on the strategic projects that mattered more, while efficiently completing everything else.

A few weeks ago, I tried a different approach:

1. I opened a Word document and listed the 3-4 most important projects in my life right now (professional and personal).

2. Each day, I recorded the completed tasks for each project.

3. I added the next day's date and then repeated the process daily.

That's it. No reminders, no plans, just a record of what was done that day.

What Started Happening (That I Didn't Expect)

On the first day, I simply wrote down my key projects. The next day, something funny happened. My brain wanted to fill that sheet with what it had done.

Late at night, when I switched off the light and was in bed about to sleep, I suddenly remembered a task I had completed but hadn't recorded. I had an overwhelming urge to grab my phone, open the file, and fill it in.

I tried to sleep but couldn't until I recorded the achievement.

The following day, I completed only one thing across my key projects. I filled that in but didn't do anything else. That night, just before sleeping, my brain kept going back to my phone, wanting to write something in my document as a done task.

As days passed, I found myself gravitating toward the 3-4 key projects in my Done document—not because they were sitting in my task manager demanding attention (which they had been all along), but because my brain wanted the satisfaction of recording progress in the Done List.

The very same projects I had been avoiding in my regular to-do system were now becoming magnets for my attention.

The most surprising effect?

I started waking up eager to make progress on these projects to record later. From avoiding certain tasks to actively pursuing them—it was a significant change!

Why This Works When To-Do Lists Often Don't

This approach utilizes a fundamental aspect of how our brains work, especially for significant, important, but often ambiguous projects (the kind we usually procrastinate on):

• Traditional to-do lists create psychological friction. They represent obligations and potential failure points. Our brains naturally avoid discomfort.

• A "Done List" creates a reward system and scoreboard that our achievement-oriented minds want to complete. Each recorded achievement triggers a dopamine hit, transforming what was once friction into fun.

Instead of being reluctantly pushed along, your brain becomes an active, willing collaborator.

A Few Guidelines That Make This Work

• Keep it simple: Date, project headers, brief accomplishments.

• Maintain separation: Don't add tasks, reminders or intentions. This document is solely for recording what is done for the day.

• Embrace empty spaces: Some days may have no progress in certain areas, and that's fine.

• Focus on what matters: Limit to up to 3-4 key projects/areas, especially those that are stuck.

• Don't force anything: Zero willpower needed. Just record what's done. Your brain will naturally seek the pleasure of adding entries without you having to force anything.

What This Looks Like in Practice

April 8, 2025 - Market Expansion Strategy

• Built a prototype of a localized landing page.

• Configured analytics dashboard to track regional KPIs.

April 9, 2025 - Brand Evolution Project

• Designed mockups for a refreshed visual identity.

• Deployed A/B test for new brand positioning statements on the website.

Just examples, of course - I’m not sharing my actual projects here :)

Try it for 7 days

To be clear: I'm not suggesting abandoning traditional productivity systems for everyday tasks. The Done List approach complements them, specifically for your highest-leverage work that gets procrastinated because it's important but not urgent.

Its beauty lies in its simplicity—it takes less than two minutes daily and requires zero special apps or tools.

Give it a week. See if your brain, like mine, starts craving the satisfaction of recording progress on what truly matters.

The potential payoff? Breaking through on your most important but not urgent projects.

I'm curious: If you do try this approach, what changes do you notice? What other productivity techniques have you found that work with your brain instead of against it?

Share your experiences in the comments!