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The 5-Star To-Do List

by Niamh Moynihan on
Productivity

A Simple Approach to Taking Back Control

If your to-do list leaves you feeling overwhelmed rather than organised, you’re not alone. Many of us start the day with a long list of tasks, only to end it feeling like we haven’t made any real progress. That’s where the 5-Star To-Do List comes in. This simple but effective approach helps you prioritise tasks, stay focused, and actually get things done.

In Episode 47 of The Better Workday Podcast, I revisit this tool, first shared in 2018, and explain why it still holds up today. Whether your workload feels unmanageable or you just want a better way to structure your day, this method will help you move from overwhelmed to in control.

The 5-Star To-Do List Method

The 5-Star To-Do List is more than just another way to write down tasks—it’s about strategic prioritisation. It helps you separate the noise from the important work. Here’s how it works:

  1. Start with a Blank Page – At the end of your workday, take a fresh sheet of paper and write down everything you think you need to do in the next three days. This brain dump gets tasks out of your head and onto paper, freeing up mental space.
  2. Pick Your 5 Stars – From your full list, choose up to five tasks that need to be started, progressed, or completed the next day. These are the most important things to focus on.
  3. Find a Quick Win – Before wrapping up for the day, pick one small item from your list and complete it. This helps create a sense of progress and makes it easier to switch off from work.
  4. Finish Work on Time – Set a clear finish time and stick to it. Whether you work remotely or in an office, maintaining a boundary between work and personal life is essential.
  5. Act Rather Than React – The next day, avoid diving straight into emails. Instead, start by tackling one of your starred tasks before distractions take over.

By following these five steps, your to-do list transforms from an overwhelming backlog into a focused plan of action.

Key Takeaways from the Podcast

  • Your to-do list should serve you, not stress you out. Instead of a running list of tasks, focus on what truly matters.
  • A brain dump clears mental space. Writing everything down reduces stress and gives you a clear starting point.
  • Prioritise strategically. Choosing five tasks prevents you from feeling pulled in too many directions at once.
  • Small wins matter. Completing even one task before you finish work helps maintain motivation.
  • Procrastination often comes disguised as planning. If you find yourself organising your list endlessly but not taking action, it’s time to get moving.

How to Implement the 5-Star To-Do List

  1. End your workday with a reset. Before logging off, write down everything on your mind.
  2. Star five key tasks for tomorrow. If you struggle to pick just five, shorten the timeframe and ask: “What can I realistically get done this afternoon?”
  3. Tackle one starred task before opening email. This ensures you start the day with progress, rather than just reacting to messages.
  4. Use a small, separate list for your five-star tasks. Keeping them on a sticky note or separate page keeps them front and centre.
  5. Adjust as needed. Review your list daily to remove outdated tasks and refine your focus.

Key Moments from the Podcast


  • 00:00 Introduction to the Five-Star To-Do List
  • 01:14 The Process of Creating Your To-Do List
  • 04:25 Prioritising Tasks Effectively
  • 05:15 Taking Action and Gaining Control

Final Thoughts

Overcomplicating productivity is easy. But sometimes, the simplest methods are the most effective. The 5-Star To-Do List is proof that with just a few small changes to how you organise your day, you can reduce overwhelm and increase focus.

Give it a try today. Grab a blank page, write your list, and mark your five-star tasks. Then, share this method with a colleague or friend who might also benefit from a more manageable workload.

Until next time, stay well and have a better workday!

🎧 Listen to the full episode on Spotify, Apple Podcasts, or your favourite podcast platform.

 

(Originally Published July 2018. Last Updated March 2025)

 

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