Task Prioritisation for Zebra Brains

Why To-Do Lists Fail and What to Do Instead

Ever had a potato day? I always feel I have a million things on my to-do list demanding my attention. Everything feels urgent and important, but there are times nothing feels possible. Some days, I’m on fire and do more in one day than others do in weeks. Other days, even sending an email feels like too much and I feel like a potato. Scrolling on my phone is about all I can manage.

This isn’t about poor time management. It’s all about your energy.

Traditional productivity wisdom assumes you prioritise tasks logically and work through them in order. That’s just common sense. But it ignores a key factor: your fluctuating energy levels and the different types of motivation tasks require.

My top tip for doing things in a way that works with your brain instead of against it, is to build a Task Menu.

Instead of forcing yourself through a list full of demands on your time, The Task Menu helps you work with your natural energy and drive. It organises tasks by size and effort so you can choose what to tackle based on what you can actually manage in the moment.

• Starters are small, routine tasks that ease you into action, even when you don’t feel like it. Like checking emails (but not answering them) or feeding the cats.

• Mains are the tasks that push things forward but require more from you, like strategic planning or meal prep.

• Desserts are occasional high-effort tasks that need extra motivation, like doing your taxes or deep cleaning.

Once you have broken down the work, the Task Menu helps you recognise if an activity requires mental, physical, emotional, creative or social energy. Whether you feel like writing your blog, tackling client calls or going for a walk depends on the time of day and the context. When you have an interest-driven brain, you are most productive when you don’t fight it.

Finally, some tasks feel impossible because they are low-dopamine, meaning they don’t offer an immediate sense of reward. Knowing this makes it easier to plan for them and put strategies in place. Do I need someone to body double me? Should I delegate this task? Does it need front-loading?

When you match tasks to your energy and motivation, you stop battling yourself and start building momentum.

I’ve put together The Task Menu Workbook to go through the process step by step and help you create a system that works for you. If you’d like a copy, subscribe for free and I’ll send it to you. Existing subscribers can message me.