What is your method for managing to-do lists?

#132 · How to Deliver AI Chatbots to Clients in 2025 (Step-by-Step)

What is your method for managing to-do lists?

Your to‑do list should be a capture‑and‑filter system, not a calendar. First, capture every idea or task using any tool (pen‑and‑paper, Godspeed, Bear, Evernote, etc.). Then, regularly review the list top‑to‑bottom. For each item, ask: Is it actionable? If no, trash it. If yes, ask: Can I do it in two minutes or less? If yes, do it immediately. If not, delegate it, put it in ‘next actions’, or file it under a relevant project folder. This is a slight tweak on Getting Things Done—capture, clarify, then act on quick wins, defer or delegate the rest. You can add layers like projects, waiting lists, etc., as needed.

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What to-do list do you use?

I usually just use pen and paper, which I don't think is as efficient as the one you use. I use this one called Godspeed right now. It's just a to-do manager right at your fingertips. I just write stuff. I can set a duration, for example 30 minutes, then hold command and press enter to create the task. The whole benefit is that it's based on keyboard shortcuts, which I love because I'm really fast at keyboarding. Now, is this the best to-do list? No. I think a pen and paper works just fine. I'd probably just use a pen and paper. Don't focus on the efficiency; focus on your ability to do it over a long enough period of time so you can eventually accumulate massive results.

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youtube ↗Agency Operations

How do you manage to keep track of all the things you want to improve about your business? Is it just in your head or do you have a complex system? How many things do you manage week to week (Google Sheets, notes, etc.)?

Managing everything can get chaotic. I don’t have a fancy CRM; I’m pretty disorganized. My Google Drive is filled with countless files with little naming conventions. I’m good at taking ideas from conception to a minimum viable product quickly, but after that it often becomes a mess. For example, a couple of hours ago I responded to 92 DMs for Maker School without any system—I just opened the DMs tab and worked through them top‑to‑bottom, which I do every few days. Most people at my level would have a proper CRM, support tickets, a refund person, etc., but I don’t. Realistically I probably have around 50 Google Sheets and 100 notes. To keep track, I use a note‑taking app called Godspeed. I write a line like “respond to school DMs,” and it creates a giant to‑do list that I see each morning. You can use any tool you like—Apple Notes, Google Docs, etc.

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Can you share tips for effective to‑do list management, hockey‑related productivity, and automating the opening of multiple browser tabs for job applications (e.g., via Chrome settings)?

To automate opening multiple browser tabs for job applications, use Chrome’s startup settings: go to Settings → On startup → Open a specific page or set of pages, and add the URLs you need (Creator Studio, deliverable tracker, daily updates, playground, workflow automation). One click then opens all of them. For task management, adopt a simple GTD‑style system: keep an inbox where you dump everything, then process it. If an item is actionable, do it right away (following the two‑minute rule); if not, move it to a ‘next actions’ list. Review your inbox regularly—every few hours—to keep it empty. Prioritize constantly; even if you’re not naturally good at it, the habit of reviewing and acting on items keeps you productive. You can also use reminders for ideas, but building a personal SOP (like a morning inbox sweep) works better than relying on automated reminders.

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youtube ↗Agency Operations

What software do you use to keep everything organized?

I use a platform called Godspeed as a simple to‑do list and project manager, and ClickUp for agency work. I try to keep the number of platforms low to reduce complexity and avoid getting screwed over by too many tools.

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