How to Plan Your Tasks and Boost Productivity: Insights from Google's Consultant

How to Plan Your Tasks and Boost Productivity: Insights from Google's Consultant

Laura Mae Martin, Google's senior productivity consultant and author of 'Uptime', emphasizes the power of lists for managing tasks efficiently. Her "list funnel" method helps you organize everything from daily priorities to long-term goals without feeling overwhelmed.

Laura Mae Martin, Google's senior productivity consultant and author of Uptime, believes the secret to managing work and life lies in one thing: lists. But not just any lists—a structured system she calls the "list funnel." It organizes everything you want or need to do into manageable categories, helping you stay on track without feeling overwhelmed.

Why Lists Are Essential?

Lists are powerful tools. Research by Gail Matthews of Dominican University shows that writing tasks down increases the chances of achieving them by 42%. However, not all tasks fit neatly into one list. A single to-do list with "Learn piano" and "Submit report by 5 PM" can quickly become chaotic. These tasks require different levels of effort and timelines. The key is to group them in a way that aligns with your time, energy, and priorities.

Lists shouldn't be static—they're living systems you maintain and update regularly. Done right, they free up mental space, improve focus, and allow you to prioritize effectively. Even a few minutes spent planning can save hours in execution.

The List Funnel: Organizing Your Tasks

The list funnel helps you break down tasks from big-picture goals to daily action plans:

1. Master List

This is your "everything" list—a brain dump of all tasks, big and small. It includes both personal and work-related items. Group tasks by action type, like "calls," "emails," or "errands." For example, tasks requiring deep focus go into one category, while quick errands form another. Keep this list in a notebook or digital app and review it weekly to ensure it's up to date.

2. Weekly List

At the start of each week, create a list of tasks you aim to accomplish in the coming days. Pull these directly from your master list. Then, schedule these tasks into specific time slots in your calendar. This step ensures your weekly plan is realistic and avoids last-minute scrambling.

Weekly lists can also help set routines. For instance, designate certain days for specific types of work—Monday for planning, Tuesday for meetings, and so on. Creating weekly themes helps you manage energy levels and build consistency.

3. Daily List

Your daily list outlines what you need to do today, hour by hour. Start with your top priority—the most important task you must finish. Include other priorities, quick tasks, and meetings. Break your day into time blocks to plan when and how each task will be tackled.

This list ensures you focus on what truly matters. For tasks that pop up during the day, add them to a small, separate section to handle during breaks or in between meetings.

4. Auxiliary Lists

  • Storage List: A catch-all for ideas, notes, or random thoughts you don't want to forget. Sort through it weekly to move items to your master list or discard them.
  • Collections: A place for personal goals like books to read or hobbies to start.
  • Grocery List: Dedicated to household needs, always accessible via your phone or a shared app.

Why Does This System Work?

By organizing tasks in a funnel, you can prioritize effectively, avoid feeling overwhelmed, and track your progress. The list funnel also helps prevent procrastination. Reviewing your master list weekly keeps deadlines visible and manageable.

For example, planning 10–12 minutes each day can save you up to two hours by avoiding wasted time figuring out what to do next. Similarly, spending five minutes writing a grocery list can cut shopping time in half by eliminating aimless wandering.

The list funnel creates clarity by separating immediate priorities from long-term goals. It's adaptable to any role, lifestyle, or workload, helping you streamline tasks and make the most of your time.

Getting started might take effort, especially when building your first master list. But once the system is in place, maintaining it only takes a few minutes each day. Checklists and calendars become second nature, turning productivity into a habit.