My Productivity System. How I Use a Calendar and a To-Do List to Stay Organized

Magoz Productivity System

Every day, we have to complete lots of tasks. And since it’s the beginning of the year, many of us have set up some goals we want to achieve.
In most cases, nobody has taught us how to stay organised and we ended up finding our own solutions.

We trust our overloaded brains will remember all the tasks and deadlines, and because our brains are busy enough being creatives, solving problems and remembering more important things, we usually forget things.

Over the years, I’ve been studying and implementing different productivity systems, including sophisticated approaches like GTD and simple ones like writing down my tasks on paper.

After a lot of trial and error, I found a very simple system that works great for me and helps me to be productive and having everything under control.

My productivity system

The method I use involves using a to-do list and a calendar. I use apps, but it’s also possible to use paper equivalents.

I use apps instead of paper solutions because:

The difference between the to-do list and the calendar

Some people confuse them. There is a very simple rule to differentiate them.

The to-do list is for tasks.
The calendar is for events.

Tasks always require actions to be completed, while events happen by themselves, and may require being part of it.
It’s true that we need to complete some tasks beforehand for certain events, but those are tasks associated with the event, and they are not part of the event. For instance: A meeting for the next week might require to do some tasks beforehand as gathering some information or preparing some documents.

The Calendar

I use Google Calendar, and I sync it with all my devices using apps (Mac and iPhone).

I have 4 different calendars inside my account:

Some notes about using the Calendar

The to-do list

I tried dozens of apps, and I finally chose Wunderlist.
It’s free, and it has apps for all the main platforms. I love its great instant sync, minimalistic design and accuracy. There are other more sophisticated solutions out there, but Wunderlist works like a charm for me.

How I use Wunderlist

I add every single task I need to do into Wunderlist. No matter if they are personal or work-related tasks. Wunderlist is very easy to use. You can create lists, add a due date to tasks, reminders and even tags and notes. But I use it in a very simple way:

  1. Adding tasks
    As soon as a new task appears, I add it to its belonging list in Wunderlist. I assign a due date if I’m sure when I’m going to do that date, otherwise I don’t add a due date when I create the task. I don’t need to think about the task anymore until I review it in the next step.
  2. Creating the to-do list for tomorrow
    At the end of every day, I check my lists, and I chose the tasks I want to do the next day. It’s very easy; I only need to create a due date for tomorrow inside the task. I do it right clicking on a task > due Tomorrow.
    Reviewing the lists at the end of the day, allows me to create a very clear idea of how is going to be the next day. It also helps me to make sure I’m not missing any possible task for the following days.
  3. Focusing on each task
    Every morning, I open Wunderlist and choose the task I want to start with. I mark the important tasks of the day with a star, and I focus first on them.

Some notes about using Wunderlist

I use the following lists:


Productivity systems are crucial to getting control of our work and personal life.
They allow us to focus on the important things and make sure we are on time to do all of our tasks.
They also help us to achieve our goals and visualise our following days.

Every person is different and has specific needs. I found over the years that using a simple and efficient way of staying organised allows me to focus on completing tasks instead of being constantly worried and feeling overwhelmed.