The To-Do List Paradox: Why Successful People Still Use Them (And Why You Should Too)
You've probably heard it: "Successful entrepreneurs don't use to-do lists." But here's what they don't tell you—the most productive people I know? They absolutely do. The difference isn't whether they use one. It's which one, and how.
The First Step Nobody Talks About
Four years ago, I made a decision that changed everything about how I work. Not a fancy productivity system. Not a life-changing habit. Just a simple to-do list.
I know how that sounds. In a world obsessed with “systems,” “frameworks,” and “life-hacking,” a to-do list feels almost... boring. But here’s the truth: productivity doesn’t start with a framework. It starts with visibility.
You can’t optimize what you can’t see. You can’t prioritize what’s scattered across your brain, your email, and seventeen sticky notes. And you definitely can’t build a sustainable system without a single source of truth.
As a sales manager running a team of engineers, I’ve explored over 60 productivity tools and written 200+ articles on this topic. But I’m not here as a “productivity guru”—I’m here as someone who’s tested this in the real world, with real deadlines, real interruptions, and real chaos.
And the first thing that changed? Getting everything out of my head and into a system I could trust.
Why This Matters for Your Business
Here’s what I’ve learned: clarity is a competitive advantage.
When you have a clear day-plan in front of you, something shifts. You stop reacting. You start directing. You know exactly what matters today, this week, this quarter. That’s not productivity theater—that’s the foundation of everything else.
The FRAME method I’ve developed is built on this principle:
Focus: 1-3 quarterly outcomes (not 47 competing priorities)
Record: A single trusted inbox for everything
Align: Weekly review rituals that actually stick
Move: Time-blocking that respects real-world chaos
Evaluate: Simple metrics that drive behavior
But none of this works without step one: a to-do list that you actually trust.
My Top 4 Picks (Tested in the Field)
I’ve personally used each of these. They’re not ranked by features—they’re ranked by what works for different people and different setups.
1. Todoist — The Gold Standard
Todoist is the solid, reliable choice. It’s what I use daily with my Android setup, integrated with Sunsama for weekly planning. Why? Because it works. Consistently. Across devices. With zero drama.
Best for: Sales professionals, managers, anyone who needs a system that doesn’t break when you need it most.
My setup: Todoist (Android) + Sunsama (weekly review) = a productive week that actually flows.
2. TickTick — The Feature-Rich Powerhouse
If Todoist is a Swiss Army knife, TickTick is a full workshop. Calendar integration, habit tracking, time-blocking, collaboration—it’s all there. It’s the “all-in-one” solution that actually delivers.
Best for: Teams, complex projects, people who want everything in one place.
Here’s my review blog post on TickTick and my experience.
3. Things 3 — The iOS Exclusive
If you’re in the Apple ecosystem, Things 3 is the gold standard. Beautiful design. Intuitive workflow. It feels less like a tool and more like an extension of how you think.
Best for: Mac and iPhone users who value design and simplicity.
Here’s my last blog covering Things 3 vs Todoist.
4. Memorigi — The Android Minimalist
Simple. Elegant. Powerful. Memorigi is what you reach for when you want a to-do list that doesn’t overwhelm you with options. It’s Android-exclusive, and it’s genuinely delightful to use.
Best for: Android users who want minimal friction and maximum clarity.
The Real Question: Which One Should You Choose?
Here’s what I tell people: the best to-do list is the one you’ll actually use.
But there’s a second part to that answer: the best to-do list is the one that integrates with your weekly routine ritual.
That’s where Sunsama comes in for me. It’s not just a to-do list—it’s the bridge between my daily chaos and my weekly clarity. Every Saturday, I review what happened, what didn’t, and what matters next. That ritual is what transforms a to-do list from a task-dumping ground into a strategic tool.
The System That Sticks
Here’s what I’ve learned after 4 years and 60+ tools:
The tool doesn’t matter. The ritual does.
You can use Todoist, Things 3, TickTick, or Memorigi. What matters is:
Everything goes in. No exceptions. No “I’ll remember this.” You won’t.
You review it weekly. Not daily. Weekly. That’s where the magic happens.
You trust it. If you don’t believe your system, you’ll abandon it.
You iterate. What works in January might not work in March. Stay flexible.
The First Step
If you’re serious about personal productivity—whether you’re a sales manager, an entrepreneur, or someone just trying to get your life together—start here:
Pick a to-do list. Any of the four I mentioned or you choose yours. And commit to it for 30 days.
Not because it’s revolutionary. But because it’s foundational. Because you can’t build a sustainable system on a foundation of chaos. Because clarity compounds.
After 30 days, you’ll have a single source of truth. After 60 days, you’ll have a rhythm. After 90 days, you’ll have a system that actually works.
And that’s when the real productivity begins.
What’s Next?
This is step one. The foundation. In future posts, I’ll walk you through the FRAME method—how to focus on what matters, how to build a weekly review ritual that sticks, and how to create a system that scales with your ambitions.
But first, get a to-do list. Trust me on this one.
What’s your current setup? Are you using a to-do list, or are you still trying to keep everything in your head? Drop a comment—I’d love to hear what’s working (or not working) for you.
Thanks for reading,
Keep reading, keep sharing and stay productive.
-SystemsAndFlow