I am a list girl.
I come by it honestly - my family comes from a long line of making lists. I have lists on my phone, starred places in my Google Maps I want to go to, I have goal lists, habit trackers, and good old paper and pen lists. If you have ever tried to plan something with me, about 20 seconds in I will announce that “We need to make a list!”
Now, lists can be helpful when you need to remember something, but they can also feel overwhelming. When our To-Do list looks a little too ambitious, it can feel like we never reach the end, and we’re always on a treadmill to try and keep up. I’ve been changing up my lists a little to try and feel some sense of closure and accomplishment in my day, and wanted to pass it along.
Push vs. Pull Strategies
In Lean manufacturing, there are two ways to move work along the line: push and pull.
In a push system, items get sent forward whether the next step is ready or not. The result? Bottlenecks, wasted effort, and overstuffed shelves.
In a pull system, work is only released when there’s capacity. Nothing moves forward until the team is ready for it. The result is smoother flow, less stress, and a more reliable outcome.
Factories discovered that a pull system dramatically reduces waste. It turns out the same is true for how we manage our time.
From Factory Floor to Kitchen Table
My long to-do lists were a push system - I was pushing more work on myself than I could realistically handle. Now, I start the day differently:
3 things I have to get done (non-negotiables)
3 things I’d like to get done (stretch goals)
3 things to enjoy (a walk, a video call with my nephew, a nice cup of tea)
Here’s the important rule: the three must-dos shouldn’t take more than half the day.
Once those are complete, I can pull in items from the “like to” list. I never start overloaded, which means I actually end the day feeling accomplished.
Tackle your own List
If you’ve ever ended the day staring at an untouched to-do list, here’s how to experiment with a pull system for yourself:
Cap your must-dos. Write down only three essential tasks for the day. If your list is longer, move the extras onto a “parking lot” list for later.
Batch your energy. Break up the three essentials with “enjoy” activities that recharge you - call a friend, step outside, stretch, or even tidy up a corner of your space.
Use a “ready” or “Parking lot” list. Keep a separate list of everything you’d like to do eventually. When your essentials are done and you have energy left, pull something from this list.
Set limits on capacity. If a task is bigger than you realized, break it into smaller steps and only “pull” the next one when you’re ready.
End with reflection. At the close of the day, check off your must-dos and give yourself credit. You’ll notice how different it feels to measure success against three focused items instead of thirty scattered ones.
Less Push, More Flow
A push system leaves you with overloaded shelves - or in this case, an overloaded mind. A pull system helps you focus, create breathing room, and still make meaningful progress. Factories rely on it to keep production smooth. We can rely on it to end our days with less stress and more satisfaction.
