«The journey of a thousand miles begins with a single step.» – Lao Tseu

To-do lists are my thing. I spend ten minutes every morning listing my daily tasks. This works both at Eventdrive and in my personal life, I write to-do lists anytime on notebooks, stickies, Evernote… It’s my secret weapon for a flawless organisation.

I take this opportunity to unveil my tips to the perfect event to-do list. On top of all I am honoured to share with you a great new feature we have: the to-do list manager (no need to say I’m now in paradise) 😀



Why spend time writing down to-do lists when you can take action?

First of all, and this is already a good reason to join the listener’s club, it is a matter of not forgetting what to do. We tend to be very optimistic about our ability to remember and too often forget that there are many distractions.

A little tip to boost your creativity: beyond the tasks to be done, I also advise you to write down all your ideas, even the most crazy ones or those you consider insignificant.

To-do lists are motivating. Imagine your satisfaction when you see that you have Accomplishing half of the tasks you listed!

Listing all the tasks related to your event allows you to have a clear view on your projects and schedule.

If the to-do list of your event is well put together, you prevent unforeseen events (since all tasks are identified) and thus facilitate collaboration between the organizing teams. #teamwork #togetherisbetter

Ready to move from overwhelmed event planner
to organized event planner?




1. List

Start by writing down everything that comes to mind

Take a few minutes and put all your projects and tasks on paper to be carried out – or on the smartphone for the digital natives.

Make a note of everything, even the most insignificant tasks, such as “buying garbage bags for the office kitchen”. This is either the moment when you panic when you see the large amount of tasks to be done, or the moment when you feel relieved that you have been able to express yourself.

Break down each large project into small tasks

Some projects can be broken down into more specific tasks.
For example, if I write “Send ad for Meetin”, I can create the following tasks:

  • Choose the picture on a stock photo catalog
  • Choose the right message
  • Create the ad on Indesign
  • Have the marketing manager give the Go
  • Send the assets to Meetin

It’s a question of moving forward step by step, which not only helps to avoid discouragement if the objective is not realistic, but also to promote motivation – say hi to the progress bar that boosts your mood!


Assign a deadline to each task, assign someone else if you are working on a collaborative project and the time to spend on it.

2. Prioritize

According to a Gain / Effort matrix

This matrix is for sure a project manager thing! In order to make it right, start by asking yourself:

  • Is the effort to be spent low or high? Is this task time-consuming? Does it require a significant mental & physical investment?
  • Is the gain low or high? In other words: will this task allow me to get considerably closer to my goal?

You should now sort your tasks into 4 different categories:

  • Low effort and high gain – High priority
  • Significant effort and gain
  • Low effort and low gain
  • High effort and low gain

The “Master your Workday Now” way

The main element to be taken into account in implementing this method is the very famous and no less feared DEADLINE.

It’s as simple as that. 3 categories :

  • To do absolutely today: if you have nothing to finish ABSOLUTELY today, you can leave nothing in this box.
  • To be done as soon as possible, i.e. to be completed within 7 to 10 days maximum.
  • To be done later: from 15 days to 3 years… 

Start by doing the tasks in the first category, then the second and finally the last. Easy to say, not easy to do. We tend to focus on tasks that bring us maximum pleasure, even if they are less urgent.

Moreover, if you ever want to free yourself from low interest tasks and focus on creating added value for your events, do not hesitate to call on Eventdrive 😉

The Eisenhower matrix way…

This method is by far my favorite 🙂

To build it, two questions (yes, again):

  • Is this task a priority?
  • Is this task urgent?

Then you sort your tasks into 4 different categories:

  • Important and urgent – Execute
  • Not very important and urgent – Delegate
  • Important and not urgent – Plan
  • Not important and not urgent – Eliminate

3. Manage your to-do list

Lock your agenda

I discovered this method thanks to the book La 25ème heure and it changed my daily life.

All you have to do is block time slots in your calendar for certain tasks. For example, I allocate two 30-minute slots a day to read my emails. This way:

  • My colleagues do not hold meetings at these times.
  • I only check my emails during these slots, so I am not disturbed throughout the day by incoming messages.
  • I open my mailbox in the morning to prepare my to-do of the day and in the evening to take stock of what has been accomplished.

Do not delete, cross out

Don’t make the mistake of deleting the tasks you have performed. Instead, choose to cross them out or tick them. Indeed, nothing is more rewarding than taking a few moments to admire the work already done.



The Eventdrive team knows how important your personal organization is to the success of your events. So we wanted to give you all the keys to make your life easier.

Ready to move from overwhelmed event planner
to organized event planner?

1. Start your day with peace of mind

To start the week off on the right foot, receive your personalized to-do list by email every Monday. Just to make things clear 🙂

On a daily basis, you can see at a glance the progress of your projects and the tasks to be carried out during the day. You are now in total control and you manage all your events like a boss!

2. Focus on what matters

Eventdrive remembers everything for you. Say goodbye to the mental hassle (well almost) 😉

Easily list and prioritize your tasks to organize your schedule with the drag & drop system.

Plan your projects and objectives step by step with several task lists and tasks.

3. Work together in good understanding

Delegate to other team members working on the same events as you do.

Assign tasks in one click: if they are mentioned on a task, they will immediately receive an email telling them what to carry out!

4. Stop forgetting

All your tasks are grouped in one place, no more stickies from right to left. Receive reminders by email two days before your deadlines. Quickly identify approaching deadlines with the red marker.

5. Make your day a success

When you complete a task, Eventdrive takes care of crossing it out. At the end of the day, you can see at a glance the work done and that feels good!

It’s tempting, right?
Find out more and request a demo! 🙂

Ready to move from overwhelmed event planner
to organized event planner?