I’ve spent years managing projects, teams, and deadlines, and if there’s one thing I’ve learned, it’s that a to-do list can make or break your day.
When done right, it keeps everything structured and helps you manage priorities. But when it’s unstructured, your project can start falling apart. I’ve tested just about every checklist template out there. To be honest, some worked well, while others just made things more complicated than they needed to be.
The key is finding one that fits your workflow and customizing it based on your project needs.
In this guide, I’ll outline five of the best to-do list templates, explaining what makes each one useful and how they can help you stay organized. At the end of this guide, you’ll also find links to Wrike’s own project management templates, which you can test out during a free two-week trial. Keep reading and get your freebie!
A to-do list template is a predesigned format that helps you list and organize tasks efficiently. It saves time by providing a structured way to plan daily and weekly tasks and oversee project deadlines.
Instead of building a to-do list from scratch, you can use free online templates to automatically track your daily routine so you can be productive.
Benefits of using to-do list templates
I’ve learned the hard way that tasks pile up fast. Without a clear system, it’s easy to lose track of what’s urgent, what’s less important, and what’s been sitting there for weeks untouched. I always recommend using a to-do list because they:
Help prioritize tasks
Instead of staring at a long list, you can break things down into manageable steps and tackle them one by one. This helps you use your time effectively.
Increase productivity
When everything is written down in a clear format, you don’t waste time wondering what to do next. This keeps you on track and helps you stay in control, even on the busiest days.
Allow for easy tracking of completed tasks
Few things feel better than checking off completed tasks. (That green tick is so pleasing, it inspired our Wrike logo!) Seeing your progress in real time keeps you motivated and helps you stay accountable.
Enhance organization
A scattered list leads to a scattered mind. Using the right to-do list keeps everything in one place, so you’re not flipping through notebooks.
Types of list templates
Not all to-do list templates work the same way. The right one depends on how you structure your work, how often your daily tasks change, and what you need to track. Over the years, I’ve seen people struggle with scattered lists because they weren’t using the right template for their business.
Here are a few types I’ve found useful:
1. Daily to-do list template
Best for: Staying on top of daily routines and short-term tasks
A daily tasks template keeps things simple. Every morning, you can jot down exactly what you need. When I first started using a to-do list template like this, I felt more in control of my schedule.
For example, If you’re building daily habits, you can use Wrike’s daily tracker template to stay consistent. I use mine to block time for complex work, plan meetings, and set reminders. It’s also great for setting a priority list, so I know which tasks need to be tackled first.
Some weeks get busy fast. A weekly to-do list helps me map everything out in advance, so I don’t get caught off guard. Instead of making last-minute business decisions, I can identify what’s important at the start of the week and plan my schedule accordingly.
If you’re managing bigger workloads or multiple projects, I suggest you use Wrike’s weekly to-do list template for planning and organization. It helps me track weekly tasks and make sure I’m not overloaded on any one day. If a task has a deadline, I can plan ahead for it instead of waiting until the last minute.
3. Priority to-do list template
Best for: Sorting tasks by urgency
Some days, my tasks pile up so fast that I don’t know where to start. Instead of working through tasks randomly, I need a structured list that ranks everything by importance.
So, here’s your freebie; I created a free priority to-do list template just for you.
Simply click on the link, make a copy of the document, save and edit as you need.
For everyday planning, a simple list works fine. But when I’m handling a long-term project with a lot of details, I need something more advanced. This type of list usually includes:
Task descriptions
Tables
Due dates
Categories for work, personal, or team-related tasks
One great example of an advanced to-do list is the Kanban method. Instead of just listing tasks, Kanban visually organizes work into stages, typically using columns like To Do, In Progress, and Completed. This makes it easier to track progress in real time and see which tasks are stuck or moving forward.
For example, if I’m overseeing a marketing campaign, I break the work into teams, assign responsibilities, and use a Kanban-style setup to manage deadlines. I also include links to files, reminders for appointments, and task status updates. This keeps everything structured while allowing flexibility as priorities shift.
Here’s a free Kanban method template I created for you. Simply click on the link, make a copy of the document, and edit as you need.
Best for: Simple, structured lists with a clear completion path
Not everything needs a complicated system. Sometimes, I just need a basic checklist template to make sure I don’t forget things. Whether I’m reviewing a project, following up with a group, or even packing for a work trip, a checklist keeps everything clear.
Here’s another freebie: a free checklist template that you can customize to fit your needs.
Simply click on the link, make a copy of the document, and edit as you need.
A good to-do list template should do more than just hold information; it should help you stay on track. Here are the key features that make a to-do list effective:
Task descriptions
A vague task like “Work on project” doesn’t help much. Instead, a good list includes specific descriptions like: “Write the first draft of the marketing plan and review with the team.”
Task status
An effective to-do list should allow you to update the task status so you always know what’s pending, in progress, or completed.
Due dates
Every to-do list template should include a space to set a due date, ensuring that tasks don’t pile up at the last minute.
Notes and comments
Sometimes, a simple task name isn’t enough. Having a section for notes allows you to add details, links, or tables that make it easier to pick up where you left off.
Customizable page layouts
No two people work the same way, which is why a to-do list template should be flexible. If you work in a group, having a shared list where multiple people can contribute is also key.
How to choose the right template
With many to-do list templates out there, how do you know the one that works for you? The key is to decide what best fits your workflow. Here’s how to find the best fit:
For daily structure: A simple daily checklist keeps things organized and easy to follow
For long-term planning: A weekly or monthly to-do list helps map out more detailed tasks
For flexibility: A free, customizable template lets you adjust layouts, add reminders, or even print your list for offline use
If you need a more dynamic system, Wrike’s customizable workflow management software makes it easy to build a to-do list that adapts to your needs. You can set priorities and automate task updates — all in one place.
Need a to-do list that gets you results? Here’s exactly how I use a to-do list template to stay productive.
Set clear and achievable goals
Before adding anything to my to-do list, I ask myself:
What do I need to accomplish?
Is each task clear enough?
Will these tasks move me toward my larger goal?
At the end of the week, I review my list and assess whether I managed to achieve my goals. If I didn’t, I adjust my approach for the next week.
Break down large tasks into manageable steps
A common mistake I see is adding tasks that are too broad. Writing down “Complete marketing campaign” isn’t helpful because it doesn’t tell me where to start.
If I have a big project, I split it into daily or weekly tasks. For example:
Monday: Outline campaign objectives
Tuesday: Draft initial copy
Wednesday: Gather and edit visuals
Thursday: Review and finalize
Friday: Launch campaign
I always ask myself: Can this task be broken down further? If the answer is yes, I refine it. The smaller the steps, the easier it is to make progress.
Prioritize tasks to stay focused
According to Wrike’s 2024 Impactful Work Report, employees spend 30% of their week on unnecessary tasks. Not everything on my to-do list is equally important. If I treat every item the same, I end up wasting time on low-impact work while pressing tasks get pushed aside. That’s why prioritization is key.
Use a consistent format
A cluttered to-do list is just as bad as not having one at all. That’s why I use a list that has a structured format every time. I prefer using the same format for my weekly to-do list so I don’t have to start from scratch each time.
Different page layouts serve different purposes. If you like simplicity, a page with checkboxes works well for quick tasks. If you’re working with digital tools, you can save your to-do list template in different formats like Word, PDF, or on the web for easy access.
If you prefer physical copies, you can print your list and keep it in a planner or workspace for quick reference.
Measure progress
A to-do list is a live document that I use to reflect on my future projects. If a task isn’t getting done, I ask why. Do I need more information? Did something more urgent come up? Instead of leaving it in limbo, I either reschedule or delegate it.
Tips for maximizing productivity with to-do lists
A to-do list should make life easier and not more stressful. That’s why you should use Wrike’s daily task tracker and weekly to-do list templates to help keep your tasks structured and organized.
To get the most out of your free to-do list template, follow these key tips:
Fill your list with actionable tasks rather than generic goals
Print your to-do list if you prefer a physical copy for quick reference
Sign off tasks as soon as they are complete to maintain momentum and prevent backlog
Customize the background of your digital lists to create a workspace that feels visually clear
Spend time reviewing goals before diving into tasks to avoid wasting energy on low-impact work
Let’s take, for example, RPM Last Frontier, a leading real estate management company that needed a solution for handling real estate transactions.
Instead of manually setting up workflows for every new client, the team uses Wrike to automatically trigger checklists and tasks at each phase of the sales and service lifecycle.
On the template, my favorite thing is that I can set it and reuse the same steps over and over again to create consistency and transparency. Wrike naturally created efficiencies, so that we were able to handle 25% more accounts than forecasted, just because we can now handle it faster.
I’ve used to-do lists for years and made plenty of mistakes along the way. At first, I thought simply writing things down was enough to stay on top of my weekly tasks.
Early on, I’d list everything I needed to do without thinking about what mattered most. I’d jump into smaller tasks just to check something off, while more important work kept getting delayed.
Another common mistake I made was overestimating how much I could get done in a day or week. Tasks would spill over into the next day, and my list would pile up fast. If your to-do list isn’t working, take a step back and see if you’re making any of these mistakes.
And remember, mistakes aren’t always a bad thing! Sometimes, you need to make them early on to figure out what style works for you.
Create the perfect to-do list in Wrike
You’ve made it this far, so you already know a to-do list can help you stay organized and get work done. But if there’s one thing I’ve learned, it’s that a to-do list is only as good as the system behind it.
If you’re constantly rewriting tasks, missing deadlines, or feeling like your list is running you instead of the other way around, something needs to change. That’s why you should consider using Wrike to manage your workload.
For example, you can sync your to-do list template with Wrike’s project calendar so you can adjust deadlines instantly. Ready to take control of your tasks? Sign up with Wrike today and start your two free-week trial.
Do you still have questions about to-do list templates?
How do I make my own to-do list?
Decide whether you need a daily, weekly, or long-term planner. Use a page layout that works for you, and make sure to fill your list with specific tasks rather than vague goals.
Can you make a to-do list in Google Sheets?
Yes, Google Sheets allows you to create a structured to-do list. You can add columns for task names, due dates, and completion status.
What is the difference between a checklist and a to-do list?
A checklist is a static list of items that need to be completed. A to-do list is more dynamic, allowing prioritization, scheduling, and tracking over time.
What is an example of a to-do list?
A structured free to-do list for a project owner might look like this:
Monday: Review project scope and align with stakeholders
Tuesday: Assign tasks to team members
Wednesday: Check progress and gather background data for reporting
Thursday: Prepare client presentation and finalize deliverables
Friday: Complete weekly report and submit it for approval
Does Google have a to-do list template?
Yes, Google Keep and Google Tasks offer built-in to-do list options, while Google Sheets has templates that can be used for personal or professional use.
How do you create a to-do list in Word?
Open Microsoft Word, create a bulleted or numbered list, and use checkboxes for each task. Spend time formatting your list for readability.
Artem Gurnov
Artem is a Director of Account Development at Wrike. He previously held the role of Project Manager, overseeing a team of customer success managers (CSMs). Over the years of building teams and scaling business processes, he has successfully deployed multiple projects, from automating client outreach to setting up work prioritization tools for sales reps and CSMs.
Relying on spreadsheets to manage your projects and workflows? An Excel project management template can be useful — here’s your free download.
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