The Art of Self-Organization: Mastering Your To-Dos at the Start of the Year

As the new year begins, executives and senior managers often find themselves overwhelmed by an avalanche of tasks. The backlog from last year has not magically disappeared, fresh strategic initiatives demand attention, and personal resolutions add yet another layer of complexity. The challenge is not just managing these tasks but doing so in a way that aligns with long-term goals and maximizes productivity.

The Pitfalls of Traditional Productivity Techniques

Over the years, various self-organization techniques have gained popularity. While each has its merits, they also come with limitations, especially when used in isolation. Here’s a look at some of the most commonly used methods and their constraints:

Getting Things Done (GTD) is a structured system that captures and organizes tasks into actionable steps. While GTD can be highly effective for individuals with numerous projects, it can also become overwhelming due to the need for constant categorization and review. Without disciplined follow-through, the system can lead to excessive time spent on management rather than execution.
The Two-Minute Rule suggests that if a task takes less than two minutes to complete, it should be done immediately rather than added to a to-do list. It’s effective for reducing small backlogs but can become a distraction when applied indiscriminately, as frequent context switching may disrupt focus and reduces deep work efficiency.

The Three-Minute Rule is designed to break procrastination by committing to work on a task for three minutes. The idea is that once started, people often continue beyond the initial three minutes, making it an effective way to break the cycle of avoidance. However, it may not be ideal for complex or time-intensive projects.
A structured approach useful for ensuring a realistic workload is the ALPEN Method (A = Tasks, L = Length estimation, P = Planning, E = Buffer time, N = Follow-up). However, it can be rigid and time-consuming, requiring detailed estimations and adjustments, which may not always be practical for executives handling unpredictable workflows.
With the ABC Method, tasks are classified into A (Urgent & Important), B (Important but not Urgent), or C (Neither). While effective for distinguishing between strategic and non-essential work, it does not factor in an individual’s energy levels or peak productivity periods, which can lead to inefficiencies in execution.
Eat the Frog First method encourages tackling the most difficult or unpleasant task first to create momentum for the rest of the day. While it can be powerful for overcoming procrastination, it may also lead to avoidance if the ‘frog’ feels too overwhelming or if the task is too complex to be completed in one go.
The Pomodoro Technique promotes focused work through 25-minute sprints followed by short breaks. It is highly effective for avoiding distractions and maintaining concentration, but it may not suit executives who engage in high-level strategic thinking requiring longer periods of uninterrupted focus.

A Smarter Approach: Combining Methods with an Energy-Based Priority System

Rather than adhering rigidly to one method, senior leaders benefit from a flexible combination of techniques tailored to their cognitive rhythm and strategic priorities. One key insight is to include tasks that bring joy, purpose, and energy into the workflow.

The Energy-Boosting Task Principle

While traditional methods optimize efficiency, they often overlook an essential driver of productivity: motivation. By consciously prioritizing tasks that inspire, fulfill or excite you—whether it’s brainstorming a new strategy, mentoring a team member, or engaging in visionary thinking—you create momentum and enthusiasm. This, in turn, fuels the energy required to tackle less appealing but necessary tasks.

Practical Implementation for Executives

Start your day with an energy-boosting task. Allocate 20–30 minutes in the morning for a task that inspires, fulfills or excites you.
Use the ABC Method for strategic prioritization and supplement it with Eat the Frog for unavoidable high-impact challenges.
Apply the ALPEN Method for structured daily planning but integrate Pomodoro sprints for focused execution.
Leverage the Two- or Three-Minute Rule to clear small tasks, preventing backlog accumulation.
Regularly review your to-do list not just for urgency, but for energy balance. Ask yourself: Which task today will give me momentum?

Conclusion: Self-Organization is an Adaptive Skill

Effective self-organization is not about blindly following one system but rather about intelligently combining multiple techniques while ensuring that your work also fulfills and energizes you. By blending structure with flexibility and factoring in motivation, executives can sustain high performance throughout the year while maintaining clarity and engagement in their roles.

Are you ready to take control of your tasks with a smarter strategy? If you’re looking for tailored coaching to refine your self-organization and leadership approach, let’s talk! Check out our Book-Online page and reserve a coaching session.