As a marketing manager navigating the ever-shifting sands of campaigns and client demands, while simultaneously moonlighting as a tech journalist and podcast host, my daily life is, to put it mildly, a juggling act. For a long time, I felt like I was constantly dropping balls, until I finally embraced a tool that has become my digital lifeline: Microsoft To Do.
Before To Do, my organizational system was a chaotic blend of sticky notes, half-forgotten mental reminders, and the occasional email I’d flag and then completely forget about. It was a recipe for stress and missed deadlines. But To Do has transformed that chaos into a calm, actionable plan, and its seamless integration with Outlook is where it truly shines.
My workday kicks off with a quick glance at my “My Day” list in To Do. This isn’t just a static to-do list; it’s a dynamic snapshot of what I need to accomplish today. The intelligent suggestions feature is surprisingly helpful, pulling in tasks from various lists that might be relevant. The real magic, however, lies in how it works with Outlook. When an email comes in with a deadline for a marketing collateral review, a client approval, or a content delivery for a campaign, I simply flag it. Almost instantly, it appears in my “Flagged Email” list within To Do. This means I never lose track of those crucial, time-sensitive emails that used to get buried. I can then easily rename the task, add due dates, and even break it down into smaller steps directly in To Do, all while retaining the link back to the original email in Outlook. It’s an incredible time-saver and stress-reducer, especially with the added pressure of being in the process of buying a home. Every inspection deadline, every document signature request, every mortgage approval update – if it comes through Outlook, it’s flagged and meticulously tracked in To Do.
Beyond my marketing day job, my tech journalist and podcasting life benefits immensely. I have separate lists for “Podcast Episode Ideas,” “Interview Pitches,” and “Article Deadlines.” When I’m out and about, a brilliant idea for a podcast segment or a new tech product review can strike at any moment. My phone is always with me, and a quick tap into the To Do app allows me to capture that thought instantly. No more frantic searches for a pen or relying on a fleeting memory. I can create a new task, add a note with my brainstorming thoughts, and even attach relevant files or links right there.
Where To Do has truly surprised me, however, is in streamlining the often-complex process of video editing for my podcasts. What started as simple audio recordings has evolved into full video productions, complete with intro/outro music, graphics, and B-roll footage. This multi-layered process used to feel overwhelming. Now, I have a dedicated “Podcast Video Editing” list in To Do. For each episode, I create a main task, like “Edit [Guest Name] Interview – Episode X.” Within that task, I break down the entire workflow into sub-tasks: “Review Raw Footage,” “Sync Audio & Video,” “Cut Out Pauses/Stutters,” “Add Intro/Outro,” “Insert Lower Thirds for Speaker Names,” “Find and Add Relevant B-roll Clips,” “Color Grade Footage,” “Add Background Music,” and “Export Final Version.”
As I complete each step in my video editing software, I simply check it off in To Do. This visual progression is incredibly motivating, preventing that feeling of being lost in a sea of clips and timelines. I can also add notes to individual sub-tasks, like “Timestamp 14:22 – needs b-roll of [product],” or “Remember to blur logo at 21:05.” If I’m waiting on a graphic designer for an overlay, I can mark that sub-task as pending and set a reminder. The ability to see exactly where I am in the editing process, and what still needs to be done, has cut down on my editing time significantly and ensured a much smoother, more polished final product.
And then there’s the personal side of life, which, let’s be honest, is often the most demanding. Grocery shopping lists are a breeze; I share a “Groceries” list with my partner, and we can both add items as we run out, checking them off in real-time at the store. Keeping up with appointments, birthdays, and anniversaries is less about frantic calendar checks and more about setting timely reminders in To Do. The recurring task feature is a lifesaver for things like paying bills or submitting my freelance invoices. But perhaps the most surprising utility has been in managing my kids’ incredibly busy calendar. School events, sports practices, playdates – each can become a task with a reminder, ensuring I’m always on top of their schedules, even when I’m knee-deep in a marketing strategy meeting or editing a podcast.
Microsoft To Do has become my personal assistant, keeping all the plates spinning. It’s simple, intuitive, and, most importantly, incredibly effective. While there’s a lot of buzz around newfangled AI organization tools and smart assistants, I’ve found To Do’s straightforward approach to be far more useful for my daily organizational needs. Its strength lies in its unpretentious focus on clear task management, allowing me to dictate the priorities and details, rather than relying on an algorithm to guess my intentions.
That said, I’m certainly not anti-AI. The potential for these technologies to truly enhance our productivity is undeniable. If Microsoft were to start weaving Copilot into To Do, that could be a dream scenario. Imagine AI-powered suggestions that intelligently break down large tasks into actionable sub-tasks based on past projects, or Copilot automatically flagging potential conflicts with my calendar and suggesting optimal times to tackle certain tasks. The current integration with Outlook is powerful, but a Copilot-infused To Do could analyze flagged emails, proactively suggest deadlines, and even draft initial task descriptions. This wouldn’t replace the need for my own decision-making, but it would certainly reduce the cognitive load, allowing me to focus even more on the creative and strategic aspects of my diverse roles.
For anyone juggling multiple roles and responsibilities, especially those diving into the complexities of content creation like video editing, I can’t recommend Microsoft To Do enough. It truly liberates your mind from the burden of remembering everything, allowing you to focus on what truly matters, one perfectly organized task at a time. And with the potential for smart AI integration, To Do could evolve into an even more indispensable partner for productivity.
