A Realistic To-Do List
At 7:12 a.m., you finish your beautiful color-coded to-do list. It has categories and timelines. It has stars, asterisks and those little squares that feel oh-so-satisfying when you check them off.
At 3:30 p.m., you look at that color-coded to-do list again — it was untouched all day.
You’ve eaten two granola bars, dealt with a missing trumpet mouthpiece, broken up a hallway argument over Pokémon cards and sent three “I-promise-I-didn’t-forget” emails. And now, your brain is mush, and that pristine to-do list is quietly mocking you from the corner of your desk. Sound familiar?
If you’re in your first few years of teaching and wondering why you never seem to get ahead, this might be part of the answer: You’re planning for a version of yourself that doesn’t exist — at least not yet. So, how do you make a list that doesn’t fall apart by lunch?

If It Doesn’t Fit on a Sticky Note, It’s Probably Fiction
Early in my career, my to-do list lived in a three-ring binder that had dividers, a table of contents, color-coded tabs. I was so proud of it — until I realized I was spending more time organizing the list than actually doing anything on it.
Eventually, I switched to something a lot smaller: a single sticky note.
For me, if it doesn’t fit on one sticky note, it’s not a real list — it’s a wish list. The sticky note forces you to make choices. It cuts the fluff. You stop writing down things like “organize digital sheet music archive” and instead write “find the baritone part for Pep Tune #6 before 3rd period.”
This was a huge shift for me. I liked the idea of the “master list.” I still do — but that master list lives somewhere else now. It’s on my laptop or buried in a planner. It’s not the list I stare at between 2nd and 3rd period when I have six minutes and a kid waiting at my office door with a broken clarinet.
The sticky note is the only list I trust during the day. Not because it’s perfect — but because it doesn’t lie to me.
Here’s the catch: If you’re like me, be careful of spending more time perfecting your system than actually doing what needs to get done. At one point, I had three different productivity apps and a bullet journal going at the same time. (I wish I were kidding.) They all made me feel like I was doing something important — when really, I was just procrastinating with better stationery.
I know how satisfying it is when you cross something off your list. Sometimes I’ll even write something down that I already did just to cross it off. Laundry. Feed dog. Get life together. Score study. (Well, you can’t get everything done, can you?)

Plan for 30% Less Energy Than You Think You’ll Have
On those days when you’re feeling really ambitious and put seven big things on your list? Yeah, don’t do that.
In my experience, teaching music isn’t just physically draining — it’s decision-fatigue on steroids. You’re balancing 100+ personalities, instruments, classroom dynamics, hallway noise, tech glitches, impromptu counseling sessions and “can I play my solo for you real quick?” all before lunch.
So, here’s my rule: I plan as if I’ll have only 70% of my energy. On paper, it feels lazy. In real life, it’s the only reason I get anything done.
I used to schedule post-rehearsal tasks like writing grants or doing inventory. Those things did not get done. Why? Because my gas tank was empty — I had no brainpower left. I was lucky if I had enough focus to send a semi-coherent email or remember to eat the granola bar in my desk drawer.
Now, I build in “filler” tasks for those low-energy hours. Things I can do on autopilot. Like copying music, responding to surface-level emails or cleaning out the trumpet spit bucket. (OK, maybe not that last one.)
I still have big-picture tasks. I just don’t trick myself into thinking that I’ll do them at 4:15 p.m. on a Thursday. When I stopped pretending I was superhuman, I was able to actually get more done — and I didn’t feel guilty for collapsing at the end of the day.

Lists Aren’t Promises — They’re Suggestions
A to-do list is like a weather forecast — it’s useful, but often wrong. Before, every task felt like a solemn vow. If I wrote it down, it had to be done — preferably by 4:00 p.m., neatly checked off and filed in the binder of accomplishment.
Then one day, I had to choose between finishing an admin report or helping a student through a personal meltdown. I helped the kid. The report waited.
I missed the imaginary “deadline” that I had set for myself, but I didn’t regret it. The student needed me more than the spreadsheet did. I started realizing that maybe — just maybe — the world wouldn’t fall apart if something didn’t get done right away.
That report? It still got turned in eventually.
Now, I build my lists with more grace. I assume that one or two things won’t happen. Not because I’m lazy, but because I’m teaching in a real school, not a productivity seminar. There’s no trophy for finishing your to-do list if you’re a husk of a human when you do it.
If you’re worried that you’ll forget something? Write it down somewhere else — in a backlog, a planner, the notes app on your phone. Just don’t let it sit on your “today” list giving you a guilty look all day.

Being Busy Isn’t the Same as Being Effective
I know you’re working hard. Probably harder than anyone knows. But if your day is full of constant motion and you still feel behind, it’s worth asking: Am I actually getting anything done — or just staying busy enough to feel like I am?
I had to learn the difference between urgent and important. Urgent tasks are time-sensitive and often add the stress of “putting out fires” that can be distracting. Important tasks are more long-term, impactful and tied to your overall goal.
- Urgent: A kid forgot their music again.
- Important: The same kid hasn’t made eye contact with you in three days.
- Urgent: Replying to that admin email marked “high priority.”
- Important: Rewriting the warm-up to better serve your low brass.
I’ve made entire lists of urgent things — and at the end of the day, I still felt like I hadn’t moved anything forward.
One trick that helped me: Write down one quiet priority each morning. Something that doesn’t shout at you, but matters. Like “check in with percussion section” or “sit in the flute section and just listen.” Small moves that build trust, musicianship or momentum.
If your to-do list is full of things that don’t require you to do them? Delegate. Your students can do more than you think. (Mine have helped run the supplies cabinet, stuff programs and even set up our mic system better than I can.)

The Real Win? Leaving School With Something Left in the Tank
Some days, I leave work feeling like I still have something to give — to my family, to myself, maybe even to my horn. Other days, I walk out like a zombie and eat chips in the car.
The goal isn’t perfection. It’s sustainability.
If you constantly leave work totally drained, something’s off. Maybe it’s your list. Maybe it’s the expectations you’ve internalized about what “good teachers” are supposed to do. Maybe it’s just a hard week.
Your list can either help you survive this job or quietly sabotage you.
One of my mentors once said, “Don’t make a career out of being exhausted.” That stuck with me because, let’s be honest, there’s always more to do. Always. You could work 14 hours a day and still feel like you’re behind.
So, instead of doing everything, try doing the right things — and doing them with enough energy left to be a real person at the end of the day. Whatever’s left on the list will be there tomorrow.
So, start with what you actually have time and energy for. A sticky note’s worth. Build from there. And remember: The teacher you are right now is already doing enough.