Easy Productivity Hack: How to Color Code Your To-Do List In Your Planner

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I’m getting to the end of my planner, and I can’t help but think of all the hacks and tips I’ve tried over the past year to get my To Do list in order.

The techniques that really worked for me always seemed to be the ones that grouped my tasks together, to make it easy for my eyes to quickly catch the important and helpful things to do.

By far, color coding was the best and easiest way to stay on track and on task, and get me to actually feel like I’m checking off those items on my to-do list.

What is color coding? It is simply marking each item with a color, so you can easily identify it.

Scrolling IG and Pinterest feeds of color-coded planners for ideas is very overwhelming. But, color coding doesn’t have to be crazy, time-consuming or tedious. In fact, the hardest part really is picking colors you love!

Here is my step-by-step guide to color code your to-do list in your planner, to keep track of, and get done with, your tasks.

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Table of Contents

#1 Pick Your Colors.

At first you can use what you have:

grab your highlighters,
markers,
colored pens or pencils,

Washi tape,
Colored post-its
Crayons, etc.

My 8 year old daughter saw those Inkjoy Gel Pen commercials from a while back and just fell in love with the pens, so we bought them. I have to tell you they are bright, they are very smooth, and they don’t bleed through my planner, or through my sticky notes or anything else.

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I suggest you do not use YELLOW as one of your colors, and instead choose yellow for highlighting important or urgent tasks or things. We need a way to immediately focus on super-important stuff within our categories.

More on this below, but just keep that in mind, yellow is not for everyday use.

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#2. Make a Color Code Key and Attach It To Your Planner.

Tape your color code key in the back of your planner so it folds out and you can see the key from any page at all, no matter what:

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The following categories are super helpful and a great start to your planner’s color code key:

One color for each person in your family, for date-specific events and tasks.

One color dedicated to bills and their due dates, to go in your calendar.
One color for each category of things you want to group together.

I have two ways that I like to group my tasks, and both have worked equally well for me:

By time of day:

Early morning
Morning

Daytime
Afternoon
Dinner time

Bedtime
Late night

By type of task:

Bills
Exercise
Outside errands

Work*
Kids
home/cleaning, etc.

*Now, “work” is a special one, because if you work for yourself like I do, you have some categories of work tasks you focus on. So, you can also add color-coded subcategories for your work tasks if you want to.

It is sometimes helpful to have a separate planner or notebook for just your work/business tasks, but I only have a few hours a day, a few days a week, to work and so I don’t have a long daily list of work tasks.

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#3. Fill Bill Due Dates Into Your Planner’s Calendar Section, With Your Chosen “Bills” Color.

If you are someone who keeps track of your bills by due date, pick one color for “bills” and record them in your calendar section.

I pay our family’s bills by payday so I don’t use this method for that. But, I am in charge of paying work bills by “due date,” so those are on my calendar in one color.

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(If you want an easy way to organize your bills and spend less time paying them, read this post, it’s my step-by-step guide to pay your bills by payday instead of by due date.)

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#4. Fill In Date-Specific Events In Your Planner’s Calendar Section, By Person.

Next, we can write into our calendar section any events that are date-specific, like:

Meetings
Birthdays
Days off from school or work

Parties
Doctor appointments
Classes

Deadlines, etc.

There are not a lot of dated events right now in my planner since we are still going through quarantine and social distancing in New York. We are taking things day by day and not really “scheduling” anything.

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#5 Fill In Your Planner’s Daily or Weekly Sections With Your Tasks, Using Each Category’s Color.

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I love color-coding because there are times that I sit down for working, and I can easily scan my planner for the pink tasks, instead of reading through one long to-do list.

*This past year I’ve been using the Erin Condren horizontal weekly layout planner. If you want to check it out too, here are some posts about how I use mine:

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Here are some ways to use colors in your planner’s weekly & daily sections that aren’t overkill:

Parenthesis
Highlighter

Highlighting just the check box
Using colored pens so the whole box is not colored

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#6 Mark Super-Important Dates and Tasks With YELLOW.

Here’s my favorite part. Out of all the stuff we do each day, there are always those one or two things that are super-priority.

They are also the things that are most likely to be pushed aside to get all the little stuff done first.

Big priorities are the things we want to put off, or we don’t always want to do because they are hard. Tricking your mind into seeing them first will help jump start that act of actually doing them.

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Tips For a Successful Color Coded Planner

Consider using colored post-its if you find yourself regularly not getting things done on a certain day, so you can move the post-its around instead of crossing off and re-writing all over your planner.

Know your priorities. If you are finding yourself doing a lot of work or tasks that are not helpful to you or your family (or your job), first of all check out my post on How To Plan Your Week To Be Productive, print out the Eisenhower Matrix in that post and get your priorities in order. Then, consider adding on a second layer of coding like in this article from Forbes. They suggest highlighting tasks like this:

Red for “Why Am I Doing This” (Just a distraction, delegate or drop)

Green for “This Is Going to Help Me Now In a Big Way” (productive tasks)
Gold for “This Is What I Want My Grandkids To Talk About When I’m Gone” (legacy/life goal tasks)

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Tools For Color-Coding:

Pens – I love these Injkoy Gel Pens and these Pilot Frixion pens.
Stickers – Erin Condren has an amazing collection, and Etsy has a lot of fun, handmade stickers.
Washi tape – The washi tape from Erin Condren is colorful with metallic options. When I buy washi tape on Amazon, the quality is hit or miss but amazing selection. Michaels has a good assortment of colors and patterns, but definitely sign up to their email list for coupons since they can be pricey.

Post its – Target or Staples usually have the small packages that are great for fitting into your planner, or just cut up the regular size ones.
Highlighters – if you don’t want to color in the whole section, highlighters are great for drawing a quick (but bold) line next to or underneath the tasks, to help them stand out. Plus, you probably have a bunch at home right now!
Colored pencils – again these are great for having some color, without the crazy-brightness.

IMPORTANT! Do not use permanent markers, unless you test a small area first! I used a yellow permanent marker on my calendar once and it bled right through the 80-weight planner page, awful!

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Final Thoughts

Color coding your to-do list is an excellent way to focus your eyes, and your mind, on the right things at the right times. I hope you have fun bringing some color into your days!

Please leave a comment to let me know how color-coding is working for you!

XO,

-Mina

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