Ever feel like your to-do list is growing faster than you can check things off? I’ve been there—juggling business, family, and personal goals, only to end each day feeling like I’m falling behind. In this episode of INHABIT, I sat down with productivity and systems expert Diana Lunzer to unpack why your to-do list is failing you—and how systems set you free. If you’re ready to break the cycle of overwhelm and actually make progress on what matters, this conversation is for you.

Why To-Do Lists Fall Short

Most of us rely on to-do lists to keep life and business on track. But as Diana pointed out, “I would have a list of all these things I wanted to do in the day… and every day I would feel like a failure or I’d feel really bummed out because I didn’t check off everything off my list. But in reality, I had unrealistic expectations based on the hours I had available.” The problem? To-do lists rarely reflect our true priorities, available time, or energy. They’re static, and life is anything but.

The Power of Systems Over Lists

Diana, a certified Notion consultant and two-time founder, has helped countless entrepreneurs move from chaos to clarity. Her advice: stop relying on lists and start building systems. “Be cutthroat with your calendar. Time management is number one, and that’s what a lot of female founders struggle with. We have so many competing priorities. If you’re feeling really overwhelmed and you’re trying to get organized, start with your calendar.”

Here’s what works:

• Use a digital calendar for time-blocking and color-coding
• Choose a task management tool like Notion, ClickUp, or Asana
• Set up recurring tasks and automations to lighten your mental load
• Keep both personal and business commitments in one place

The PAD Method: Pay, Automate, Delegate

One of Diana’s most practical strategies is the PAD method: Pay, Automate, Delegate. She shared, “I was spending upwards of four hours a week on laundry… I now use a service called Poplin. For our family of five, it’s usually like$30 to$35 every week. I had no idea I was spending this much time on laundry.” By outsourcing, automating, or delegating routine tasks, you can reclaim hours each week for what really matters.

Ask yourself:

• Can I pay someone to take this off my plate?
• Can I automate this with a tool or system?
• Can I delegate it to someone else?

From Reactivity to Proactivity

Diana and I talked a lot about moving from a reactive to a proactive mindset. She calls it “calibration”—constantly adjusting to find what works in each season of life. “Harmony and calibration are way better describers for this concept than balance because it is a constant juggle every day and every week.”

Try these steps:

• Block 30 minutes each week to plan ahead
• Color-code your calendar for work, family, self-care, and movement
• Batch similar tasks to minimize context-switching
• Capture ideas on the go with mobile-friendly tools like Notion

Main Takeaways

Here’s what I learned from Diana’s approach:

• To-do lists alone don’t work—they ignore your real priorities and available time
• Systems like digital calendars and task managers help you escape overwhelm
• The PAD method (Pay, Automate, Delegate) is a game-changer for reclaiming your time
• Proactive planning and time-blocking create space for what matters most
• Integrate personal and business commitments for a holistic approach
• Use technology to capture ideas and reduce mental clutter

Key Quotes from Diana Lunzer

• “Be cutthroat with your calendar.”
• “If you’re saying yes to something, you’re saying no to something else.”
• “You have to have somewhere to throw these tasks. Even if you’re a solopreneur… you need it.”
• “A little bit of thoughtful pre-planning, reflection, getting clear on your priorities will set you up for so much success.”

Why Your To-Do List Is Failing You—And How Systems Set You Free

If you’re tired of feeling like you’re always behind, it’s time to rethink your approach. Diana’s strategies aren’t about doing more—they’re about doing what matters, with less stress and more intention. Whether you’re a founder, creative, or anyone craving more control over your time, these systems can help you reclaim your energy and focus.

Ready to break free from the to-do list trap? Listen to the full episode on Apple or Spotify and try out the PAD method. Your future self will thank you. Want to connect with Diana? Check out her website and Instagram.

This blog post was generated by AI. Want to learn how I do this in 5 minutes or less? I teach this and more in The Audio Authority Blueprint Podcast [Systems Only] program. Click here to learn more.