Every morning, you wake up, grab a cup of coffee (or whatever your morning gogo juice is), and open your task list for the day. It’s a mile long.
- “Call Bob about his tax lien.”
- “Finish that Offer in Compromise.”
- “Email or call Sally to get the final pieces to finish her tax return.”
- “Reply to 27 emails.”
- “Figure out why Susan still hasn’t sent her documents.”
The moment you see that overwhelming list, the stress kicks in. Your mind starts racing with all the things you need to do, and before you know it, you’re bouncing from task to task without actually finishing anything substantial.
The problem?
Your to-do list is lying to you.
It feels productive, but in reality, it’s draining your energy before you even start. Instead of helping you, your endless task list is keeping you stuck.
Why Traditional To-Do Lists Don’t Work
Most people assume that productivity is about checking off as many tasks as possible. But here’s the truth: Your brain is not designed to focus on 25+ different things at once. When you write down everything you need to do, your brain doesn’t see priorities—it sees an avalanche of demands. This leads to:
📌 Decision Fatigue – You waste time figuring out which task to tackle first.
📌 Task Hopping – You jump from one thing to another without deep focus. Then before you know it, you have 5 or more things open that are not all done and distractions mentally.
📌 A False Sense of Productivity – Checking off small, low-impact tasks feels good, but they don’t actually move your business forward. So, how do you fix your to-do list and actually get meaningful work done?
The “Three-Task Rule”: A Simpler, More Effective Approach
If your to-do list is making you feel stuck, it’s time for a better system. Every morning, before you check emails or dive into work, do this:
1️⃣ Pick ONE Revenue-Generating Task This should be something that directly contributes to growing your business—not just maintaining it. Examples include:
- Following up with a potential client (i.e. a prospect) that you talked to within the last 3 months (or less).
- Working on marketing your firm.
- Setting up a new service or revenue stream. Like IRS Collections and/or Exam representation.
- Optimizing your pricing or create packages.
2️⃣ Pick ONE Stress-Reducing Task This should be something that, when completed, makes the rest of your day easier and more manageable. Examples include:
- Resolving a lingering client issue. You know, that return you have been procrastinating on.
- Delegating a repetitive task to an assistant or software.
- Automating a system (like client follow-ups or invoicing).
- Cleaning up a workflow that’s causing inefficiencies.
3️⃣ Pick ONE Profitable task that generates Revenue This is a task that when it is completed will generate you revenue. Examples include:
- Completely finishing a tax return.
- Getting that collections case into a final resolution.
- Finalizing a tax plan for a client and setting the final delivery meeting.
- Providing the next or final batch of information for an audit to earn your retainer
That’s it. Just three. If you finish them, then you can tackle the rest of your list. But even if your day goes sideways, at least you’ve done something that moves the needle.
Why This Works
✅ Eliminates Overwhelm – Your brain can easily handle three priorities instead of an endless list.
✅ Forces You to Prioritize – You focus on what actually makes a difference.
✅ Builds Momentum – Completing two impactful tasks gives you a sense of accomplishment early in the day.
✅ Prevents Wasted Time – You stop spending energy on things that don’t matter. This method is used by high-performing entrepreneurs and executives who know that success isn’t about doing more—it’s about doing the right things consistently.
How to Make This a Daily Habit
If you’re used to running your business by working through an exhaustive to-do list, shifting to the Three-Task Rule might feel uncomfortable at first. But here’s how to make it a habit: Before you do anything, take a few minutes and write down all of the tasks you need to accomplish. Put it on paper, in One Note or whatever you use to document a list of tasks. This will help you to pick three tasks. Get them out of your head and you are less likely to be distracted by the other 30 or 50 items you need to get done.
1️⃣ Schedule Your Three Tasks the Night Before – Take five minutes before bed to write down your three main tasks for the next day. This gives your brain time to process them overnight, so you’re ready to execute in the morning.
2️⃣ Set a Deadline for Your Tasks – If you don’t set a time limit, your tasks will drag out. Block out dedicated time on your calendar.
3️⃣ Use a Priority Filter – Ask yourself: If I could only finish three things today, what would have the biggest impact?
4️⃣ Track Your Progress – After a week, reflect on what got done. You’ll likely notice that these small, intentional actions are compounding into real business growth. When you are done with these three, you go back to the list and work on the next three.
What Happens When You Fix Your To-Do List
If you commit to this approach, you’ll start to notice major shifts in your productivity and stress levels:
📌 You’ll stop feeling overwhelmed. You’ll start each day with clarity and confidence instead of dread.
📌 Your business will grow faster. Because you’re consistently focusing on revenue-generating activities instead of just busy work.
📌 You’ll have more time. You won’t spend all day jumping between low-impact tasks.
📌 You’ll feel in control of your business. Instead of reacting to everything, you’ll finally be leading it.
Final Thoughts
Most tax pros don’t need more time—they need better priorities and fix their productivity. And the simplest way to do that? Fix your to-do list. The Three-Task Rule helps you break free from the illusion of productivity and focus on what actually moves your business forward. Try it for a week and see how much lighter, clearer, and more effective your workdays feel.
And if you want to take it even further, inside Tax Resolution Academy®, we teach tax pros how to streamline their business, stop drowning in busy work, and build a practice that runs without them constantly working overtime.
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Here’s to working smarter, not harder! And a brighter future for your tax practice! If you want to know more consider joining the Tax Resolution Academy® by clicking this link I hope this helps. If you have any questions, please reach out to us. I would love to hear your thoughts, challenges, and successes in writing your very own book. Have a GREAT day, Cordially, Dan
Dan Henn, CPA, CTR™ Co-Founder, Tax Resolution Academy® Managing Member Tax Pro Academy, LLC P.S. Want to learn more about the Tax Resolution Academy®, go to https://community.taxresolutionacademy.com. P.P.S. Check out our CPE classes here! Click the link to Follow our page and you will be notified when we release new classes.
