Most to-do lists are overloaded. You start the day with 15 tasks, finish a few, and push the rest to tomorrow. It feels like you’re always working but rarely making real progress.

You’re not imagining it. A study found that 75% of professionals spend up to two hours a day on tasks or meetings that aren’t important to their role. 80% of people do not feel that their work is under control each day. Most people check email or messages more than 10 times a day, which makes it harder to stay focused.

The problem isn’t effort. It’s planning without structure.

The 1-3-5 rule offers a more realistic solution.

It limits your daily task list to one big task, three medium tasks, and five small tasks. Just nine priorities, chosen based on real capacity rather than endless ambition.

Combined with a digital planning tool, the 1-3-5 method becomes more than a productivity tip. It becomes a system that helps you cut the clutter, organize your day, and finish what matters most.

Let’s explore how the rule works, why it’s effective, and which apps can help you use it effectively in 2025.

What Is the 1-3-5 Rule?

The 1-3-5 rule is a daily planning method built around capacity. It assumes that in a typical workday, most people can realistically complete:

• 1 big task that requires deep focus
• 3 medium tasks that take moderate effort
• 5 small tasks that are quick and easy to finish

This simple ratio filters out distractions and builds a habit of planning based on available time and energy, not wishful thinking.

What Counts as a Big, Medium, or Small Task?

Understanding how to size your tasks is key to using the 1-3-5 method effectively.

Here’s how it breaks down:

• Big task: Something high-impact that requires significant attention. Think about writing a report, designing a presentation, or planning a project.
• Medium task: Important but manageable. This could include reviewing documents, responding to client feedback, or preparing meeting notes.
• Small task: Quick wins that fill the gaps. These might include answering emails, scheduling calls, or fixing minor issues.

By planning based on effort instead of urgency alone, you give yourself space to focus without overloading.

Now that we’ve covered the structure of the method, let’s look at how the right tools can help it stick.

Why Digital Tools Help the 1-3-5 Rule Stick

You can use the 1-3-5 method with pen and paper, but most of us manage work across multiple platforms like Gmail, Slack, Asana, Notion, and a packed calendar, where manual tracking breaks down quickly. Some tools, like Akiflow, help streamline this by bringing tasks and calendars together. 

A digital 1-3-5 to-do list app can make the process consistent and repeatable by helping you:

• Collect tasks from different platforms in one place
• Label and organize tasks by size or priority
• Align your plan with your actual calendar
• Track progress and reflect on how your day unfolded

If you’re looking to build a better system around your to-do list, this guide breaks down what makes a task management app truly effective. To make the most of this system, you’ll want an app that supports a few key features.

Key Features to Look For in a 1-3-5 To-Do List App

Not all apps are built specifically for 1-3-5, but many are flexible enough to support the method. When evaluating options, these are the features that matter most:

1. Task Grouping by Size or Effort

Your app should support custom labels, tags, or sections so you can easily separate tasks into big, medium, and small. You don’t want to guess later or constantly rewrite your list.

For example:

• Tag your “big” task with a custom color or label
• Use separate sections for each task type
• Sort or filter views based on size or priority

2. Easy Reordering and Adjustments

Once your list is set, you’ll need to adjust it. A meeting runs over, a new priority shows up, or your focus shifts. Your app should let you:

• Drag and drop tasks
• Shift items between categories
• Delay or defer items without losing them

This way, your plan adapts to your real day, instead of falling apart when something changes.

3. Visual Clarity and Layout

You should be able to view your entire day on one screen and know what’s important at a glance. Look for:

• A clear daily view
• Minimal visual noise
• Separation between categories or sections

You shouldn’t have to scroll endlessly or open dropdowns just to see what you planned for today.

4. Integration with Other Tools

A good 1-3-5 app should reduce context switching by pulling in tasks from where they already live. The best integrations include:

• Email (Gmail, Outlook)
• Messaging tools (Slack, Teams)
• Knowledge bases or project tools (Notion, Asana, Trello)
• Calendar (Google or Outlook)

Integration helps you avoid copy-pasting and keeps your plan grounded in real inputs.

5. Calendar View or Time Blocking

Your daily list should not exist in a vacuum. The ability to place tasks into time slots adds structure and helps you see what fits.

Some tools let you:

• Drag tasks directly into a calendar
• Allocate time estimates
• See when you are overcommitted

Different people use the 1-3-5 rule in different ways. Some want a lightweight list. Others need something that fits into a broader planning system. Now let’s look at some of the best tools for applying this in practice.

Top 1-3-5 To-Do List Apps in 2025

Different people use the 1-3-5 rule in different ways. Some want a lightweight list. Others need something that fits into a broader planning system. These apps all support the method in one way or another, but they take very different approaches.

1. Akiflow

Akiflow gives you the tools to plan your 1-3-5 days around your real availability. You can tag tasks by priority and drop them directly into your calendar. Tasks can come from multiple sources like Gmail, Slack, Notion, or Asana, so you’re not copying things over manually. 

The interface is designed for speed, especially when capturing new tasks or making changes during your daily review. It’s built for people who want to combine planning and execution in the same space.

Useful features:

• Priority tagging for 1-3-5 sorting
• Time blocking in a calendar view
• Integrations with task and communication tools
• Fast task capture via keyboard shortcuts or command bar

2. Todoist

Todoist is not built specifically for 1-3-5, but it can support it with custom labels or sections. You can tag tasks by size, create filters for each category, and organize lists into a repeatable structure. 

It’s especially helpful if you’re already using it for broader project management and want to layer in a daily focus system. Setting it up for 1-3-5 requires a bit of manual effort, but it works well once in place.

Useful features:

• Custom labels and filters for task grouping
• Sectioned lists and drag-and-drop reordering
• Recurring tasks and reminders
• Project sharing and team support

3. Any.do

Any.do is built around daily planning routines. While it doesn’t offer a dedicated 1-3-5 layout, it lets you sort tasks into folders or lists, which you can use to group them by priority. 

It works well on mobile, with features like voice input, reminders, and calendar sync. The interface is designed to help you plan your day quickly, making it a solid choice if you mostly manage tasks from your phone.

Useful features:

• Smart reminders and calendar integration
• Task grouping via folders or lists
• Mobile-first design with voice capture
• Native daily planner for quick reviews

4. Sunsama

Sunsama is designed for thoughtful daily planning. While it doesn’t have a preset 1-3-5 structure, it prompts you each morning to review your tasks and choose what’s realistic to accomplish. You can easily select one big task, a few medium ones, and small wins, then block time for them in your calendar.

Useful features:

• Guided daily planning
• Integration with tools like Trello, Asana, and Gmail
• Calendar sync for time blocking
• Emphasis on reflection and realistic goals

5. TickTick

TickTick is a flexible task manager with strong support for custom labels, tags, and sections. You can create smart lists for 1-3-5 categories or use priority levels to group tasks. Its simple UI works well for those who like a lightweight but customizable setup.

Useful features:

• Task priority levels (1 to 4)
• Smart lists and filters
• Calendar and Pomodoro integration
• Subtasks and progress tracking

Of course, even with the right app, the method works best when it’s tailored to your unique schedule and priorities.

Customizing the 1-3-5 Rule to Fit Your Workflow

Not every day has the same shape, and your planning system should reflect that.

1. Adjusting the Task Ratio

There’s no need to hit nine tasks every day. On complex days, you might go with:

• 1 big, 1 medium, 2 small

On open days, maybe:

• 2 big, 3 medium, 4 small

Apps that allow flexible list lengths or dynamic priorities help you adapt without breaking the system.

2. Creating Context-Specific Lists

Using folders, filters, or tags, you can create separate 1-3-5 structures for:

• Work vs personal
• Clients vs internal projects
• High focus vs admin days

Not sure how to choose your one big task for the day? This post walks through a few simple ways to prioritize your tasks based on urgency, impact, and time available. This lets you organize without mixing unrelated priorities. Once you’ve adjusted the method to your daily flow, the next step is thinking longer-term. How can this structure support your weekly or monthly planning?

Extending 1-3-5 Planning to Weekly and Long-Term Goals

While the 1-3-5 rule is built for daily focus, it also connects well to larger planning cycles.

1. Use Weekly and Monthly Views

Weekly and monthly planners help you:

• Spread out big tasks
• Balance workload across days
• Plan ahead for deadlines or busy weeks

2. Connect Daily Tasks to Projects or Goals

Look for tools that support:

• Project folders or task grouping
• Recurring tasks
• Milestone tracking or goal setting

Want to build a consistent planning habit across the week? Here’s how to create a weekly routine that actually works using your calendar and task list together.

This way, your daily effort contributes to bigger progress, not just inbox zero. And because plans always shift, your system needs to stay adaptable.

Reviewing and Improving Your Planning Habits

A good plan becomes better with reflection. The 1-3-5 method works best when you check in on what’s working and where things fall behind.

1. Track What Gets Done

Completion history helps you understand:

• What types of tasks do you avoid
• How accurate are your estimates?
• Where your plans are too ambitious or too light

2. Use Time Tracking or Estimates

If your tool includes analytics, you can:

• Compare planned vs actual time spent
• Catch patterns in recurring delays
• Refine how you build future task lists

Even five minutes of review at the end of your day can help improve how you plan the next one. Once you’ve built that review habit, starting each day with a clear, realistic plan becomes second nature.

How to Get Started with 1-3-5 Planning Today!

Getting started with the 1-3-5 method is simple. The goal is to create a focused, realistic plan that reflects what you can get done in a day. Start with a full list, then narrow it down based on effort and impact. Here’s how to do it:

• Write down all your current tasks
• Choose one big task that moves something important forward
• Select three medium tasks that support your main priorities
• Pick five small tasks you can finish quickly between meetings or during low-focus times
• Open your calendar and block time for the big and medium tasks
• Use small tasks to fill gaps or tackle during slower parts of the day
• Review your plan at the end of the day and adjust for tomorrow

Try this flow for three days using any of the apps above. Track how it feels, what gets done, and how focused you stay.

Final Thoughts

The 1-3-5 rule is not just a way to stay organized. It’s a tool for making better decisions about your time and energy. By focusing on fewer, more meaningful tasks and giving those tasks structure inside your day, you create a system you can actually rely on.

When paired with a task app that fits your workflow, the method becomes more than a list. It becomes a rhythm. A way to plan with clarity, follow through consistently, finish your day with purpose, and not just a list that keeps rolling into tomorrow.

Try Akiflow to plan with intention and finish your day with purpose.