A Smarter To-Do List System for Executive Assistant Services & Admin Support
Why Traditional To-Do Lists Don’t Work for Business Leaders
To-do lists often grow into overwhelming, endless task piles — and can spin you into a state of burnout. Whether you're a business owner or executive trying to do it all yourself, or you rely on executive admin support within your team, the key is to have a method that tells you what to do when, and who should do it.
That’s where the “Now / Next / Nice” method comes in. At Lift Business Resources, we support clients across industries through our executive assistant services and see how powerful this prioritization model can be — especially when it's implemented as a shared language between executive and assistant.
The Now / Next / Nice Framework for Executive Admin Support
This simple 3-tier method helps you and your assistant (if you have one) focus, delegate, and move work forward strategically.
Step 1: Start with Your “Now” List – The Non-Negotiables
These are your urgent, can’t-wait tasks. If they don’t happen today, you risk missing deadlines, damaging relationships, or disrupting cash flow. If it’s urgent and important — it’s a “now.”
A task belongs in the “now” list if it checks one or more of these boxes:
Time-sensitive – There’s a hard deadline today or tomorrow.
Revenue-impacting – It affects billing, sales, or payment.
Business continuity – Something breaks or stalls without it.
Relationship-driven – A key client, team member, or vendor is waiting on you.
Executive-level priority – It’s been designated urgent by leadership or the business owner.
Examples for business leaders:
Approving payroll or time-sensitive payments
Responding to urgent client issues
Submitting critical documents or deliverables
Examples for executive assistants:
Managing scheduling and calendar changes in real time
Fielding urgent emails or calls
Following up on due-today commitments
These define a successful day. They’re the tasks that — if nothing else got done — still make it a productive day.
How to Track “Now” Tasks
Tracking these is simple but essential. Here’s how to keep your “now” list under control:
Utilize a task management platform. You can assign a due date to each task or create a “today” column to keep tasks that need immediate attention clearly visible and prioritized. We love Asana.
If you know you aren’t great at using digital task management, use a notepad and only include your “now” tasks. We love a lined post-it note pad in a bright color.
Review your list at the start of every day — either solo or in a daily sync with your assistant.
Limit the list to 3–5 tasks max. More than that? You’re either overcommitting yourself or including “next” tasks by mistake.
Communicate early and clearly if you’re working with an assistant. Your EA should know your top 1–2 priorities each morning.
If you consistently finish your “now” list, you're already ahead of the game. Getting these knocked out at the beginning of the day will send you into the day with less overwhelm and more confidence.
Step 2: Create Your “Next” List – The Important Movers
These are not urgent, but they’re important. They often drive growth, improve systems, or eliminate future problems. Think of these as the “this week” priorities. These tasks move the business forward, even if they aren’t screaming for your attention today.
A task belongs in the “next” list if it checks one or more of these boxes:
It has a deadline later this week or month — not urgent today, but time-bound.
It prevents future issues, like updating systems, documentation, or processes.
It supports growth — contributing to sales, hiring, or operational efficiency.
It requires deeper focus or collaboration — the kind of work best done with planning, not pressure.
It’s a strategic priority — assigned by leadership or tied to quarterly goals.
Examples for business owners:
Reviewing financials, tracking KPIs, and forecasting
Planning new hires or vendor contracts
Meeting with advisors or partners
Examples for executive assistants:
Updating internal SOPs or workflows
Building out internal templates
Drafting reports or prepping presentations
“Next" tasks often become "now" if ignored too long — staying on top of them is key. The more you stay on top of them, the less “now” tasks you will have.
How to Stay on Top of Your “Next” List
It’s easy for these to fall through the cracks, so here are a few simple systems that help:
Review weekly (with your assistant if you have one). Make “next list” updates a standing agenda item in your 1:1 or team sync. What’s moved forward? What’s stuck? What’s ready to move to “now”?
Track it in a shared tool. Use ClickUp, Trello, Google Sheets — anything that keeps the list visible and organized. Categorize by function (Ops, Finance, Marketing, etc.) and assign soft deadlines.
Time-block focused hours. Carve out 1–2 hours per week specifically for “next” tasks. Protect that time like a client meeting. Your assistant can help guard it on your calendar.
Label or color-code it. Assign a consistent tag or color in your project manager (e.g., “Strategic,” or blue = next). This helps separate it from daily fire drills.
Quarterly cleanup. If a task sits in “next” too long, it’s time to ask: Is this really a priority? Promote it, punt it, or cut it.
Step 3: Build Your “Nice” List – The Value-Add Projects
This is your idea bank — tasks and projects that aren’t urgent or time-sensitive, but would make things easier, better, or more impactful if completed. If it makes you say “I’ve been meaning to do that…” — it's probably a “nice” task.
To qualify as a “nice” task, it should meet these criteria:
It improves efficiency, visibility, or experience — but isn’t essential to daily operations.
It supports long-term goals, but doesn’t have a deadline.
It adds value when there's capacity, not when you’re in survival mode.
It energizes or inspires — it might make work smoother or just more fun.
For business owners and operators:
Exploring a new service or revenue stream
Attending a mastermind or industry event
Testing a marketing strategy you’ve been curious about
For executive assistants:
Organizing the company’s shared drive
Creating new client onboarding templates
Researching automation tools or workflow hacks
These aren’t “nice-to-haves” — they’re “next-level” tasks. Just not today’s priority.
How to Track Your “Nice” List
Because these items are low-pressure, they often disappear. Here's how to keep them visible and actionable:
Use a “someday” column or “nice” label in your project management system.
Revisit weekly — during your Friday wrap-up or Monday planning.
Include 1-2 in your monthly goals — especially during lighter weeks.
Let your EA pull from it when “now” and “next” are light — or when looking for process improvements.
Tag with themes like “automation,” “client experience,” or “team culture” to group them meaningfully.
Some of your business’s best ideas are sitting in your “nice” list. Make space for them.
Step 4: Prioritize & Tackle the “Now” List First
Start the day here. These are your non-negotiables. If you’re delegating, be clear about ownership and deadlines. If you're solo, time-block and focus. Remember, this list should only be 3-5 items long. If there is more, review to determine if it's really a “next” task, or delegate to someone on your team.
Step 5: Layer in “Next” and Sprinkle in “Nice”
Once the “now” list is done, dive into “next.” It’s where real progress happens. Expect to complete 3-6 of these tasks each week. They will take more brain power than your “now” tasks, so block in at least 2 hours to make some real headway.
“Nice” tasks get your business ahead — so sprinkle them in as time and capacity allow. One a month is fine, and as you handle your “now” and “next” tasks more efficiently, you will get to more of the “nice” tasks.
How to Use This Framework With Your Executive Assistant
This system isn’t just about what you do — it’s about building a shared rhythm between you and your support. Try using a shared doc or task manager labeled “Now / Next / Nice” for both of you to update weekly.
Your priorities will shift. What starts as “nice” might become “next” — and then “now.” Have regular syncs with your assistant (at least weekly) to review each list and move tasks accordingly.
Final Thoughts
The” Now / Next / Nice” framework is simple, flexible, and surprisingly effective — especially when shared between business leaders and their assistants. It provides everyone with clarity, structure, and a way to continually move the needle.
Want help implementing this with the right executive support? At Lift Business Resources, we match business owners with experienced U.S.-based executive assistants and help you build a working relationship that works.
Schedule your free discovery call today to see how we can help you stay focused, supported, and ahead of the game.
