Repair 16: How to Decide What to Work on Using Post-it Notes

A simple way to prioritize without software

The Problem

Your list is long.
Everything feels important.
And everything feels urgent.

Plans pile up. Ideas stack up.
And deciding what to work on becomes its own full-time job.

When everything matters, progress slows.

Why This Keeps Happening

This usually happens when:

• Too many ideas live in your head

• Priorities are discussed but not visualized

• Digital tools hide tradeoffs

• Everything stays “in progress”

The problem is not effort.
It is visibility.

The Fix

You do not need new software.
You need to see your work clearly.

Here is how to fix it using nothing more than Post-it notes.

Step 1: Write Everything Down, One Idea per Note

Grab a stack of Post-it notes. Start by separating what kind of thing each note represents.

Yellow Post-its
Daily tasks and quick actions
Examples:

• Send follow-up email

• Call business owner

• Review event layout

Blue Post-its
Projects with multiple steps
Examples:

• Downtown cleanup plan

• Pop-up pilot program

• Board retreat planning

Green Post-its
Ideas, opportunities, or “someday” items
Examples:

• New event concept

• Grant idea

• Long-term redevelopment thought

This step alone reduces mental load by showing whether you are overloaded with tasks, projects, or ideas.

Step 2: Create Three Simple Columns

Label three areas:

• Now

• Next

• Not Yet

No dates.
No pressure.
Just placement.

Step 3: Move Notes Based on Reality, Not Hope

Ask yourself:

• Do I have time for this right now?

• Do I have the authority to move this?

• Do I have what I need to start?

If the answer is no, it does not belong in “Now.”

This is not about importance.
It is about capacity.

Step 4: Limit What Lives in “Now”

Once notes are placed, look only at the “Now” column.

Your Now column should feel slightly uncomfortable.

Aim for:

• 3-5 items

• No more

Ask:

• Is it all yellow tasks and no blue projects?

• Is there one giant blue project crowding everything else?

• Are green ideas sneaking into Now?

A healthy Now column usually has:

• A few yellow tasks

• One or two blue projects

• No green ideas

If you see mostly green, you are planning instead of doing.

Everything else waits on purpose.

Step 5: Add One Optional Color for Delegation

If helpful, introduce one more color.

Pink Post-its
Things that should be delegated, shared, or removed
Examples:

• Tasks someone else can handle

• Items that no longer matter

• Work that needs a decision before action

Pink notes are not failures.
They are signals.

Step 6: Revisit Weekly

During your weekly review:

• Move one blue project closer to Now

• Clear completed yellow tasks

• Leave green ideas alone unless capacity changes

Color helps prevent emotional decisions and keeps movement realistic

Common Mistakes to Avoid

• Treating “Not Yet” as failure

• Moving everything into “Now”

• Letting the wall get cluttered

• Never revisiting the system

This is a living tool, not a one-time exercise.

Why It Works

• Color reduces decision fatigue

• You can see overload instantly

• It separates thinking from doing

• It works on a wall, desk, or table

• No software, no setup, no training

Most importantly, it makes tradeoffs visible instead of theoretical.

What to Do This Week

Try this today:

⬜ Buy a pack of Post-it notes

⬜ Write down everything pulling at your attention

⬜ Create the three columns

⬜ Limit “Now” to five items

⬜ Take a photo for reference

Clarity often shows up faster than motivation.

How We Help

This kind of prioritization challenge is often addressed through the Downtown Action Lab with Reader Area Development, Inc., which helps practitioners move from overwhelm to clear, realistic next steps based on actual capacity.

Keep Going

This post is part of The Downtown Repair Manual, a field guide to fixing common downtown problems one issue at a time.

You do not need to do everything.
You need to do the right thing next.