I use a Mac program called OmniFocus to organize what I need to get done. Some weeks I’m better than others. When you get behind the ball, an easy trap to fall into is thinking you must get everything done at any cost. This is a mistake. A to do list is one of personal possibilities. It’s a tool that helps you mindfully shape the parts of your future that you have control over rather than letting it arrive completely unannounced.
There is no universally best way to systematically schedule tasks. Don’t worry. You will get 90% of the benefit just by knowing what the tasks are and accept the fact that you can’t do everything. Don’t give up. Keep coming back, keep prioritizing, and occasionally review even the less important tasks. Sometimes what might seem impossible can actually be done if you keep your subconscious working on it.