How to create the perfect task management system
Productivity / / December 23, 2019
Dedicated to all who are passionate about life, it has an ambitious plan, and extensive interests of a large number of daily tasks.
At one time task management topic fascinated me with his head. I started collecting techniques and tips. Each I took something that works exclusively for me. I tried to put into practice all the excess is cut off. The result was a system that I want now to present for your review. But remember - the only ideal system, it can only be the one that is convenient to you.
- It should be easy.
- It should not take much time to work with it.
- Do not interfere, and better assist in the planning, both on the day and the year. Planning and ongoing management tasks must be united.
- Should help reminders, always be at your fingertips and lets you take notes.
- It should cover all areas of my life.
- It should help to "look around" all the current and future challenges. In this structure should I set myself.
- Due to the system, I must know exactly what and when I do, the system should be flexible enough.
task management system consists of 3 main elements: structure task groups (folders, folder tree, context), task management rules and tools that all this helps.
I can safely say - I've tried everything on the subject of the program. On Windows exactly everything from Leader Task and Essential PIM, to the little-known, such as Chronos. On Mac all having the ability to synchronize between devices. The dry residue - 1 program. It called My Life Organized. Developers fellows and umnichki. There is a program for a long time, and each new version pleases more. For me a huge advantage in this software is the ability to configure the system to fit your needs completely. In this case, nothing complicated about it. In other words, this platform allows you to create any problems of the structure and to abide by any rules of management. Well, of course sync with all your devices and cross-platform. The only pity is no version for Mac (iOS is). A more detailed introduction to My Life Organized I leave with you. From myself just recommend.
Also, I use Evernote for storing notes and bulk materials. Mind manager for planning. Calendar - a native of the Mac. Microsoft Project - for the planning and management of large projects, mostly for work.
In many techniques, such as GTD and Agile Results, offer to split tasks into folders according to the spheres of life. I liked the idea, but for myself determined that I will not have more than 5 top-level folders at a time folder for notes + + Inbox. Before, I was just 2 folder - work and private.
My current top-level structure:
- Inbox.
- Job
- Development
- House
- Ironman
- Site
In my opinion, the most ingenious introduction of GTD has become Inbox folder and rule - do not keep the task in mind. I began to follow this rule strictly. Tasks, even small, ideas, notes, just a thought that may come in handy - everything is recorded. Initially, all get in your Inbox. At the end of the day I can make out the blockage and distributes all of the folders.
Folder "Work", "Development" and "House" are found in the structure of time. Also, a maximum of 2, reserved for those areas or projects that occupy most of the time or have a high value at the moment. To date, this is the folder associated with the preparation for the Ironman and the project folder of my website. Inbox I do not believe in the top five.
In fact, there is another folder. It called «Regular stuff». This folder contains all the regular tasks. There are all things that need to be done daily, weekly and monthly. Such cases include: analysis of folders Inbox, Someday folder view, the definition of goals for the period and etc. At the time, the organization of regular tasks in a separate folder helped me get used to the new order. This is a good tool to organize itself and to develop habits of work with the system. Just do not forget to put reminders for tasks. As an option - to make a problem of this kind in the calendar.
All other projects and tasks are located in the root folder.
It's simple and clear without explanation.
In the whole structure of the main thing - simplicity. There should be a large number of folders and subfolders. Not more than 3 levels. Otherwise, the system becomes unnecessarily cumbersome, and therefore ceases to perform its main function - to help in the work. In addition, bulky structure extremely easy to work with mobile devices.
Contexts are a very convenient thing. Essentially, the context indicates a specific indication or condition in which the task is executed. A task can have multiple contexts. As well as the folder structure, it is important here is simplicity. Avoid nested contexts. Use these contexts are used really often and have a large number of tasks.
- All tasks are entered into the system at the time of the occurrence. His head did not keep. Entering tasks only to the folder Inbox.
- The formulation of the problem, at the stage of entry, must be unambiguous. If the name is not enough, you need to explain - what I meant. This is necessary, so you do not remember what I need to do in the problem, for example, "Igor, the report".
- Inbox folder is parsed once a day. I do late at night.
- To challenge has been moved from the Inbox folder, it should be:
Be sure to:
- clear title
- Determined the approximate lead time.
- The start time of the task - when the task appears in my to do list.
Of necessity:
- Notes and explanations.
- Subtasks to perform the procedure.
- Deadline.
- Context.
- If the problem is the goal - to designate as a target.
- Date and time of the appointment.
- Dependence on other tasks.
- I do not use a matrix Eisenhower "It is important - urgently." If the task is written I mean it is important. If it's an emergency - I or immediately proceed to its implementation and assigns a certain time.
- As a rule, I am not limited to the time of the problem. I am pointing out how long it will take, only to estimate the time for planning. But not rigidly. If the time is clearly defined, it is only if I want to remind yourself of the rigidity of the problem of borders or the duration of tasks associated with other resources - for example, a meeting is of limited duration.
- Problems with a certain duration and the time placed in the calendar.
- Rule 3. One of the most valuable rules Agile results techniques. 3 main objectives is chosen each month. For each week the same 3 goals. Weekly goals should lead to the implementation of the monthly goals. Every day there are 3 main objectives. These objectives are consistent with weekly targets and lead to their implementation. All other tasks that day - are secondary.
- Again. Every day 3 primary objectives.
- First perform small tasks. This is totally contrary to the principles of project management, but it works perfectly for me. In this case, the head is free from small task when the major.
- Tasks for the day determined by the evening, the next day.
- Tasks are defined for a week on Sunday.
- Challenges for the month are determined by the second number.
- Review and analysis of performance and are not performed once a week on Fridays.
- Someday folder viewed on Sundays.
- Challenges in the context of the "Control" are viewed every day.
- If the received message requires a response or action from me, but later I was his post as a problem in the MLO.
- If the letter sent by me requires a response from the recipient, I put a copy of the MLO address. Thus, the letter also gets into the system and receives context "Control".
- On the morning of the forthcoming review of the day.
That's probably all. A simple system. Simple rules. How do you organize your tasks?
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