Do You Have a Task Manager?

This week, we’re looking at how to stop overthinking and over-complicating our lives.

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Episode 252 | Script

Hello and welcome to episode 252 of the Working With Podcast. A podcast to answer all your questions about productivity, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

One of the biggest drains on our productivity is over-thinking things. It’s this overthinking that usually leads to overcomplicating our task managers, notes apps and work in general. 

However, there are a few things we can do that will eliminate the need to think too much about things. One of those, I’ve written and spoken about a lot, and that is in the way we write our tasks. If you write tasks in a haphazard way, you will end with tasks such as a website address with no idea what you need to do, or a single name with no indication what you need to do with that name. 

Whenever you write a task, you need to have an actionable verb telling you precisely what needs to be done. For instance: “look at this website for design ideas” or “call Jenny about next week’s meeting”. It’s a simple trick that adds, perhaps, a few seconds to writing out the task, but it will save to a lot more than a few seconds when it comes to deciding when you will do the task. 

It’s surprising how much time we lose when we need to think about what to do and how to do it. It’s when we do that that we discover multiple different ways to do something, and if we are not motivated enough to get whatever needs doing done, we use the excuse to “think about it” as a way to delay doing the task. 

So, before we get into the depth of this, let me hand you over to the Mystery Podcast Voice for this week’s question.

This week’s question comes from Leon. Leon asks, Hi Carl, I’ve been following you for a long time now, and I understand how to set up my system. The problem I have is I feel I waste so much time trying to decide what to do and how to do it. I collect everything in my inbox but then never do most of the things I put there. How do you manage all your tasks? 

Hi Leon, thank you for your question.

When you say, “I waste so much time trying to decide what do and how to do it” I presume that this will be a symptom of how your write your tasks and not being clear on where your priorities are.

If we leave writing your tasks out for the moment and look at the decision part, this should be almost automatic. When you know where your priorities are, there will always be a natural hierarchy for the tasks that you do. 

For instance, if you were a salesperson when at work, your priorities would always be those tasks that risk you gaining a sale. Everything else, no matter how loud the task is—colleagues or bosses screaming at you for an activity report, for example—are not priorities. 

I know it’s hard to ignore your boss. But if you needed to call your boss about your activity report or a customer asking for further information, your customer is the priority and there shouldn’t even be a debate about it. Remember, you’re a salesperson. Your job is to sell. So, of the two calls; calling your boss or calling the customer, which one is likely to result in a sale? 

A doctor would never leave a seriously ill patient to answer a question from a manager. Doctors are trained to identify where their priorities are. You need to train yourself to know instinctively where your priorities are. 

And therein lies the secret to simplifying your work. 

When you know what your objective is, all you need work out is the fastest way to get from where you are now to where you want to be. 

Now, it would be very rare for you arrive at a project or task you haven’t done before, or done something similar. A manager having to hire or fire someone will have done that before. The difference is the role you are recruiting for or the person you are firing. However, there will already be a process to achieve these results. 

Over time you want to be fine-tuning your processes. I understand when you do something for the first time it’s likely to take longer, but as you are doing it you are learning how to do it, and you can fine-tune your process as you go along. 

The key is the keep focused on your outcome. What are you trying to achieve? 

Imagine you need to hire a new designer for your design team. Your company will likely already have a recruiting process, and if not, someone within your organisation will have hired someone at some time. Find out how they did it. Open your notes app, and write out a checklist of all the steps you anticipate you will need to do. Once you have your checklist, go through it and look for the shortcuts. 

When we brainstorm these ideas, we overcompensate. We think of all the little things that likely don’t need doing. Once we have brainstormed what we think needs to be done to achieve our outcome, we should go through the list and eliminate the unnecessary (and obvious tasks).

Now, I’ve covered daily and weekly planning numerous times on this podcast, and it is a vital part of making decisions about what to work on. 

What I’ve noticed is those people who get the importance of daily planning and do it consistently, are the ones who are not overwhelmed or struggling to get their work done. It’s this step back at the end of the day to look at what needs to be done and deciding what you must get done the next day that makes all the difference. 

It eliminates procrastination at a key part of the day—the start. You know, from the moment you wake up what you will do first. 

For instance, last night, as I was doing my planning, I identified my next YouTube video needed to be uploaded and scheduled and this podcast script had to be finished before 11:00am. 

If you look at that sentence, two important words: “needed” and “had” to. There’s no debate. Once my morning routines were finished, I completed the YouTube video and uploaded it, and now I am writing this script. The current time is 9:40am. There’s no question in my mind about whether I will get these two tasks complete before 11 AM. They will be done. 

This means, right now, my email is off—anything coming in in the next sixty minutes can wait and my phone is on do not disturb. I am focused on the job in hand and anything else can wait until this script is finished. 

Now, if you have never allowed yourself to be in an environment where you cannot be disturbed by all the digital noise in our lives, you will find working in this focused way very uncomfortable. But the discomfort is temporary. When you know what’s on your calendar, and you know what needs to be done before your first commitment of the day, you will be relaxed and focused on the job in hand. 

The worst thing you can do is to look at your task list first thing in the morning and try to decide what to work on. This will inevitably lead to procrastination and you waste so much time trying to decide, that very little of your important work will get done before you have to attend to your first appointment or the noise coming in from your phone or email. 

Now here’s a quick tip for you. Do this planning on a weekend as well. On a weekend we do not need to be as meticulous, but it’s a very powerful way to make sure that the things you want to do in your personal life get done. For example, if you decide on Friday night that tomorrow you will wash the car, there is a greater chance you will do it without hesitation. Equally, you may decide that Sunday morning, you will take your kids out for a bike ride or a walk in the park. Make those decision before you end the day. When you wake up, you will be focused on getting your kids ready and won’t be looking for excuses not to do it. 

Finally, how are you writing your tasks, Leon? David Allen, author of Getting Things Done, says: when you write a task in your task manager write it for your dumb self. What he means is, if you write out a task such as: “mum birthday”, that tells you nothing about what you need to do. All it tells you us your mum has a birthday. 

Instead, what do you need to do about your mum’s birthday? Do you need to organise a family dinner? Buy her a present? Or something else?

Make sure when you write a task like this you include what you need to do. For instance, “Call my brother and sister to organise a family dinner for mum’s birthday”. Sure, it will take a few extra seconds to write a full task, but doing so will save you so much time later when you come to doing the task. You won’t be wasting time trying to remember what you need to do. 

When you next do your weekly planning session, go through your tasks and make sure they are written out in a way that makes immediate sense to you. 

If you are like most people there will be a lot of tasks that have been in your task manager for a long time. If they are not written out in a way you would immediate know what to do, either rewrite the task or delete it altogether. 

That one trick will turn your task manager from a hodge podge of random tasks into a set of meaningful activities you can do something with without trying to remember what needs doing. 

A way to remember this to make sure you have an active verb in your task. If there’s no active verb, it does not belong in your task manager. 

I hope that has helped, Leon. Thank you for your question. And thank you to you too for listening. It just remains for me now to wish you all very very productive week.