How to Overwhelm Your Task Manager

Podcast 285

This week, it’s all about what should and should not go on your To-Do list.

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Episode 285 | Script

Hello and welcome to episode 285 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.

Do you have too many tasks in your task manager? It’s one thing committing to using one, it’s an entirely different thing ensuring the right kind of tasks are on your list. Get this part wrong and you are going to soon find yourself overwhelmed. 

I regularly see a common type of task on a to-do list that really should not be there, and I see quite a lot of tasks on a calendar that should be on a to-do list. 

I know, it sounds confusing, but once you learn this strategy, you will soon find your task list reduces and you feel a lot less anxious and overwhelmed. 

Now, before we get to the question and answer, let me just inform you that on Friday (that’s the 4th August for those of you in the US) My next Ultimate Productivity Workshop begins. That’s a 90 minute live workshop via Zoom where over the four Fridays of August, we cover how to get the most out of your calendar and task manager as well how to better manage your email and messages and finally in the fourth week, we cover planning. 

As part of this workshop you have access to my Mini-Course set—that’s four of my most popular mini-courses—AND you get to download the workshop itself so you can keep it for later reference (and also if you are unable to attend one or more sessions) 

Places are limited now, but there are a few still available. If you want to take your own time management and productivity to the next level, then get yourself signed up now and I’ll see you on Friday. More details on the workshop plus how to register are in the show notes. 

Okay, let me now hand you over to the Mystery Podcast Voice for this week’s question. 

This week’s question comes from Grace. Grace asks, Hi Carl, I began using Microsoft’s ToDo app last March and at first it really helped. But now, I find it’s become so overwhelming. I hate going in there because it reminds me how much I still have to do. Do you have any tips on making my ToDo better?

Hi Grace, thank you for your question.

This is something that happens to so many people. There’s the initial excitement of being able to put all the things we feel we have to do into a simple app, and to add dates to when we will do these tasks. And because at first we rarely put too much in there, our daily lists are not too bad. They are doable and if we do reschedule something, it doesn’t feel too bad because we got at least 80% of what was on the list done. 

It’s a great feeling, yes?

However, over time, we add more and more stuff. We start to add things we don’t want to forget about such as an upcoming event, anniversary or birthday. We then start to fiddle with the projects area and start adding more and more and more. 

And eventually, we find ourself with an endless list of projects with a lot of unclear tasks telling to do something we cannot remember why we needed to do them in the first place. 

We also begin adding random dates to tasks in a vain attempt to prevent us from forgetting something. Of course, when those task appear on our today list we just reschedule them again because we’re now trying to keep our heads above the water and as these tasks are not urgent or they don’t have a clear deadline, they can be sacrificed today. And that, just kicks the problem down the road. 

Eventually, what most people do is blame the tool because that’s much easier than blaming the real culprit, and they go back to YouTube and watch their favourite YouTubers and see what they are reviewing now. And lo and behold, these people are talking about the latest new app that promises to make you more productive, more relaxed and do the work for you. 

So, it’s switch time and the the cycle is complete and ready to be repeated. 

But it doesn’t have to be this way. 

In my podcast from a couple of weeks ago, I talked about what David Allen taught me over a lunch we had back in 2016. That was the forget the tools and focus on developing your system. 

You see the problem is never the tools. You could very easily create your own digital task manager using Google Sheets, Excel of Apple Numbers. Sure, there’d be a bit of setting up work and some fine tuning, but it’s certainly doable and I know a lot of people who have done this perfectly fine. 

The problem is with your system and more specifically what you are collecting into your task manager. 

Let’s look at the different types of tasks commonly found in a task manager. There are the obvious ones like; “send document to Jenny” or “buy bracelet for Claire’s birthday”. These are clear and very specific. Then you will likely have your routines in there such as take the garbage out, do the laundry or complete my expense report. 

Hopefully, you will also have your areas of focus tasks in there. Tasks such as schedule this week’s exercise programme, send money to savings account and call parents. 

Now, the other types of tasks are often where the problems begin. These are tasks that involving decisions or thought. If you see a task such as “think about where to go for our summer holiday”, you’re in trouble. 

You see a task like this is not actionable. It’s not something you can actually do. It’s something you need to be away from your desk and in a place where you are better able to think. It’s also something that needs a bit of time to do. 

For a task like this, you would be better off creating a task such as “create list of possible places to go for our summer holiday” and move over to your note app to create the list. 

Similarly with your “decide” type tasks. Again, this is not really actionable. It’s something you need to contemplate and weigh the pros and cons of your options. Again, this should be in your notes app. 

Now, I know why these kind of activities are in task managers. It’s because people are afraid they will forget about them. And that’s a valid fear. However, there are two options you have here. The first is to create a recurring task in your task manager to remind you to review you thinking or decision list. The second is to use the all day event space in your calendar and add them there. 

In both cases you will not forget them. They will always be visible every time you open your notes or calendar. 

Now, what about time specific tasks. Tasks such as pick up Tommy from swimming class? These are not tasks, they are events and should be in your calendar. Watch out for these. We often add them to our task managers because it’s easier than adding them to our calendar. Sure, use your inbox to collect the item, but when you process your inbox, move it over to your calendar.

Another way you can overwhelm your task manager is adding individual communication items in there. I frequently see people having ten to twenty tasks a day that begin reply to this email, or email that person. This is guaranteed way to overwhelm your system. 

Email replies should not need to be in a task manager. You already have a great tool for managing emails, and messages for that matter. Whether you use Gmail, Outlook or Apple mail, there’s a built in inbox, the same goes for Slack, Teams and Twist. Transfer items from those inboxes to another inbox, is simply duplicating and adding additional steps you do not need. 

Instead you can simply have a single task in your task manager reminding you to clear your email and messages. That will then trigger you to move over to your mail or message app and you can focus your attention there. 

Now if you take all or some of these tips, Grace, you are going to reduce the number of tasks in your task list immediately. 

However, there is one more tip. This tip will remove overwhelm and any anxiety you may have about the number of tasks you need to do each day. Sadly, 95% of you will not do it. Instead you will find an excuse. 

This tip is, give yourself five to ten minutes at the end of the day to review you tasks for tomorrow and make sure it is not overwhelming. Now you need to be realistic. You should check your calendar to make sure you have the time to complete what you have on your list and if not, trim down the list to a more realistic one. 

Like I said, most people will not do this, and so they begin the day overwhelmed and no idea where to start. When you do allow those five to ten minutes, when you start the day you know exactly what you will start with, you have a manageable list and you there’s no procrastination. 

It’s brilliantly simple, works every time, yet, sadly, not sexy. So, few people ever do it. Instead, it’s far easier to blame the tool, or your boss for giving you too much work. That might be true in some cases, but you will be a lot more focused and productive if you can add those five to ten minutes. 

So, Grace, I would recommend you go through your tasks in ToDo and look for tasks that require you to think or decide and move them to your notes app. I would also look for anything that is not clear. Tasks that say something like “call George”, that’s not an a task, it’s a statement that gives you no information. Call George about what? Make it clear. 

Unclear tasks require you to think and try and remember what it is you need to do. Remove that thought process and make it clear. Call George about next month’s offsite meeting” will prevent any hesitation and give you a much clearer idea how long it will take. 

And, remove all tasks that no longer need doing. It’s surprising how quickly these can accumulate. Clear them. Don’t worry about them because if they are important, they will come back and you can add them again. 

I hope that helps, Grace. Thank you for your question and thank you to you too for listening. It just remains for me to wish you all a very very productive week.