Podcast 212

This week’s question is all about getting your task manager clean and tight and ultimately more functional. 

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Episode 212 | Script

Hello and welcome to episode 212 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 problems many people face with their task manager is the volume of tasks that appear on their today lists. And even if you are vigilant about when you add a date to a task, there often is still far too many tasks on the daily list. 

So, this week, I want to address that and share with you a few ways you can eliminate rather than accumulate tasks. 

Now before we get to the question, this will be the final episode for a couple weeks. Don’t worry, we will be returning on the 10th January.

And, if you don’t want to miss out of all the productivity and time management content I produce each week, sign up for my weekly newsletter where every Friday you will receive all the content, PLUS a short essay with a tip on improving your overall productivity, time management and goal setting. 

The link to sign up is in the show notes. 

Okay, it’s time to hand you over to the mystery podcast voice for this week’s question. 

This week’s question comes from Gary. Gary asks, Hi Carl, I saw your recent video on how you have Todoist set up. I noticed you have very few tasks on your today list. Is that for real or was that just for show? 

Hi Gary, thank you for your question and yes, that was for real. 

Twice a year I show how I have evolved how I use Todoist, and in this videos I share my real Todoist account. Normally, I use a demo account. 

So, how I achieve that is by focusing on elimination and being very very strict about what gets into my system. 

Now, I should be careful here because I still collect a lot of stuff into my inbox. However, I am very strict on what goes from my inbox into my time sectors. This is where I practice the art of elimination. Let me explain.

Firstly, I am obsessed with avoiding duplication. I hate it if there is a piece of work or a task in one app and I copy it over to my task manager. That act of copying it over to my task manager creates a duplicated task. 

For example. Like most people a lot of my tasks come from email and in the past I would forward these to Todoist’s inbox. That would easily generate fifteen to twenty tasks per day in my inbox. This meant I had the original email in my email system and a task for that email in my task manager which created duplication.

Then when it came to processing my Todoist inbox, I had all the other tasks plus those emails to process. This meant those email tasks had now been processed twice and I still had done nothing about acting on them—which is crazy. 

I realised, if I created a folder in my email called “Action This Day” and any email that required me to do something was put in there, I only needed a single task in Todoist that recurred every day to remind me to clear that folder. This meant I no longer needed to go from Todoist to email, back to Todoist and then email again. It was a lot of unnecessary extra steps just to reply to a single email. 

Moving email within the email app itself is a lot easier and faster and I eliminate a complete step. It also means now all I need do is allocate a block of time later in the day to clear my action this day folder and all my email commitments are dealt with for another twenty-four hours. 

Another area where accumulation and duplication appears is throwing all your project tasks into your task manager. A lot of what needs doing on a project is obvious. If you’re preparing for a big important presentation, adding tasks such as: decide theme, get figures from accounts team, find images etc are superfluous. None of these really get the presentation done. 

Opening up PowerPoint or Keynote and laying out the outline of your slides and and, once the file is complete, rehearsing it are the only really important tasks. 

So for me, I have tasks such as: Continue working on presentation file and practice for tomorrows presentation. 

My thoughts, ideas and sample slide layouts will be in a project note and that is also where the deadlines, milestones and instructions from the event organiser and anything else relevant to the project will be. You really don’t need to duplicate all that in your task manager. Again, all you have done is wasted a lot of time moving things around but done nothing to actually move the project forward. 

It’s obvious what needs doing next once you open the document or the project note. 

This is also why I am not a big fan of waiting for labels or tags. If you are waiting for something you have an incomplete task. For instance. If I create a task such as “Get last month’s sales data from Jeff” and I send Jeff a message asking him for the info, all I have done is ask Jeff for the information. I still do not have the information, so the task is not complete. 

As the task is not complete and Jeff tells me he will send it tomorrow, then I reschedule the task for tomorrow. 

If I decide to buy a new video camera for Zoom or Teams calls and I order it from Amazon, the act of ordering the camera is not completing the task. The task is I want a new video camera. So I order it on Amazon and the confirmation email is added to a waiting for folder in my email. I then have a single task in Todoist that comes up every Saturday to remind me to check that waiting for folder.

If you are buying three or four things on Amazon every week, adding three or four tasks to follow up on something seems superfluous and you can easily replace those with a single task reminding you to check you waiting for folder in email.

I should say, though, if you’re ordering things and you need a reminder about everything you’ve ordered, you’re probably ordering far too many things. 

Another area I look for is what I call natural triggers. Natural triggers are objects or events that will naturally remind you that something needs doing. Simple examples of this would be you know when to take out the trash because your trash bin is full. Likewise you know when your car needs refuelling because the fuel warning light will come on, or if you leave it long enough you run out of fuel—probably the best reminder to do something.

I’ve also set up a shopping list in Apple reminders so I can use the convenience of my Home Pod Mini and tell Siri to add something to my shopping list while I am showering or cooking. I only need look at this list on days I go to the supermarket, which is usually Tuesday and Friday. I don’t need to be reminded to go the supermarket. It is just something my wife and I do. 

Another reason why I am able to keep my today list clean and tight is because I know what my core work is. I know what needs doing each day. For instance, today, I have a task telling me to record this podcast. I also have a task that tells me to edit my YouTube videos and write my coaching clients’ feedback. These three tasks are my important tasks for the day and they are at the top of my list. 

Anything else that comes up will not take priority over my core work unless it is a genuine emergency—and genuine emergencies are rare. I’ve only had one in the last five years. 

Underneath these tasks are my routines for the day including clearing my email action this day folder and daily admin. Clearing my action this day folder takes around forty minutes and my daily admin around thirty minutes. These tasks are performed every day, and although I probably don’t need them on a list for the day, it does act as a reminder on those days when it has been chaotic or I have been away from my office. 

In total, if you include my routines, when I begin each day I will have between fifteen and twenty tasks for the day and the important tasks are at the top. If I see I have more than twenty tasks during my daily planning session, I will eliminate the less important ones. And again, I am very strict about this. 

If you do not know what your core work is—the work you are paid to do, or in you run your own business, the work you do that generates your income, then everything will be a priority and you will feel compelled to add everything to your task manager. 

I’ve seen things like iron shirts, take dog for a walk and take medicine on a task manager. Seriously? Ironing shirts should be a part of a home cleaning routine—it doesn’t need to be in a task manager. And as a dog owner myself, you should never need reminding to take your dog out for a walk. That is a part of the commitment you take on when you decide to have a dog—and dogs have a way of telling you it’s walkie time. 

For medicines, use your phone’s reminder system if you must. Setting a recurring alarm reminding to take your medication will work far most effectively than using a task manager. 

Ultimately, if you are putting everything on your task manager it means you don’t trust yourself and you need to start trusting yourself. Daily and weekly planning sessions are a key part to this because it ensures you do not miss anything. Skipping these prevents you from trusting that your system will work for you. 

When you do a daily and weekly planning session you gain the confidence that you have everything under control. You know nothing has been missed and if it has it’s unlikely to be important. Not doing these is like trying to push a wheelbarrow with a square wheel up a steep hill. 

So there you go, Gary. The trick is to have the mindset of elimination not accumulation. Remove the unnecessary and what’s left will naturally be the necessary. You can then focus all your attention on getting those done and not worry about everything else—you don’t need to because they inevitably will not be important. 

Have a wonderful week, a fantastic Christmas and I’ll talk to you all again the New Year. 

It just remains for me now to wish you all a very very productive week.