Task Manager in Business
If we start from the premise that the team leader, or even any team member, already knows that they need a technological tool to organize projects and tasks, the main problem with which they are usually found is their choice and, mainly, the adoption and loyalty by the team.
Within a team, whether working in an office or remote, there are several different areas with different workflows. What works to link an organization around a technological tool that organizes projects and tasks?
Create a system
Surely you have had that feeling of trying a task manager, spending a lot of time organizing the work around it to finally end up leaving the tool after that “honeymoon” stage.
The first key to continue working with this project manager is to understand technology as an aid, not as a solution . Therefore, it is the system in which you organize the work of your team the main engine, acting the software as a medium (very important) in the organization. Technology is not a magic wand of project and task management.
How can a system be? This is my case, for example:
In my search for a task manager, I found a system with which I had no problem being faithful. I get to do more things every day, every week, every month. I do not feel as exhausted as I used to or I use more time than normal.
I like to start planning each job of the week on Sunday night. Beyond that, I always check out the next day the night before, so I know what I have to do when I get up. It allows me to be mentally prepared, I know exactly what I have to do and instead of spending time each morning worrying about it, I start my day with various tasks.
In the event that a task comes to me suddenly, whether for today or for another day / week, I immediately add it to the pending list. I do this automatically and later organize that task by project, expiration date, tags, etc.
Do not get obsessed with it
It’s important to remember the next thing you have to do or take a quick look at the next tasks, but obsessing only serves to stress and damage your productivity . You’ll spend more time looking at an ever-growing list of tasks and less doing what you need to do.
So if you see yourself casting glances at your list frequently, try using filters or labels to restrict what you see only to make it relevant to that moment.
Remember, the goal of a task app is to spend as little time as possible on it and as long as possible doing and finishing things.
Write everything and be specific
Add any task, large or small, and be specific. Make sure the tasks are achievable. Do not add a task without labels, priority level, time and date, or project. Take advantage of features of task managers like Todoist, such as reminders by date and time, periodic dates or shortcuts to add fast without having to open the app.
The beauty of any to-do list is that we humans find completely different ways of implementing the same tools. It can already be to manage orders from your pharmacy, as to keep the many contiguous workflows separated, organized and in one place. And another will use it to help you be faithful to a new training routine or simply as a shopping list. But do not make the mistake of believing that a task is too small for your to-do list. Finishing one of the simplest and mundane tasks makes you feel as good as a more important element.
The goal of a task manager is lost when you are not responsible for the tasks you leave behind or you leave gradually that your list will become endless without removing elements. Soon you will fall into despair if you do not keep at it.
With Todoist, there are two plans for delayed tasks. If you let a task go out of date for four days, your Karma marker begins to fall. Karma serves as an incredible motivator that keeps you on task and infuses you with a desire to keep everything in order and complete tasks on time.
Make it a habit
Doing a part of the above will not magically keep you faithful to a task manager forever, it will take some time. As humans we are creatures of habit. We operate better when we can predict what is going to happen and when we go through the same movements over and over again.
Creating a new habit is not easy, though. However, if you take the time to put up with your task manager, consistently, a few weeks, you will see yourself adding and removing elements innately. You’ll also feel a greater sense of control and comfort, even when your to-do list seems endless.