How to Organize Tasks at Work + My Favorite Tools

The end of season 2 is coming!

Season 2 is set to wrap up on May 29! I can’t believe we’re already two season deep into the show ?

Just like last time, there’ll be a brief hiatus. During that time, I’ll publish weekly episodes of A Little Easier, my tiny version of the show.

How to Organize Tasks at Work

Make Work Easier

This is how I currently organize tasks at work. I’m sure I’ll tweak this over time, but here’s what I’ve got for now:

My favorite tools

1. Todoist: Task management
2. Microsoft Outlook: Work calendar
3. Google Calendar: Home calendar
4. Google Assistant / Google Home: Voice commands
5. IFTTT: Linking Todoist and Google Assistant
6. Omni Todoist: Chrome extension for adding tasks to Todoist
7. BONUS | Trello: Editorial calendar

Other resources

1. BOOK | Getting Things Done, David Allen
2. BOOK | Work Clean, Dan Charnas
3. YOUTUBE | Carl Pullein

Method: Capture, organize, do (COD)

Capture: Get every task out of your head!

David Allen explains that our heads are for creating ideas, not storing them. It’s best if, every time you have an idea / think of a task, to store it in a trusted system.

Here are the ways I capture my ideas:

1. Google Assistant / Google Home
   • Use my Google Homes around the house / at the office
   • Also use voice commands in the shower! Have a Google Home in the bathroom.
   • I use Assistant with Android Auto in my car
   • Sometimes I use it on my hone
2. Phone
   • When I’m on my phone, I add tasks to Todoist via a widget on my home screen
3. Computer
   • If I’m in Todoist, I’ll type them directly in
   • When I’m using Chrome, Omni Todoist is an excellent tool for capturing tasks!
4. Notebook
   • Sometimes, a notebook is the way to go
   • I make sure to flag all of my tasks whenever I’m taking notes
   • Check the method from Episode 29 for more on this

Organize: Do a daily mise (daily review)

1. Head back to Episode 28 for the full daily mise method!
2. After all of my tasks make it into Todoist, here’s how I flag them:
   • 2-3 tasks must-do tasks for tomorrow, priority 1
   • Any tasks I think can be done in next 2-3 days, priority 2
   • Tasks that have deadlines get flagged
3. I then use a filter in Todoist that shows tasks with flags and upcoming deadlines (as reminders)
4. Finally, I schedule tasks on my calendar
   • Priority 1 tasks go into Outlook
   • If time available, any Priority 2 tasks will get scheduled
   • Try to only schedule next day

Do: Work!

• Do the work!
• Follow your schedule as best as you can

Protect Yourself from Excessive Phone Notifications

Make Life Easier

• Daywise
  • Android only! (If anyone knows of an app for iOS, please share ?)
  • Captures notifications
  • You set a schedule
  • The app will alert you just at those times with your notifications
  • You can pick which notifications get batched