How to Organize Tasks at Work + My Favorite Tools

May 8, 2019 | Episode #41
Task management can be a pain. This week's about how to organize tasks at work + my favorite tools. Then, how to avoid excessive phone notifications.

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

Get the Free Download!

15 Strategies for Getting More Done in a Day

I have a fantastic freebie I'd love to send to you. It's a one-page guide that covers my favorite 15 strategies for making the most out of every day.

Click below to grab this download now!

What’s Next?

32 Helpful Things to Keep in Your Car

32 Helpful Things to Keep in Your Car

For convenience, for comfort, to stay clean and organized, and in case of emergencies, here’s a list of 32 helpful things to keep in your car.

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