Task Management

A while ago I switched from my only semi-functional pin board and cellphone¹⁾ based task management system to using a pocketbook. Because of this I also started talking with others about how they are managing their tasks as well as looking around the net and was surprised how many people I know used pocketbooks (Moleskines in particular) or had no real system at all.

The moleskine I use with the prototype of a pen-holder attached to it. The finished version might turn out remotely similar to this.

Due to this I figured it might be interesting to extend this discussion about task management to the few readers of this blog and therefore I have described the current iteration of my system below. Please feel free to describe your own system in the comments or better a linkback so we can learn from each other.

FYI My system has developed iteratively and is probably rather specific to my needs and therefore quite simplistic when compared to other systems (GTD, PigPogPDA, …). Should my system turn out to be too simple for your needs or should you just need some input have a look at the following links

• the planner
  I'm not sure anymore how long ago I found this and how much I copied from it but it sure got some similarities ,)
• Getting Sh-t Done (sample)
• PigPogPDA - A Moleskine Hacked into a Complete System
• Hacking a GTD Moleskine
• Getting (Some) Things Done

This is how it works. I use only one double page of my pocketbook at a time. Should it run full I transfer all unfinished tasks to the next double page – this also adds a little incentive to get some tasks done before you've got to write them down all over again. Transfered tasks are placed in the very top (or bottom) and get a roman numeral counting how often they have been transfered to remind me for how long I've been deferring them which adds another incentive to get them done eventually. To remind me of their special status these tasks also are separated by one free line from new tasks.

Also I don't try to simply finish random tasks but to pick a few for the day and then stick with them. This proved to be a motivational help with my last system because my goal was not to finish all items but just a small set I could actually finish on that day and then feel done with it. Since I'm a student and therefore don't have anything like a fixed amount of working hours each day this was rather helpful with maintaining something like a minimal work-life balance. In my previous system I used an extra slip of paper for this which worked nicely. Currently I'm trying to just mark these tasks with an X or a circle around the numeral but have yet to decide if that works good enough.

Once I've finished a task I just strike it out which can get a little messy once the page fills up but so far works best for me.

To give the whole list a little structure I've segmented the double page into 4 parts.

• On the top of the right page I put atomic job/university related tasks. Grows down.
• On the bottom of the right page I put all other atomic tasks. Grows up.
• On the top (and most) of the left page I put big non-atomic tasks that might get new sub-tasks over time (e.g. anything relating to my MSc thesis or some university project). Because of this I also leave some space between each of these tasks. Grows down.
• And the bottom of the left page I use as a mini shopping list. Grows up.

An example double page. Note: the “X” is not a roman numeral but marks tasks I will try to finish today just like the circle around the numerals does for transfered tasks. I guess this is a feature and not a bug because should I ever defer a task 10 times (10 = X = “do it today”) it might actually be a good idea to finally get done with it.

Usually a double page lasts for more than a week; however, to avoid things getting too cramped I transfer everything over to the next double page once a week. For this I designate one day a week (helps with actually doing it) on which I try to do the absolute minimum of university/job related work and to get a few things off that list (as well as getting outside *gasp*). Once I'm done I transfer the tasks left over to the next page and the whole thing starts over.

This is my system and so far it works surprisingly well. Now tell me how you are managing your tasks ,)

EDIT: What I forgot to mention: I also use a pin board that I transfer tasks to that are not time critical and that I won't be able to process any time soon anyway.

UPDATE: A while ago I decided to give RememberTheMilk a chance which syncs nicely with my new android phone thanks to Astrid. While this solution lacks the built-in incentives of the moleskine approach it is (at least for me) superior in most other aspects and I will keep using RTM+Astrid over the moleskine.