There are many different ways to organize and maintain your tasks or to do list. If you work on your own or have a lot of responsibility managing your own work tasks, you absolutely need a good task management system, because it will help you stay organized and productive even in an unstructured work environment. The best task management system is one that fits the following requirements for you specifically:
- You're comfortable using it. Whether the system is as dead simple as scribbles on sticky notes or a more formal system like Getting Things Done (GTD), you need to be comfortable using it. Don't force yourself to use a particular app, for example, just because it's popular or promises to increase your productivity tenfold if you find yourself struggling constantly with the interface.
- You can use the system for all kinds of your task management needs. While the system should be easy and comfortable for you to use, it also needs to be flexible enough for all your purposes, so sometimes it is worth it to invest some time learning to use a new system. If you know that you need reminders or alarms for task due dates, for example, a digital solution will be your best bet. If you need to share or delegate tasks, look for online apps with that groupware functionality. For one-off tasks that you need to quickly jot down regardless of Internet access, on the other hand, a quality pocket Moleskine notebook or other small notepad would be ideal.
- You can easily refer to the task list when and wherever you need to. Your task list should be accessible at all times, because, as you know, at any moment you can be struck with something new to look up, buy, or act upon. If you work on multiple computers in various locations, you may be better off transitioning from a paper-based task list to a cloud-based one, which you can access from any Internet-enabled device.
- You actually use it. This, of course, is key. If your task list is easy to use, robust, and flexible, but you never refer to it, it isn't working for you. Perhaps you need to tweak your system to include a combination of paper planner and online/mobile tools, or you could try a new system for a while. There are also a few ways can trick yourself into being more productive using your to do list, things you should do to better manage your tasks anyway in any system.
