The Promise of Task Managers
Task managers can be beneficial tools. I used Things for several years. Now, I use Apple Reminders because it integrates with NotePlan, which is my notes app and my daily planning app.
Generally, it’s a great practice to get tasks out of your mind and write them down in a task manager. As David Allen said in his classic book, Getting Things Done, The Art of Stress-Free Productivity, “The mind is for having ideas, not holding them.”
My task manager helps me remember to do important things that I would probably forget if they weren’t written down in a task manager. It automatically reminds me of the tasks when they were due. I use my task manager to remind me of recurring tasks and also some habits I’m attempting to build.
Taking Back Control: You Are the Boss, Not Your Task List
Just because a task appears in our task manager, we do not have to complete it. We can delay completing a task or even decide not to do it.
A task manager should function not as a boss for what you must do that day but rather as a suggested activity list. When you plan for the day, you can review the list of tasks and decide which tasks you want to complete that day and which you want to defer or eliminate. You’re in control, not the task manager.
The Over-Inflated Task Manager Problem
However, task managers can quickly become inflated and unmanageable. We keep adding tasks we think of as we go along.
Eventually, we may accumulate more tasks than we can possibly complete in our lifetime. When that happens, it’s easy to feel overwhelmed and frustrated and abandon the whole system.
How to Keep Your Task List Lean and Effective
However, it is possible to keep our task managers under control and reduce the clutter.
As we work day-to-day, we can eliminate unnecessary tasks or tasks that no longer matter. James Clear’s question, “What would happen if I didn’t do this task?” is a great way to do this.
If there are no negative consequences for not completing the task, why do it? Instead of ignoring it, delete it and reduce the number of tasks in your task manager.
A Task Manager That Works for You
A well-maintained task manager can be your best ally in staying organized and productive. It should be a tool for focusing on what truly matters, not a source of overwhelm.
By curating your task list, embracing flexibility, and letting go of tasks that no longer serve you, you can regain control and use your task manager as intended—to support your productivity and peace of mind.