How To Organise Your Task Manager

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Your task manager is an important tool in your productivity toolbox. But are you using it correctly?
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Thank you for taking the time to watch this video. If you feel you got some benefit from this video, please share it so others can get to share in the knowledge. If you want to learn more about how I can help you with your own productivity and goals, visit my website - www.carlpullein.com - where you will find more resources on becoming more productive and creating an amazing life for yourself.
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#Task Management #Productivity #TimeManagement

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Опубликовано:

16 фев 2023

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Комментарии : 60

@lowbar77 Год назад

I have to be honest, I have been following you for a very long time, but this video is quite possibly the best one I have seen you make so far. It was actionable in a real-world, apply it today way. I have completely revised my Todoist task list to match this system and I hope I can implement this. I would be interested in further videos in how to do the weekly review and assessment of projects in the organize section. Thanks again.

@Carl_Pullein Год назад

Thank you. I did do a video recently on the weekly review. You can see that here. ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-sJpfP7UOYQk.html

@terrenceowens8182 Год назад

Damn. And I’m 20 secs in and I’m excited. All his stuff is good. This has gotta be great!

@Carl_Pullein Год назад

@@terrenceowens8182 Hahaha, glad you liked it, Terrence.

@Han-dle598 7 месяцев назад

This video had me completely restructure my Microsoft To-Do! My "inbox" are Tasks and Flagged email. After I assign a date, I previously moved them to a list corresponding to the project, with the list ordered by priority. But I don't really look at it much like that. As a result of this video, I changed the lists to the context, e.g. "Write," "Edit", "Create in PowerPoint," "Research," and I think it will better help my weekly and daily planning. I'm also going to add a list for "Added today" to try to keep track/measure inbox items i schedule to complete same day that are not in Action this Day and root cause the overwhelm I feel wondering if I'm missing something. Thank you Carl; I've actually created a spreadsheet for myself now summarizing many of your videos over the years!

@Carl_Pullein 7 месяцев назад

You're very welcome and thank you for watching 🙂

@meganotofthisworld 9 месяцев назад

I feel motivated just listening to you speaking about productivity. Thank you for your videos., 💛

@Carl_Pullein 9 месяцев назад

Very happy to be able to help.

@StarcrossTV 2 месяца назад

Wow this video is a total game changer for me. I was so confused about how I can make the switch to a better task manager than Google Tasks such as Microsoft To Do but I didn't know how to do both the time labels and priorities. Seeing you illustrate everything so clearly and simply has broken the mental block. I put this in my Google Keep so I can refer to it when I start the shift

@Carl_Pullein 2 месяца назад

Glad to have been able to help 🙂

@juhonyberg3962 Год назад

Great stuff, Carl. Thank you!

@Carl_Pullein Год назад

Glad you liked it, Juho.

@maikeru86 Год назад

Congratulations on 100 thousand subscribers! :)

@Carl_Pullein Год назад

Thank you 🙂

@AshishArya14 4 месяца назад

Absolutely brilliant. Thanks a lot Carl

@Carl_Pullein 4 месяца назад

You're welcome 🙂

@berndintemann9631 Год назад

very precise and systematically elaborated presentation. Thanks very much

@Carl_Pullein Год назад

You're very welcome, Bernd.

@PASTORJ880 Год назад

Carl: let validate this video, I was on an ever changing whirlwind of task managers and methods, the Time Sector course (which teaches some covered here) was revelatory. Keep it simple, keep it focused, all the folders, lists, projects, etc are just killing time. COD, baby! That’s the way to go. Just on a side note, Todoist is the best, take it from someone whose hurdled many. Keep doing what you do, Carl! Greatly appreciated…

@Carl_Pullein Год назад

Thank you. Glad to have been able to help.

@christopherstaal6849 Год назад

Most helpful video yet.

@Carl_Pullein Год назад

Glad you liked it, Christopher.

@suspendedsound Год назад

"Organ-ize vs Organ-ise" I love discovering the little differences in the way the English language is written. Had no idea it could be spelled differently. Awesome video! Very helpful. Thanks!

@Carl_Pullein Год назад

Hahaha I get quite a lot of emails from people telling me I've spelt something wrong in a blog post or on my website. Words such as "enrol" and "neighbour" are common ones.

@Surfsailwaves 4 месяца назад

Thankyou. Today I set myself the task of working out how to use labels (tags) in Reminders, and how that can link to my soon-to-be-transformed Calendar. I had a Eureka moment when you showed how to connect the two.

@Carl_Pullein 4 месяца назад

Very happy to have helped.

@CrazyDriverSwed Год назад

Just realized that I've been using Todoist in the wrong way. By using lots of projects with subfolders it has become more like "save and forget" although the intention was to collect and remember important tasks. I guess it would make more sense to start using labels and organize tasks by time as well as limitting my self from collecting too much. Thanks for some really good advices!

@Carl_Pullein Год назад

You're very welcome. Glad to have been able to help.

@michaelwilhelm7215 Год назад

Hi Carl, I think your Task Manager is so clear for two reasons: Firstly, because of the collaboration between the Notes app and the Task Manager, and secondly because of the Time Sector system. The preparation is done in notes, and the Task Manager only contains specific tasks, which keeps it lean and manageable. That's the secret I learned in your highly recommended course "Building Your Own Apple Productivity System". PS If someone still wants to work contextually according to David Allen, can he use tags for that.

@Carl_Pullein Год назад

Absolutely, Michael. I use labels (tags) to "chunk" similar types of work together. It works well.

@ogdanem Год назад

Great video, I agree with you. The biggest problem for me is the "projects," those long-term projects that need to be followed up or what-so-ever. I have not found a solution to it. It is the main reason why I have tested and jumped between apps. I never had problems with my daily task, just those projects which are "open," and for it, I never found a good solution.

@Carl_Pullein Год назад

Hi Isaac, I guess the question with these projects is what needs to happen next and when will it need to happen. That could be a follow-up, a review or taking some action. As long as you know what needs to happen next and when, you can add a task with a date for when you need to do it.

@devarni Год назад

As always very helpful and always a pleasure how clean and tidy Todoist looks. Many capture tasks in the inbox and I also often have tasks that will be done in the next few days. Would you also sort such tasks e.g. in "This week" or rather leave them in the inbox... is "Inbox Zero" still relevant?

@Carl_Pullein Год назад

A lot of my ad hoc, quick capture tasks will be done from the inbox. I don't really have any hard rules on that one.

@KimLiland Год назад

Packed with good advice as always 😀 I have a question that you may have an opinion on. I want to be more independent from my phone. When I get home from work and tell my kids to turn off their screens, I want to be able to do the same. But my checklists and to-do-lists are all online. I have started writing out my most used checklists and my next action on paper, in a Filofax. While keeping project notes and support material in Evernote. Any ideas or suggestion to this kind of setup? I understand that this may take more than a sentence to answer 😀 But I think it is important that we reflect on how much of our life is on a screen.

@Carl_Pullein Год назад

I remember Gary Vaynerchuk answering a similar question a couple of years ago. He answered, 'why would you do that? The future is screens.' They used to say the same thing about books and comics, yet now we want our kids to read more books. I think we need to set some 'rules', though; a human being physically in front of you should always be more important than a phone. And no phones at the dinner table is a good rule to have in the house.

@DavidePavan Год назад

The organizazion by time has been a game changer for me.

@Carl_Pullein Год назад

That's fantastic to here, Davide. Good luck with your journey.

@matusobona 6 месяцев назад

Hi Carl. I use GTD. It realy workes for me. There is one thing I struggle with - context view vs. project view. GTD uses lists by context. That is very good for doing tasks. But when I do weekly review I need to see project and it's all tasks to set next action, see what is project waiting for or finish project. I have tried to use project list and context lists. It took me lot of effort to find project's tasks in context lists so I did not do it often for all projects. As result I had problems to finish my projects. I fixed it for myself using lists and labels to achieve context view and project view. I have mostly small projects up to 5 steps (actions, waitings). How are you dealing with tasks to project links in GTD or your Time Sector System? Thanks

@Carl_Pullein 6 месяцев назад

The way I do it is to keep all information related to projects in my project notes. I work on projects individually, so I can leverage greater focus on them. When trying to work on multiple projects with their tasks moved to a task manager, it's very easy to get lost in the sheer number of tasks that will come up each day.

@johnmorris4531 Год назад

So I should not keep projects in Todoist yes? Better to keep them in Evernote or Onenote or similar yes?

@Carl_Pullein Год назад

That's correct, John. Your notes can contain a lot more information. All you need is task reminding you to work on a specific project and then link that to your notes.

@kendrewreviews Год назад

So... how do you reference to personal and work projects in Todoist?

@Carl_Pullein Год назад

Keep project in your notes. You have far greater flexibility and can contain all the relevant information you need in one single place. (You can link most notes to a task so it's one click and you're in your project note.)

@maikeru86 Год назад

I also have a question besides that... You focused on the "Today" folder, but what about priorities...? Again, which is more important, p1 or date = today?

@Carl_Pullein Год назад

I add the priorities when I do my daily planning. That's when I will decide what my most important tasks will be for the day.

@Abdullah-zl9ub Год назад

I do register all my tasks into inbox and I do use calendar to track my full time everyday. However I work few hours per day and in company operations, I face the issue where my assistance is needed instantly by people which makes it a waste when I try to organise my day or week as I’m unable to follow my tasks. So when I have free time during my day, I look into my tasks and choose what to do next for the rest of day. Do you think there is a solution to this?

@Carl_Pullein Год назад

Hi Abdullah, the first step is to know why your assistance is needed so often. By knowing that, you can then take steps to be "less available" at some times in the day. The next step is to still know what needs to be done. Even if you only have one hour to do focused work each day, one hour is better than none. Knowing what needs to be done in that hour, means you waste a lot less time trying to decide what to do.

@zahnooomat 11 месяцев назад

For my understanding: you need to review all tasks and reorganize by time each week, right? Because next week becomes somewhere this week…

@Carl_Pullein 11 месяцев назад

Yes. Although I don't like to think of it as "reviewing", that seems like you are looking backwards instead of forward. I prefer to think of it as planning the week so the right things get done.

@AesopsRetreat Год назад

LOL - Not the Task Manager I was thinking it was. I thought perhaps he might have known something about this Windows tool that I wasn't aware of.

@specialopsdave Год назад

I thought that by "Task Manager" that you meant Task Manager, not to-do lists

@Carl_Pullein Год назад

Hmm is there a difference?

@specialopsdave Год назад

@@Carl_Pullein Task Manager is a Windows program used to show how much CPU, RAM and Disk bandwidth is being used on your computer, and allows you to force-quit running programs

@Carl_Pullein Год назад

@@specialopsdave It's also a generic term for digital to-do lists. (I learned something there)

@specialopsdave Год назад

@@Carl_Pullein Be aware that the colloquial use of the term refers to the Windows program (for proof, search "task manager" on RU-vid). I imagine many people, not just me, thought that. Although, your videos are so good that they never complained! Still an interesting watch, despite the initial confusion