Hello My Charmed Ones!
Let’s have a chat about task management.
As it is currently the middle of January, now is the perfect time to lay out known tasks for the year and create systems to manage new tasks efficiently so that no task gets let behind… at least none of the most important tasks.
When it comes to task management, I recognize that task lists are usually the default mode for organization of tasks, but making long lists of things to do is not really the best way to efficiently organize. Here the old trope rings true- there is always more to do in a day than we can actually get done- and unfortunately task lists don’t help us prioritize our workload the best. Prioritization is key when it comes to task management because if we cannot do it all each and every day, it’s important that we know which tasks are the most important so we can take care to manage our time around the completion of essential work.
Instead of the common task list, I prefer to use some specific inserts that are in and of themselves systems for time and task management. Meaning, that by using a specific insert, you have given yourself a system for organizing, prioritizing and focusing in on your essential work.
I am going to share with you three such time and task management inserts now, and explain what I use each for and how it creates a system for task management while integrating nicely into my overall planning system.
Task Management Insert #1: Forward Planning Insert
The forward planning insert is great for tracking key dates and reminders for tasks, events and project due dates each month. Birthdays, holidays, anniversaries, other events and vacations are easily mapped out on this insert below the month that they pertain to. You can highlight and color code dates on the mini monthly calendars and then list the date and event or task in the lined section below. If you track important dates for a partner’s or child’s schedule, this insert is also a great place to compile that information. This insert creates a simple system for organizing date specific reference information that can help you with monthly, weekly, and daily planning because it’s great to be able to see a big picture overview of your year.
Task Management Insert #2: Reoccurring Task List | Yearly Task Planner
For tasks we do on a monthly basis, using a reoccurring task list like the Yearly Task Planner gives you the ability to list a task that repeats monthly, and then check off when that a task has been completed for that month. This insert is great for tracking monthly payments, plus work, chores and habits that we touch on a monthly basis. For additional tracking, instead of simply checking off the box for a month when the item is complete, I like to write in the day of the month I completed it so I have that information for future reference. This insert creates a system that almost queues up repeated tasks for your monthly planning without you having to remember them each month or go back through your past months planning pages to find repeat items. For example, when I sit down to plan my month, I reference this list to ensure I am scheduling in when I will complete each task into my month, and knowing which day I was able to complete the task the prior month helps me to schedule it better for my current month.
Task Management Insert #3: Monthly Task List
One of the key tenets of my Functional Planning philosophy is to keep your task lists broken down by month so you are only looking at the tasks that are due in the short term. This helps you to remain clear on your priorities without being distracted by tasks that belong to another month. Keep monthly projects and any tasks you know are due in a specific month listed on this insert for a foolproof system of capturing tasks and allocating them to specific months of the year. This prevents the overwhelm that often comes from keeping all your tasks on one list that make it seem like you have an endless to do list that must be completed immediately. Then when you are doing your daily planning, you can take tasks from the list for the month and schedule them to get done that month.
So, those are three planner inserts I use for year-long task management and organization. If you happen to like these inserts and want to snag them for your planner and functional planning system, then become a member of my Productivity + Planning Master Mind for instant access to these and many other exclusive planner inserts that are only available to my inner circle.
I hope to see you inside the Master Mind soon!
xoxo,