I’m not a TO-DO list guy

Olivier
Olivier
Jul 20, 2017 · 4 min read

My task list is a calendar

A very simple fact occured to me: tasks in a list are never done. It’s a bucket I will throw away once I write down the task itself. I guess the reason why is that the task is out of my head, I don’t have to remember it. The task-list owns it, and won’t remind me, I need to do the things I accumulate.

In term of management, I tend to forget what is on my task list until I see it again. Then only I need to prioritize each item every time, give a duration, and see if I can do this task now, tomorrow, or later. This is a 2-step management, first you send your task to the list, second you need to prioritize every day your list items with what will happen during the day. I had no commitment to the listed tasks. Tasks could be on the “tomorrow” list forever.

Seven years ago I was working for an organisation which gave me a lot of headache. Managing their website (content and design), all tasks, sent by different departments, were urgent, to do right now. Lot of stress was coming from them and didn’t help me do my work. At one point, my list of things to do was longer than what could be done in a week, not mentionning all the meetings. I had already to catchup past months (I was replacing a colleague who was on leave), and preparing the next 2 months before Christmas leave). A simple to-do list wasn’t effective enough to manage my work. After telling my superior, I had to change my way of dealing with the amount of work. The next Monday, people gasped at my decision…

About managing tools, I noticed a conflict in my way of managing tasks along with meetings, appointments… I used 2 tools. This is one too much. I should be able to see both tasks and meetings at once, to know if I can do a task or go to that meetings in 30 mins. In some way the old skeuomorphic Apple Calendar was useful. You had your calendar view and your reminder pane on the right side. Sadly, the following version of Apple Calendar left out the Reminder pane…

Having 2 tools makes it difficult to prepare your day right either in the morning, or the night before.

The big decision I took was to say “NO, I can’t do that right now”, to my colleagues, which frankly made some horrified faces. My goal behind this big “NO”, was to plan all tasks day by day (actually 3 day ahead), have an overview of my work on a weekly or monthly basis. I noticed that most of the tasks I receive could be set in advance, so dealine could be met. I had to constantly explain and make compromises on when and how long would take this or this task. And after 6 months, my new plan was set and running fine. People were happy, stress dropped, and I had one unique tools to manage my work : a monthly planning using a calendar with all the task to do and all the meetings and appoinments. Having an overview of my work allowed me to discuss and make trade off with all my colleagues, and justify being busy. I could also easily move tasks during the day, and communicate with my colleagues. This gave me a lot of flexibility.

One day, my superior came to me and asked to do some research for her. I replied with a question:

  • Me: When do you want me to look for it ?
  • Manager: Today.
  • Me: I’m busy for the next 3 days. Showing up my calendar.
  • Manager (puzzled): But you are working for me… ???
  • Me: I am working for you. You have to tell me which department’s task you want to move. They have deadlines. Still showing the calendar filled.
  • Manager left, and decided to start the research herself…

Since then, I left the task-list behind me, and saved all my tasks on a synchronised calendar. 😊

Previously published on 20 July 2017 on Twen.info

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