Capability: 5 Path: Capabilities: Individual: Productivity: Tasks Friday, 08 September 2017


14 Processes For Organizing Your Tasks

1. Focus

Tasks are less important than focus. Your S.I. will protect time on your calendar every day to focus on your priorities. By default, we suggest at least 60% of your work week. During these blocks of time, there should be no distractions — no phone calls, no team members nagging you, no friends, no family. Your S.I. will remind you to turn off notifications. You need silence to be proactive.

2. Priorities

Your S.I. will ask you what your priorities are. By default, we ask you on a weekly basis, because most roles are dynamic. Your role may be so dynamic that your priorities shift daily. Or your role may be more steady, and so your priorities will hold over months or even quarters.

3. Adding Tasks

Now we get to adding tasks. There will be periods when tasks don’t make sense for you as a unit of measurement. For example, when you’re innovating or doing very dynamic creative work, tasks just don’t make sense; they’re too reductionist. In those periods, your S.I. will default to protecting your focus and helping you clarify your priorities.

4. Delegating Tasks

Delegating tasks with an S.I. is easy, because your S.I. works for everyone in your company — everyone is on the same system. You can say “Tell Lao to prepare a budget for next quarter.” Then your S.I. will pass along the delegation to Lao and add the task to his system.

5. Organizing Tasks

The advantage of letting your S.I. organizing your tasks for you, is that organization is an endless pursuit. Once you have a decent set of tasks, you can categorize them. Once you have a taxonomy in place, every new task has to be categorized accordingly. As your set of tasks grows, inevitably, the taxonomy breaks, and all of your tasks need to be re-categorized.

6. Reminders

Set reminders on any Task. Your S.I. will follow up with you to make sure it gets done. Unlike pure softare, your S.I. can handle natural language and very robust paramaters for a reminder.

7. Done Tasks

This is the best part, right?

8. Postponing Tasks

By default, all tasks that have not been completed — that are not actively being worked on, or that are not up next — get moved to the “Postponed” category. Temporizing in this way is intelligent, and there should be no guilt in doing this. You’re focused on more important things.

9. Active Task

Your active task is the task that you are working on right now. Sometimes it is useful to single it out. If you have to change your focus, then you can mark another task as active.

10. Next Tasks

Your next tasks are the tasks you plan on completing after your active task is done. This is your queue. By default, we limit it to 5. Completing all of your next tasks brings a feeling of accomplishment.

11. Assisted Tasks

Taking things off your list is our favorite part! If your S.I. sees you add something to your Task list that we can do, we will offer to do it for you. Everything from customer service requests, to updating account settings, to managing vendors, to booking travel — you name it. Your S.I. will be checking your tasks against all of our other processes to see if there are any we can use to support you.

12. Projects

Sometimes, you’ll have to collaborate with other members of your team on certain projects, and won’t be able to complete tasks in isolation. As far as this involves scheduling meetings, Invisible can help. But we can beyond that. We can organize all project Tasks, give the Project Manager and Team Members updates on the progress of various items, and if dependencies are specified, we can even update time estimates.

13. Reports

At the end of every week, month and quarter, your S.I. can send a report to your team on your activities. So you don’t have to worry about convincing everyone that while you’ve been focused, you have indeed been productive. These reports tend to be impressive, because we forget just how much we actually accomplish every week.

14. Analysis

If you’d like to perform an analysis on your Tasks data at any time, you can delegate that to your S.I.

Invisible: Processes

We do your work, so you can do your real work.

Francis Pedraza

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Invisible: Processes

We do your work, so you can do your real work.