Every day, we have to complete lots of tasks. And since it’s the beginning of the year, many of us have set up some goals we want to achieve.
In most cases, nobody has taught us how to stay organized and we ended up trying to find our own solutions.
We trust our overloaded brains to remember all the tasks and deadlines, but because our minds are so busy creating, solving problems and remembering more important things, we usually forget things.
Over the years, I’ve been studying and experimenting with different productivity systems, including sophisticated approaches like GTD and simple ones like writing down my tasks on paper.
After a lot of trial and error, I found a very simple system that works great for me, helps me to be productive, and keeps everything under control.
My Productivity System:
The method I use involves using a to-do list and a calendar. I use apps, but it’s also possible to use paper equivalents.
I use apps because:
- I can access them from anywhere: my phone, my computer, or the web.
- I can move and duplicate tasks and events without writing them again.
- I can set up alarms.
- They help me to live a paperless and minimalist life.
The Difference Between the To-Do List and the Calendar:
Some people confuse them, but there is a very simple rule to differentiate them.
The to-do list is for tasks.
The calendar is for events.
Tasks always require actions to be completed, while events happen by themselves.
It’s true that we need to complete some tasks beforehand for certain events, but those are tasks associated with the event, and they are not part of the event. For instance: A meeting for the next week might require some tasks to be completed beforehand, like gathering information or preparing documents.
The Calendar
I use Google Calendar, and I sync it with all my devices using apps (Mac and iPhone).
I have 4 different calendars inside my account:
- Personal
For all personal matters: trips, scheduled meetings, scheduled calls, visits, etc.
- Work
Work-related events: deadlines, meetings, scheduled calls, etc.
- Contests
Upcoming deadlines for contests like American Illustration, 3×3 or Applied Arts.
- Leisure
Last day of exhibitions, movies or other kinds of events that I might be interested in.
Some notes about using the Calendar
- Each calendar has a different color. This is very useful since I can distinguish between them quickly in a visual way.
- Some events like meetings, calls or flights have a defined duration. Others, like illustration deadlines or contests, are whole day events.
- When possible, I add the address of the event. It helps when I’m on my way, and I need to know exactly where I’m going.
- Sometimes I use alarms to remind me of upcoming events. I may set an alarm for days or hours beforehand, depending on each event.
The To-Do List
I tried dozens of apps, and I finally chose Wunderlist.
It’s free and has apps for all the main platforms. I love its instant sync, minimalistic design and accuracy. There are other more sophisticated solutions out there, but Wunderlist works like a charm for me.
How I use Wunderlist
I add every single task I need to do into Wunderlist, no matter if they are personal or work-related. Wunderlist is very easy to use and includes many functions. You can create lists, add a due date to tasks, use reminders and even add tags and notes. But I use it in a very simple way:
- Adding tasks
As soon as a new task appears, I add it to its appropriate list in Wunderlist. I assign a due date if I’m sure when I need to complete it. Otherwise I don’t add a due date when I create the task. I don’t need to think about the task anymore until I review it in the next step.
- Creating the to-do list for tomorrow
At the end of every day, I check my lists and choose the tasks I want to do the next day. It’s simple to create; I only need to add a due date for tomorrow inside the task. I do this by right-clicking on a task > due Tomorrow.
Reviewing the lists at the end of the day gives me a clear idea of what the next day will entail. It also helps me to make sure I’m not missing any tasks for the following days.
- Focusing on each task
Every morning, I open Wunderlist and choose the task I want to start with. I mark the important tasks of the day with a star and focus on them first.
Some notes about using Wunderlist
- Each task name starts with a verb
I use keywords like create, send, do, prepare, call, clean or make. This makes the task very descriptive and easy to understand.
- I break each task into smaller tasks
For example, when I produce a new illustration it requires the following smaller tasks: creating a sketch, sending the sketch, creating the final, sending the final.
- I create temporary lists when needed
For instance, when I’m traveling, I need to be sure I prepare well for the trip, and I want to remember to do particular things at my destination. I create temporary lists that contain all the tasks and things I want to do, and then I erase them when I’m done.
- I use a lot of recurring tasks
There are dozens of tasks that repeat at a particular time: doing laundry, cleaning my desk, shaving, paying the rent, updating the blog, etc.
Wunderlist allows me to automate these kinds of tasks very quickly.
- I keep it simple
Wunderlist has a lot other interesting features such as subtasks, comments, attachments, and sharing options, but I don’t use them. I try to keep it as simple as possible, and make my system flexible and light.
I use the following lists:
- Personal
This includes all my personal and day-to-day tasks like calls, things I need to buy, or household tasks.
- Work > General
Work tasks like sending emails to clients, updating my website or sending invoices to my accountant.
- Work > Illustrations
I use this list purely for in process illustrations: creating sketches and finals.
- Work > Shop
Tasks related to my online shop such as sending orders, contacting clients, or following up on shipments.
- Someday
This is a special list where I add tasks that I want to achieve at some point, but not in the near future. Examples of these tasks could be buying a book by a particular writer, improving my email system, or learning new skills.
Conclusions
Productivity systems are crucial to getting control of our work and personal lives.
They allow us to focus on the important things and make sure we are on time with all of our tasks.
They also help us achieve our goals and visualize our upcoming schedules.
Every person is different and has specific needs. I have found over the years that using simple and efficient organization systems keeps me focused on completing tasks instead of feeling constantly worried and overwhelmed.
Do you have a productivity system? Do you use specific apps? How do you stay organized?
I would love to hear your comments!
