… and feel that I am doing the right stuff at the right time
by Vojtech polasek vpolasek@redhat.com
February 2024
Why task management?
Lightning fast introduction to GTD
GTD process
A bit of terminology
How I get things done
Tools
some small tips
resources
Note: This presentation is certainly a bit opinionated and subjective. I am outlining MY experience, MY motivations, MY outcomes. With the hope that it will help YOU!
My first motivation was to stop saying one of:
“And while I am thinking about this, it reminds me that I have to do something else as well.”
“Oh you are right, I promised you but I forgot. I will do that.”
“Well, one day, when I will have more time, I must read this.”
Later, I become interested in tracking my successes.
And also in tracking and following up with my plans… for the next week but also for the rest of my life
GTD = Getting things done
Methodology created by David Allen
The main goal is to get rid of stress from unfinished and unclear tasks, he calls it “stuff”.
He also offers way of organizing your goals and thoughts through several perspectives (horizons of focus)
Bottom-up process; bring order to your daily life, and only then you can organize your goals, visions
Collect
Process
Organize
Plan
Do
Task: a tiny goal
It can’t be decomposed more
It is clear when it is DONE
Using SMART can’t hurt here
Project: a set of tasks
Again, it should be possible to say that the project is done
it should not be something like “be productive”
But more like “find a good knowledge management system”
There can be tasks without projects, but they should be simple, one-shot.
Context: a condition which should be met so that a task can be accomplished efficiently
You are at a certain place, you have internet connection…
Each task should have at least one context
Inbox
a plain text file synced across my devices
the “in” project in my task list
folder with voice recordings
my e-mail inboxes
task list
knowledge base
list of projects; to keep track of them and to store information
“someday” list
list of my responsibility areas
each project or “someday item” belongs to at least one area
I keep all the elements above separate for personal and work related stuff.
I try to collect as many things as possible
That means the inbox has to be convenient
Bash alias when at the computer
Quick access to a text file when on my phone
Quick voice memos on my watch (still not working ideally)
satisfaction: “Ah, I have to do this… wait… I already wrote it down, let it go, I will get to it later and I know I will.”
I go through my inboxes every morning and after lunch
What can happen with an inbox item:
Is it still relevant? If not, discard it.
Is it ME who has to do that? If not, assign the “waiting” context and check this list regularly
Is it an appointment? Add event to a calendar.
Is it something I know I won’t do in a year? Add it to the “someday” list and assign it to a responsibility area
Is it just a piece of information? Put it in a knowledge management system for reference.
Is it a task which could be accomplished under 2 minutes? Let’s do it! If it takes longer, keep processing it.
So is it a task? Then add it to the task list. Don’t forget about project and context, eventually due date or start date.
Satisfaction: “I love empty inboxes!”
This was the hardest thing for me, cause it does not look like fun
I go through all my tasks grouped by project
Is this task still relevant?
Isn’t it accomplished already?
Does it have correct project, priority, context
What needs to be done to accomplish this task? Maybe I need more tasks?
Then I go through my projects and my “someday” list
Is this project already completed? Let’s archive it.
Do I still want to do this?
Isn’t it the time to move this from “someday” to the todo list?
Satisfaction: “My task list is actually smaller after the review.”
I go through my calendar for today
I review the task list before I start the day, right after I process the inbox
I just go through part of the list with tasks which could be accomplished cca in two weeks
it just keeps things a bit cleaner
I also know what I need to do today
I sort my task list so that it shows tasks with a due date and then tasks sorted by priority
Priority A means let’s try to do that this week
I have several aliases to apply different filters to the list based on my energy and context
(<priority>) <task text> +<project> @<context> due:<due date> t:<start date>1 (B) create slides for the presentation @computer +dolq124
2 (A) review our daily productization @computer due:2024-02-27
3 (B) send reward points @computer t:2024-03-01
4 (C) watch the video I downloaded @offlineI use Topydo as a command line tool
I use SimpleTask for Android
but there are many other tools
In the past I used Taskwarrior
I use markdown files together with Dendron VS Code extension
I use Markor on Android
In the past I used Zim
I use Nextcloud to keep things in sync
But for work task list I use internal Google Drive
when putting a task on a waiting list, I always add there the date when the waiting started
I really put everything in my task list, even things I regularly do… it just frees your mind
I have a separate project with items I want to read / podcasts to listen to. But I don’t have this on my task list, unless it is really connected to a project.
my contexts: computer, phone, online, offline, errands, home, sighted, low, wh
low for tasks which don’t require much energy
wh for tasks which need to be accomplished during regular working hours
David Allen - Getting Things Done: The Art of Stress-Free Productivity
David Allen - Making It All Work: Winning at the Game of Work and the Business of Life
Leo Babauta - Zen To Done: The Simple Productivity E-Book
Thank you for your attention.
Questions?
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