Task Time Management System Using A PDA

Posted on July 27th, 2009 by lol in Deligation, E Mail Management, Gadgets, General Business Advice

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effective task time management systems The system I used today has been born out of much trial and error and combines the previous experiences with modern day advances in mobile telephones.

My current phone is a Blackberry Bold but any similar PDA type phone will suffice. Within the features of most PDA devices you will find a task system, and then within this option you will find the ability to categorise each task. I transferred my pen and paper system to the Blackberry system as follows.

I established all my task categories into these headings; ‘At a Computer’, ‘At Home’, ‘At Office’, ‘Calls To Make’, ‘Errands’, ‘Learning Goals’, ‘Long Term Projects’, and ‘Reference Material’.
I transferred all my existing tasks one by one onto the task utility and then selected the appropriate category (as above) for each one.
For any tasks that had a deadline I inputted a reminder date/time.
I wrote additional information about the tasks where necessary within the notes section.
I selected the appropriate status level from the options of; ‘Not Started’, ‘In Progress’, ‘Completed’, ‘Waiting’ or ‘deferred’.
Any appointments were entered into the ‘Calendar’ section.

My current system is amazingly effective. It works similar to the card system and now has these benefits:

Back up the data to a PC using the bundled Blackberry Software. I then backup my computer using this system.
Synchronize all my tasks, notes and appointments with Outlook.
Hide completed tasks.
Filter the list into the different categories depending on my current situation i.e. at a PC.
Set a status level; which is handy for when you have delegated important tasks that will require chase-ups.

It’s also worth mentioning that I use another great feature within the Blackberry menu called ‘Memo Pad’. From within there I store all my repeated lists. A good example of a repeated list is a ‘Travel List’; which is basically a list of every item I require in my suit case for trips away. Being completely anal I have a three day list, one week, two week and finally a six week list. Other lists I place in this section are meeting agendas, minutes of meetings, fitness results and body measurements for when I’m on a weight training program.

Having a task list isn’t just about managing mundane duties; it’s about goal creation and completion. (The importance of Goals are covered in other posts).

Therefore the most important part of my system is the ‘Review Period’. This is where I sit down each morning for a few minutes and quickly scan the lists so I can plan the day; I call this the 6ft review and usually do it after breakfast drinking a glass of fruit juice.

Then each week I undertake the 1000ft review where I plan each following week; I usually do this review at the same time as taking my son for a walk; sat down on a park bench.

At the end of each month I undertake 30,000ft review. This requires more time, say about an hour and I make sure I am alone. Usually I go for a coffee or a beer, find a quite corner in the café or bar and review every task. If there are problem jobs which are worrying me I create an option/solution list and then a new to-do list to finally rid me of the problem.

And finally at the end of each year (usually 2^nd January whilst on holiday) I complete a ‘Space Review’. Here I do a complete overview; I check previous tasks, see what can be improved, review old goals and make new goals.

All of the above helps me achieve escapism from my desk and more importantly from my work. When I do go to the office (which is rare), I like to get my head down, complete what I need to do in my ‘At Office’ category and then get the hell out of there! Most people in The Rat Race who work in an office actually spend most of the day moving paper around a desk, making idle chit chat, sorting emails (learn how to tame the email beast here), filing paperwork and then for the last hour tiding up. Its a complete inefficient use of time but because they are paid to work seven hours per day, most workers subconsciously feel they have to stretch work out, yet we will still hear the phrase ‘there’s just not enough hours in the day’. It’s a completely crazy work ethos.