Category Archives: DropTask Features

Streamline your workflow and keep everything in one place

In the busyness of 21st century living, the amount of information that we absorb can often be overwhelming. We all have important documents that we can’t afford to lose, and with a safe place to keep that file and another folder to keep those important forms, even when we think we’re on top of our workload, things still get misplaced. When we’re trying our very best to stay afloat, we’re drowning in emails, messages from team members and updating client notes, all while jumping between different apps and devices, resulting in wasted time as well as frustration.

At DropTask, we’re on a mission to make it easy to stay on track. See just the few ways you can minimize the risk of losing important information below, and gain a central hub for ideas, notes and attachments while feeling at ease, knowing that everything you could ever need is in one place.





Connect seamlessly

We all have our go-to tools that we rely on to remind us of actions we need to take, and the truth is there are some tools we just can’t live without. But sometimes when we have so many applications that we have to update, it can become a chore in itself trying to locate specific information. Spare the worry of jumping between applications and instead, connect DropTask with the tools you use everyday. With a long list of Integrations on hand, you’ll be able to effortlessly intertwine DropTask with your favorite services. Now, you can sync your Google Calendar with DropTask to ensure you’re informed of all of life’s events, import notes from Evernote to turn them into actionable tasks and upload Google Drive files to your projects, giving you the flexibility to manage work and mark progress from wherever you are.





Manage without email

It’s hard to believe that at some point we went through our day-to-day lives without email. In 2014, over 100 billion emails were sent and received every day, so it’s no wonder that we spend most of our days chasing numerous email threads, resulting in low productivity and missed information. With a constant stream of instant notifications, many of us find it difficult to stay on top of our overflowing inbox. With these shocking statistics, business leaders, managers and team leaders are looking to limit the amount of time employees spend in their inboxes, with the aim of increasing employee productivity at work and to prevent wasted time.

I’m going to be bold – if your excuse is that the only way you can receive updates from team members and review the status of a project is via email, then you’re doing it all wrong. With DropTask, you’re be able to manage everything without the need for long and messy email threads. Simply Invite members into a project that you’d like to collaborate on and use your project as a workspace to hold, share and manage key information. If you need an update on the development of a task, step away from the inbox and use the ‘@’ symbol to mention the team member in a Message. Maintaining an effective flow of internal communication between team members will increase company coordination, as everyone will be informed of the common goal that they’re required to work towards, outside of their inbox.





Update from anywhere, at anytime

The way we use technology is dramatically changing while at home and at work. These days, you’ll find a laptop, a smartphone and a tablet at each one of our desks, and we often move between these devices in order to complete one activity after the next. However tech savvy this may seem, more often than not, each device holds different information and restricts us from creating a seamless workflow during our day. If your preferred way of working is using your phone on the commute, the interactive whiteboard for meetings, and the iPad for jotting down notes, then take advantage of DropTask’s portability to ensure you’re always prepared. Available on a wide range of devices with online and offline capabilities, you’ll be able to stay connected and up to date at all times.

Even if you alternate between a Mac in the morning and a Windows desktop in the afternoon, DropTask will provide you with a central hub to capture your notes and recall information at anytime, from any device, making the everyday ‘impossible‘ workload a total breeze.

Keep everything you need together in DropTask. Sign up for free today at www.droptask.com/signup.

Are you using your time wisely?

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We’ve all been there, frantically typing as many words as we can to try and increase the word count, only to realize that what we’ve actually written makes no sense at all. Or, scheduling seemingly ‘important’ meetings for every hour of the day, only to result in frequent trips to the kitchen for coffee refills. As well as draining our physical and mental energy, these types of days can fool us into believing that we’re being productive with our time, when in fact, we’re barely making a dent to our hefty workloads.

Leaving the office with a true sense of accomplishment isn’t as difficult as you first might think. Follow our tips below to avoid falling into the trap of wasting crucial hours, and turn every minute into a productive one with DropTask for Business.

Enhance your concentration

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Manic days at the office occur far too often. Even on our days off, conversations with friends become comparisons of how busy we are:

‘Hey, how’s work going?’

‘Busy. Just busy.’

When we’re juggling an array of different tasks that are beyond the scope of our job description, we often dip into less important jobs which aren’t of any real benefit to us. To put it bluntly, we procrastinate. Research shows that we procrastinate by doing useless or less important things, and by doing so, we neglect our long-term goals and targets. To avoid this, take a look at your workload and assess which tasks require completion. If you have an urgent task that is less important, identify whose skills are best suited for the job and use the Assigning Tasks feature to delegate it. Similarly, if you can identify which tasks are important but not urgent, get them scheduled. Simple deductions such as this will allow you to have more time on your hands to focus on the very important and very urgent, without procrastinating on the things that don’t require your time or input.

Increase your motivation
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When we have a lot on our plate, our brains go into overdrive. But research has shown that overworking does little to help our concentration, and subsequently defeats the objective of remaining motivated and productive. Running around in a state of busyness can also leave us feeling deflated when we’re trying to channel our creative juices.

Avoid working in a rushed and disorganized state by splitting your time into designated segments for specific pieces of work. Take ‘The Pomodoro Technique‘ for instance. Created by Francesco Cirillo, this technique is based around the idea of working in sprints, combined with short frequent breaks to help maximize focus throughout the day and to eliminate the feeling of burnout. The next time an unusual amount of work crops up, try breaking each hour of the day into fragments. For example, use Reminders as a prompt for when your break is due, or further personalize them with a note to indicate which area of work you should be focusing on next. With a tight timescale to stick to, you’ll be able to work more effectively, as opposed to watching the hours speed by and having nothing to show for it.

Resolve unfinished problems
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When a deadline is approaching we’re forced to re-evaluate and shift priorities accordingly, but all too often, the tasks that are placed at the bottom of the pile get neglected in the long-term.

Start by looking at the Project Workflow to identify any bottlenecks that could be preventing work from moving to the next stage. Once you’ve found an unfinished task, tie up loose ends by taking action to complete, delegate or delete it. A range of built-in functions within DropTask, such as the Duplicate and Move feature, allow you to take quick actions to ensure that you limit your distractions to remain on track.

Welcome more opportunities
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As a result of good timekeeping and honing key transferable skills, opportunities in the workplace can flourish, such as managers becoming increasingly trusting when looking to delegate responsibilities within the team. However, getting the most out of our hours in the workplace is a difficult skill to master, and sometimes when an unexpected issue arises, our workplace performance can take a hit. Of course, we can’t predict when these instances are due to spring up, but we can prepare for the chances that they may happen.

By getting into the habit of scheduling, your diary will be organized months in advance, giving you clear visibility into what’s on your plate, how much of your resource it will require, and any spare time that you may have to work on other activities to further your career, such as researching training courses that could add to your qualifications, or enhancing your LinkedIn profile. As well as stopping you from taking on too much than you can handle, gaining effective time management skills and demonstrating your own initiative at work will not give you the ability to comfortably re-prioritize for any unexpected situations that may arise, but will result in overall job satisfaction, leading you towards brighter career prospects.

How do you manage your time? Let us know in the comments below.

Introducing the all-new Project Browser

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We recently unveiled our all-new Project Browser, providing effortless navigation to each of your projects, as well as high-level insight into progress, status and who’s involved. Intrigued? Here’s what’s new:

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A high-level overview

The Project Browser can be accessed via our redesigned Menu, which has been simplified and improved to give you quick access to various information and functionality such as your in-built Calendar, our powerful integrations with other apps, and resourceful help and support guides.

When you first open the Project Browser, you’ll be presented with a library of all of the projects that you’re involved in. (We’ve also separated them into useful sections such as ‘Active’, ‘Archived’ and ‘Template’ projects, to make it that little bit easier.) We understand that having a view of all projects could easily get out of hand, which is why our new Project Browser gives you snapshots of information at a high-level, with indicators for the number of tasks that are not started, on hold, in progress, completed and overdue – give them some attention!
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All of the information displayed to you in the Project Browser is presented in a visual way – ideal if you’ve only got time for a quick glance but need a clear and accurate idea of where things are at. And what’s particularly useful is not only the ability to see how who’s involved in the project, but the scale of their involvement. A discreet number will be displayed on the project member’s avatar, indicating to you and to others, the number of tasks that have been allocated to them.

(Top Tip: Combine this information with the Team Calendar, so you can gain insight into everyone’s upcoming schedule in relation to workload and availability.)


Instantly sort, search and locate

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If you’re an avid project creator, we know how difficult it can be to locate specific projects. But don’t worry, because the new Project Browser comes with the additional convenience of functions like the Sorting option, allowing you to effortlessly and efficiently tidy your project library. With options such as ‘Alphabetical’, ‘Last Opened by Me’ and ‘Last Created’’, locating projects is now just as easy as creating them.

Better yet, strengthen your ability to track down projects with the Search function. If you need to promptly access a project, the in-built search will offer you a fast track way to get to what you’re looking for. This makes edits and last-minute adjustments to projects a breeze, as they can be found within an instant.

To check out the new Project Browser, login to your account or create a new one for free at www.droptask.com.

4 Unexpected benefits of mixing up your work routine

easter-blog-headerWhile the eight-hour working day is arguably one of the most common rituals throughout society, it’s not necessarily the most productive one. With the upcoming Easter holidays bringing a well-deserved break away from the office, now’s the perfect time to reflect on how wisely we’re using our time. If you’re fed up of your monotonous routine at work, then the definition below for the word ‘routine’ will sound all too familiar:

‘Sameness’

A set of customary and often mechanically performed procedures or activities’

‘A sequence of actions regularly followed.’

Our work routine accounts for at least 57% of where our overall time is spent (we were shocked too), so it goes without saying that the Easter break couldn’t have fallen at a more convenient time. For some of us working folk, having a cement routine in place can provide us with reassurance when tackling the unknowns of everyday life. However, we all know that following the same schedule week on week isn’t doing any of us any favors. As professionals, we like to stick to what’s familiar, and without realizing it we slip into relaxation mode which hinders us from reaching our maximum potential in the workplace.

Although falling out of repetitious habits can be tough, according to research from the University of Pennsylvania’s Wharton School, embarking on a fresh start can have a powerful psychological effect that can lead to a positive change in our behavior. This ‘fresh start’ effect suggests that creating shifts in our routine can lead to a sense of starting anew, which helps to reinforce positive habit changes.

What better time to try something new than at the beginning of Easter? Everything around you has blossomed and changed for the better, so now it’s your turn. See below for 4 unexpected benefits that you could gain by mixing up your routine.

1. Increased focus
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Most of us have trouble focusing at one time or another. Some of us stray when we’re bored, while others find reasons to avoid a difficult task. I don’t know anyone who couldn’t do with a little helping of self-control and gain a boost to their energy. During the typical 9-5 day, without even realizing it, we have difficulty exerting self-control and focusing on our tasks. And as the day goes on and our self-control wears out, we feel exhausted as our tasks seemingly become more strenuous to complete.

Instead of avoiding miscellaneous tasks because they’re demanding or require alot of brain consumption, try assigning an Urgency level to all of the items that you need to hunt down. With 4 eye-catching levels and colors to choose from, you’ll be able to draw instant meaning from the visuals on your workspace. Plus, with the List View on hand to help you scan across everything that’s deemed as urgent, you’ll be able to reorder and sort your main priorities to ensure that you’re not carrying too many eggs in your basket.

2. Advanced memory
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Carrying out a repetitive routine in the workplace can result in us feeling disengaged and forgetful of often crucial actions that we need to take. The Telegraph reported a study conducted by scientists proving that working in a claustrophobic workspace stifles our creativity and results in less ‘aha‘ or genius moments. So, with Spring in full bloom, what’s stopping you from taking your work outside? DropTask offers online and offline capabilities, so you’ll be able to enjoy the glorious sunshine while ticking off your tasks from any device, at any time. Incorporating elements of nature into your workday will not only give your brain a boost, but will increase your productivity and focus. Experiments show that color helps us to process and store images in our brain, so with 4 unique Project Themes to choose from in DropTask, a high-level overview of what’s what will be etched as a visual in your memory.

3. Refreshed outlook
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Sometimes we become so reliant on daily routines, that we fail to notice when they’re no longer of any benefit to us. Stepping out of our comfortable working routine is a key factor when looking for a new wave of innovation. Dr Elizabeth Lomabardo, author of ‘Better Than Perfect’, (a guide for professionals looking to find balance and freedom) teaches that people who seek out fresh experiences are more creative than those who are stuck in the same pattern of doing things. She says ‘breaking your own mold can only make you stronger and more confident to reach higher levels in your professional and personal life.’ So, are you feeling ready to try something new? Planning is key. Start by creating milestones for next season’s schedule in the built-in Calendar. You can even try setting a new challenge to complete each month, and later cement your plan by creating Repeating Tasks to accomplish every week. By doing this, you’ll be able to step into Spring with a fresh perspective, while developing the important habit of stepping out of your comfort zone once in a while and taking risks.

4. Flourished creativity
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If you’re struggling for ways to further explore your imagination and make the 9-5 busyness more creative and stimulating, begin by eliminating those hours that you spend daydreaming at your desk. According to ‘The National Bureau of Economic Research’ we spend a total of 1 hour a day thinking about non-related work activities, rather than being productive. Wouldn’t it be great if we turned that time into something that enhanced our creativity instead? As opposed to spending an hour or two staring at your screen, debating which project to tackle next, use your time wisely by organizing your thoughts in the form of a MindMap. The highly powerful two-way sync between iMindMap and DropTask will allow you to generate your free-flowing ideas quickly, and bring them to life as realistic goals. Brainstorm ideas for your up and coming project and watch the smooth transition as you transport your plans into DropTask. Why not set a Reminder for your daily brainstorming session, that way you’ll regularly set time aside from each day to let your mind take you to somewhere creative that you didn’t think existed.

How are you switching up your routine this Spring? Let us know in the comments below.

Step into Spring with DropTask

With March already in full swing, the evenings are getting lighter and the temperature’s beginning to rise, resulting in a state of calmness surrounding the workplace. But, when our tasks are buried under a thick layer of dust it can be challenging to feel as refreshed as the environment around us.

Whether you love it or hate it, it’s that time of year when we need to start thinking about some serious de-cluttering and reorganization. We comfortably devote a certain amount of time each week to clean our homes, ensuring that it’s looking its finest and things are easy to locate. But when we spend some of our most crucial hours in the workplace, why is it that we’re still sifting through a buried work desk without an efficient schedule in sight? In a report published last year by OfficeMax, it was found that office clutter undermines productivity and motivation. With less ability to work efficiently on our work due to unlimited distractions being placed in front of us, it’s becoming a rarity that we leave the office feeling accomplished with what we’ve achieved with our day.

Research undertaken at Princeton University shows that when your environment is cluttered, the chaos surrounding you restricts your ability to focus, limiting your brain’s ability to process information. So what better time than now to give your workspace a well needed spring clean than at the beginning of the season. With all of the capabilities to transport your projects into full bloom, follow our top tips on how DropTask can turn your workspace into a vibrant setting that’s bursting with effective working and productivity.

Rearrange where necessary

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Most people throw miscellaneous tasks and odd and ends into the same space, making a mental note to come back to them when they next have five minutes spare. After time, we end up losing these notes, deadlines get missed, and we become anxious about just the thought of rummaging through our misplaced items. To ensure your mental note doesn’t disappear into oblivion, make a visualization in the form of a Task Circle to stimulate your brain. As referenced by psychology professor Allan Paivio in ‘The Dual Coding Theory’ 1971, the formation of mental images aids our learning and processing of information. If you stumble upon a misplaced task, then the Duplicate and Move feature will allow you to tidy-up, resulting in an organized workspace where you can progress through everything you need to do with structure and order.

Even with the best-laid and organized workspaces, there may still be some overflow. If you’re looking for short term-storage and somewhere to limit work that’s in progress, the Kanban-style Workflow view will provide you with a clean space where you channel your focus on taking tasks right through to completion. Split your Categories into ‘To-do’, ‘Doing’ and ‘Done’ swimlanes, and watch your tasks move through designated stages. That way your to-do’s will never be pushed aside, as you will always be concentrating on getting the job done.

Polish appearances

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With hours spent hunched over our desks with no exposure to sunlight, our health as well as productivity can be significantly impacted. What better way to uplift your mood and to bring your tasks to life than by using visually attractive Cover Images to add a personal touch to your projects. The importance of visual imagery is crucial when striving to achieve high levels of organization and decision making. Research has shown that the human brain allows us to analyze an image in a very short snippet of time, along with its meaning and scenario. By making your tasks more personal to you, they’ll be more aesthetically pleasing, and we know that having something beautiful to look at can have a huge impact on your overall well-being.

Now that you’ve decorated and customized your tasks, it’s time to get them in order. The easier it is to store something, the more likely you are to put it in its place. It’s always a good idea to store similar tasks together, that way you’ll be able to locate tasks that share similar relationships without wasting any time. By Nesting Categories that share related attributes, you’ll create a structured hierarchy for your tasks, allowing you to spend less time searching as they’ll always have a defined place to call home.

Organize upcoming duties

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Organizing is a process of arranging and keeping things in order; a skill that can be utilized in all areas of life. But when trying to locate specific work is as straight forward as finding a needle in a haystack, tidying up our to-do’s is easier said than done. Studies show that the average person wastes 4.3 hours per week searching through messy papers, which adds stress and frustration to the workplace while reducing our concentration levels and stunting our creative thinking. When creating your project, define the structure in which you’re going to complete your to-do’s by using Dependencies. Visual arrows will be drawn on your Canvas, helping you to identify which direction to turn next. And by taking a practical approach towards assessing your next steps, you’ll be able to map out the structure of your work, paving the way to completion.

For some, dealing with clutter can cause negative stress, making us less able to complete tasks on schedule. If you’re looking to strengthen your organization skills and bring all of your tasks from across all projects together, then the DropTask built-in Calendar is the one for you. By assigning a Start and Due Date to each of your tasks, you’ll be able to toggle between when it’s set to begin and when its deadline is approaching. Instead of feeling overwhelmed when the end of season is forthcoming, you’ll remain confident with clear visibility into your upcoming schedule and the flexibility to make quick rearrangements if necessary.

Focus on what needs your attention

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President of ‘The Productivity Pro’, Laura Stack, claims ‘most people spend at least 30 minutes to an hour a day looking for things.’ And according to a Mckinsey report, employees spend 1.8 hours every day – totaling to 9.3 per week on average – gathering the information that they need. Surely there’s a more productive way to use our time? To save time searching through information to locate what you need, the Filter option in DropTask does it for you. Hone in by narrowing down your workload by filtering by Assignee, Effort, Importance, Tags or Attachments etc., and gain exactly what you need, exactly when you need it. By cutting back what’s in-front of you, tasks will be easy to locate for when you require them next.
With these four handy tips and your newly cleaned up and organized DropTask workspace, you’ll feel re-energized and rearing to get to work on your most productive season yet.

What are your top tips for spring cleaning your workload? Share them in the comments below!

How to fall back in love with your work with DropTask

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Research shows that 53% of US workers love their work, and happier workers are 12% more productive in the workplace. As a result, this leads to workers being healthier and more sociable within their job role. But, if only half of the population love their work then what’s happening to the other 47%? When it comes to how we feel about work, there are often three categories that workers fall under:

1. The ones that are totally devoted to what they do.
2. The ones who tolerate their job and are on a countdown until they’re reunited with the weekend.
3. The ones who are constantly searching for that one job that they can be passionate about.

If you’re reading this and you fall under number 2 or 3, it’s time to reevaluate. The workplace is where we spend most of our waking hours, so it’s crucial that we enjoy the time that we spend there.

Use DropTask to fall hopelessly back in love with your work and follow our simple steps to rekindle the spark that could make you a happier, healthier and more productive worker.

Revisit the first attraction
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‘If you do what you love, you’ll never work a day in your life.’
Marc Anthony

Remember when you first started your current job? Just like in the initial stages of dating, you found each task and challenge placed in front of you exciting, and the thought of being granted responsibility made you weak at the knees. You’d even get up 2 hours earlier in the morning to prune and prepare for the day ahead. But now, three years down the line, rushing through the door is a frequent occurrence in your daily routine. When did things get so disorganized?

Take a step back to reflect on the positives in preparing for the day ahead, because the importance of daily and weekly planning plays a crucial part in how successful you are at work. Planning can reduce stress by a significant amount and gives you peace of mind that you have an action plan to work on. In DropTask, create Tasks for the priorities that need to be completed by the end of your day, and use the Assign feature to set that you’re accountable for their completion. Setting yourself up for the day ahead will not only increase your work ethic efficiency and drive you to hit specific goals, but it will also stand as a reminder of the bigger picture and why you fell head over heels with your job in the first place.

Enhance your relationships
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‘Coming together is a beginning, keeping together is progress; working together is success.’
Henry Ford

Maybe the word ‘love’ is not often heard uttered in the kitchen or the atrium of your workplace, but it has one of the biggest impacts on workplace performance. If you love the company and the colleagues that you’re spending your days with, you’ll naturally become more engaged and passionate about what you’re doing. To enhance your happiness at work, Collaborate with all members of your team and make an effort to bond with one another – after all, you do spend most of your day with these people.

Ensure you set aside time for lunch each day, break away from the desk, and make an effort to chat with your colleagues. Bonding with colleagues enriches the working day and as a result, keeps us energized and eager to produce more work. Use the Messaging feature to arrange a lunchtime date and use this time to offload, let your guard down and talk about anything but work. The latter half of your day is critical to your workplace performance and leaves a lasting impression on how you’ll approach your tasks for the following day. You’ll quickly realize that by taking an extra few minutes to reconnect with colleagues, you’ll be refreshed when returning to your desk and prepped to tackle your to-dos head on. You’ll then be able to leave the office in good spirits knowing that you’ve been a productive member of the team who has helped to move the project nearer to its completion.

Progress in an environment that you adore
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‘The only way to do great work is to love what you do.’
Steve Jobs

Your setting and workplace environment is a key factor in determining whether you’re going to be crazy in love with your work. Whether your preference is a quiet office or being in the center of a vibrant city, it’s important that your surroundings can nurture your growth and progression. If altering your work setting isn’t an option, take the opportunity to switch up your tasking environment. DropTask offers a visually engaging and refreshing approach to managing your day to day tasks and projects, and with notes, files and to-dos all in once place there’ll be no need to worry about falling back into old working habits because we’ll have you covered.

Having a visually appealing workspace with your tasks laid out in front of you will instantly uplift your mood, as you will be able to see who’s working on what, what’s in Progress and what has been Completed. With ‘Clean Desk Policies’ sweeping the nation, it’s said that employees who work at a clutter-free desk are more productive as it improves their efficiency when completing tasks. And as a result of boosting work-related performance, the ‘CDP’ also reduces work-related stress. Within DropTask, we’ve taken a similar approach with DropTask Workflow view that facilitates the flow of tasks as they progress effortlessly through stages within your project.  Tracking progress step-by-step is easy as each vertical swimlane can be divided into ‘to-do, doing and done’ sections, allowing you to keep a tight rein on your workload, so you can maintain focus on the to-dos that will contribute the most towards reaching your successful outcome.

Experiencing ups and downs with your job is completely normal, and in fact, is a continuous development point for maintaining a healthy relationship. Sometimes we just need a little perspective on how many hurdles we’ve overcome to get to where we are today. Dip into your Archived Projects to review your journey and the projects that you were first assigned to. Here, you’ll be able to reevaluate if there are any flaws in your path and feel optimistic about creating a positive and happy future ahead.

How do you get the most out of your working day? Let us know in the comments below.

Generating new ideas with DropTask in 2017

Despite the fact that it’s the shortest month of the year, February can be seen as just as challenging, if not more, than it’s blue predecessor. Sure, the days are getting shorter. But with grey clouds still lingering over our heads, it’s difficult to find the drive that’s going to play a pivotal part in your work-based performance. But don’t stress, with the aid of DropTask you’ll be able to transform February into the month of generating powerful ideas so you’ll be rearing to go for the prosperous year ahead.

Don’t let the creative spark burn out. Ditch the mundane thoughts and follow our tips to ignite your brightest ideas for 2017.

1. Don’t worry about being ‘creative’
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When asked to define creativity, Steve Jobs answered: ‘Creativity is just connecting things‘. But, this is easier said than done if you’re juggling an array of tasks across your home, personal and social life without any clear view of the bigger picture. By overloading your brain with information, thinking ‘creatively’ can be a huge challenge, and studies have shown that the signal that handles how we process our thoughts and decision making temporarily shuts down when we’re feeling overwhelmed. To avoid this feeling, simply create a project in DropTask and have a brain dump on the Canvas of all of the possible ideas that you could put into action. Further explore possible opportunities and ideas by using the iMindMap Integration, and spend time analyzing and preparing which ideas you’re looking to bring to life.

2. More heads are better than one
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An innovative idea is often the combination of smaller collaborative ideas combined into one. There’s often a stigma attached to asking others for help as this is perceived as a sign of weakness. But by building a positive rapport in the workplace as someone who helps others, you’ve already distinguished yourself as a team player. And as a result, others will want to help you to get your job done. Collaborating with the whole team can speed up the process of generating new ideas and bury the negative thoughts of them not being accepted. Invite your colleagues to your ‘ideas’ project so they can browse through all of the possible areas that you could approach next. And if you want a specific member to look at a piece of work, drop them a direct Message so they can guide you in the right direction and help link together the missing parts of your project plan.

3. Trial and error
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Remember, you can’t have a lot of good ideas without a lot of bad ones either. While in the process of drawing up your ideas, you must consider the circumstances that could hinder it and the ones that could allow it to propel into a successful reality. If you have a feeling of doubt before you even start, then something is not quite right. But, what’s the harm in testing out potential ideas? As John F. Kennedy said: ‘Only those who dare to fail greatly can ever achieve greatly.’ When our ideas go down the pan, this is when we often realize that we’re meant to pursue different avenues. Connect all of the steps that you’ll need to take to launch your idea into action with visual arrows in the form of Task Dependencies. By having a clear structure in place, you’ll be able to identify if you’re heading down the right path. And if not, reorder your priorities by Filtering by Importance in the List View to ensure that the ideas at the top of the list are the ones that you’ll focus on first.

4. Pay attention to past experiences
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Research shows that learning from past experiences is invaluable for complex decision making and for facilitating the flow of ideas. We’ve all been there, pitching an idea to the rest of the team for it only to be shut down and pushed aside. What’s stopping you from revisiting old ideas and approaching them with a fresh outlook? When you think of those past ideas resulting in failure, take a look at them from a different perspective and note down the gaps in the initial planning stages of why they didn’t succeed. Look at them as ‘unapproached opportunities’, and start again. By taking into account your past failures, you’ll be able to rectify the mistakes that you made the first time around. And with a whole archive of Completed Tasks in DropTask, you’ll gain a quick boost of motivation and feel rearing to go with your next great idea.

How do you approach new ideas when your motivation is low? Let us know in the comments below.

Fed up with your idle projects? Learn how to finish what you started

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Are you in the habit of starting projects, but not finishing them? Don’t worry, you’re not alone. Many of us are fast to get new projects into motion – a screenplay, a product, a new craft, a business idea or home improvements. We like ‘starting things’ because it makes us feel amped up, entrepreneurial and productive. But, completing them is another matter.

There are plenty of reasons why we lose that initial enthusiasm for our projects and hit the pause button mid-way, be they running out of cash, failure to plan effectively, stumbling on a roadblock, lack of commitment, or reaching a plateau. Rather than abandoning a project altogether, we leave it on the backburner week after week, month after month, anticipating that we’ll get around to wrapping it up at some point.

Every project sitting idle signifies wasted time, energy and resources, and sucks up far too much mental space. It could be a small task, an ongoing work project or something even bigger, like a lifelong passion. Whatever you have that’s undone, it won’t magically get finished without you taking action.

We’ve devised 4 simple hacks to help you see your projects through from beginning to end. Read on and get moving…

1. Be picky

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Before doing anything, take a look at all your unfinished projects and identify which ones are actually worth concluding. Which assignments have the tightest deadlines? Which ones are almost done? What about that never-ending work proposal that’s been going on forever? Remember that dream goal you got started on? Is it still something you care about and want to pursue? Decide which projects you want to finish first. Ranking your projects makes it clear what’s number 1 on your agenda and helps in fueling your motivation to go from one completed activity to the next.

Give your top priority project the go-ahead by forming a basic structure for it in DropTask. First, create a new Project to house all your to-dos. Inside that project, create color-coded Categories for grouping your micro responsibilities and tasks. For instance, you can organize your categories by project stages or themes, such as ‘Ideas’, ‘Research’, ‘Budgeting’, ‘Events’, ‘Marketing’ and so on.

2. Plan your actions in detail

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To get and stay organized, make sure you have a system for action planning. Having set up all your project categories in DropTask, create specific action steps in the form of Tasks to begin the process of making the project a reality. Without clear steps, you might find yourself stumbling around, not knowing which course to follow to achieve your desired results. Your tasks can be anything you need to do or any piece of work you need to produce to fulfil key aspects of your project – ‘Write cover copy’, ‘Commission artwork’, ‘Create webpage’ and so on. You can assign each task a Start and Due Date, and an owner (if you’re working with others). For each task, make sure you prepare, copy, link to or attach any notes or files you might need. If you have a series of tasks that depend on one another, set them up as Dependencies so you can clearly see how they link together in the correct sequence. The tighter your plan, the easier it will be to stick to it without getting sidetracked.

3. Eat a frog first thing

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“Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day.” – Mark Twain. This entertaining quote contains powerful productivity advice. For any project you’re working on, there are tasks that are more important than others. The frog is the biggest, ugliest and hardest task on your plate – it’s the one that puts the most pressure on you because of its significance. Consequently, it’s also the task that you’re most likely to avoid in favor of crossing off the easier 3rd, 4th or 5th items in your to-dos.

But here’s the tip. If you aim to wolf down your giant task ASAP each day, then the rest of your work will be a piece of cake in comparison. According to behavioral scientists, willpower tends to be higher earlier in the day. Prioritizing your toughest task first means you’ll be able to apply your best energy and effort to it before ‘decision fatigue’ kicks in. Specify your frogs by setting Importance, Urgency and Effort attributes for your tasks in DropTask, and switch to Project List View to pull up a list of your most urgent ‘do now’ jobs each day. Eating the frog won’t be pleasant, but steeling yourself to do it allows you to make long strides in achieving your major goal and will nip chronic procrastination in the bud. You might not enjoy the taste, but you’ll love the buzz of accomplishment that comes after.

4. Stay committed to the end

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Maintain momentum on your project by checking in daily, weekly or monthly. We all know what it feels like to start a project all hyped up and full of zest, only to have our enthusiasm fade away once we’re in the thick of things. It’s worth reminding yourself regularly that every little bit you do now counts toward your end vision. Use DropTask’s Workflow View to visually map the development of your project from start to finish, while keeping your eyes firmly on the main prize.  Mark your progress on each task using the Progress Percentage bar, and look over your current achievements in the Completed Tasks View. Monitoring your actions makes you accountable to your final goal and helps you stay on top. DropTask’s Daily Summary Email will notify you of which deadlines are coming up and what tasks are overdue, making tracking effortless on your part. If need be, reschedule or reset any dates against your target, and set Reminders to keep you chipping away at those tasks. Persevere and it won’t be too long before you’re celebrating project success.

What’s on your finish list? Do you have any of your own methods for putting projects to bed? Tell us all about them in the comments below.

4 Ways to find your focus with DropTask

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Do you find it hard to manage distractions? Are you often overwhelmed by all the tasks on your plate or the data that’s clamoring for your attention? We’ve all experienced those days when we can’t seem to settle down and focus on one thing. With information overload a major pandemic in today’s world of work, it can be a struggle to free your mind of clutter and concentrate on the stuff that matters.

According to productivity wisdom, focus is essential for solving problems, being innovative and getting things done. There’s a famous quote by Stephen Covey that really resonates with us here at DropTask: “The main thing is to keep the main thing the main thing.” Of course, this is easier said than done. And that’s why we’ve introduced some handy new features to help you regain and sharpen your focus when work is looking a bit blurry.

Try these 4 hacks to get some clarity and save your sanity.

1. Narrow your focus with filters

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A powerful way to hone in on your tasks, DropTask’s advanced Filter tool makes it easy for you to locate what you need, when you need it. For instance, you can opt to view just your overdue tasks or those that have files or certain tags attached to them. With the ability to filter by a whole range of key identifiers – assignee, importance, keywords, effort, tags, due date, attachments and task status – targeted concentration is just one or two clicks away. While you can combine multiple filters, it helps to stick to a minimal number to maintain simplicity in directing your workflow. Think: what’s most important in this particular context?

To access filters from within your DropTask project, simply select the filter icon located in the bottom left-hand corner of your screen, then choose the filters you wish to apply. You can remove filters at any point by clicking ‘Clear’. A useful feature to help you spend less time spinning your wheels and more time moving forward on your tasks.

2. Zoom in for a closer look

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When your mind’s in disarray and you can’t seem to make heads or tails out of your tasks, it could be that you’re trying to take on too many things at once. Avoid workload overwhelm by strategically focusing on one project area at a time using DropTask’s new Pan+Zoom Categories feature. This allows you to pan and zoom in on specific project categories, so it’s much easier to get visual clarity and make decisions on what to do first. Click the ‘Categories’ button situated on the bottom right of your Canvas workspace, and then select the category you’d like to zero in on for ultimate focus.

3. Eliminate overload by collapsing your to-dos

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Information overload becomes a thing of the past with the ability to Collapse and Expand Categories in DropTask. By visually collapsing categories and the tasks within them, you can hide minor chores and allow yourself more space to fully engage with your heaviest priorities. Within the Canvas view, hover over the category you’d like to collapse and select the ‘Collapse’ option. Your category will then minimize into a smaller circle, with all its tasks hidden. This is a useful tool for keeping your workspace neat and tidy, drowning out the ‘visual noise’ of miscellaneous to-dos so you can avoid flitting from one diversion to another. Your tasks will remain discretely hidden until you’re ready to retrieve them. Click ‘Expand’ and your category will reappear at its normal size, along with all your tasks.

4. Check out the landscape with auto-layout

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To reclaim your focus, it’s sometimes necessary to take a step back and look at the big picture. When activated, DropTask’s new Auto-Layout tool smoothly pulls all your tasks to the center of the Canvas, so you can view your entire workload with ease and rearrange or re-prioritize as needed. From this greater perspective, you can determine the most optimal organization of your tasks, and save yourself time and energy later on. To switch on Auto-Layout, click the ‘Layout’ button on the bottom right-hand corner of the Canvas and you’ll find the option to toggle Auto-Layout on or off. With this clever tip, you can be confident that there’s nothing you’re forgetting or neglecting, leaving you free to focus and putting you in full control of the responsibilities ahead.

We hope these fresh new features inspire you to find your own focus. Let us know how you get on in the comments below.

Planning your new projects

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7 Steps to getting started with DropTask

A new year often brings exciting new initiatives. But when it comes to planning your upcoming projects, it can be hard to know exactly where to begin. Whether you’re launching a new website, devising a training course or hosting an event, you’ll no doubt need a clear project plan to help you stay on track to reach your goals. A good project plan will outline your key steps, deliverables and the team members involved in the project, keeping everything organized in one place.

Today, we want to show you how DropTask can become your go-to tool for managing just about any type of project – big or small, work or home. A beautifully fluid interface hides an incredibly powerful feature set for project management, and mobile app availability makes it easy for you to stay on top of your tasks while on the go.

Let’s start with the basics – creating your first project. Follow these 7 simple steps to design a foolproof project plan and move forward with confidence.

Step 1: Start a Project

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Create a fresh Project by clicking the ‘+ Create Project’ tab under the Menu. Give it a title. Your project can be literally anything! Teachers can create projects for each class or module they teach, product developers can create projects for each new launch they work on, bloggers can create projects to manage their publishing calendar and freelance contractors can create a project for each client.

With DropTask, you can share your project with family, friends or colleagues who will be working with you. Invite them by inputting their email addresses or via Google contacts.

Once you’ve done this, a blank Canvas will open up, all ready and waiting for you to start setting up your project.

Step 2: Define Project Categories

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Categories are an important part of your project, representing topics, goals, stages or job operations. They help to divide your project into more manageable sections. For example, useful categories for your Market Research project may include ‘Online Surveys’, ‘Focus Groups’, ‘Interviews’, ‘Field Experiments’, etc.

Add a category in DropTask by simply dragging the Category bubble from the top navigation bar and ‘dropping’ it onto your Canvas. Assign a color to your category to act as a ‘code’ for increased organization.

Step 3: Plan your Tasks

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Within each Category, map out your key tasks based on the deliverables you need to produce in order to meet the project’s goals. What are the specific action steps you’re expected to complete? If you run a business club, your ‘Quarterly Event’ category might include tasks such as include ‘Organize Catering’, ‘Send Out Invitations’, ‘Prepare Presentation’, etc. To add a Task, click on the Task bubble from the top navigation bar and drag it to the appropriate category. At any time, you can move or re-position your task on your Canvas or place it into different categories via drag and drop.
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Use the ‘Add Notes’ option in the Task Sidebar to include any comments or details you think are important to complete the task (e.g. client contact information, an outline of instructions), and upload task-related Files (documents, spreadsheets, photos) using the Paperclip icon to collate all your content neatly.
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For each task, determine who will be responsible for its completion. To Assign a task to someone – i.e. yourself, a team member, or multiple people – select your chosen member from the ‘Members’ panel on the left-hand side, and drag and drop them onto your task. Or use the dropdown menu available in the Task Sidebar. To collaborate, use the @ symbol in front of a person’s name when leaving a Comment for their attention. This will notify them directly in their dashboard and via email.
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Once your categories are filled with tasks, identify any Dependencies. Do certain tasks need to be completed before you can make a start on others? Use DropTask to define the order in which a series of tasks must be actioned. Drag and drop the ‘first’ task onto its dependent. An arrow will then appear representing the link between the two tasks. Being able to visualize task connections in this way is invaluable for keeping track of your project workflow.

Step 4: Set Start and Due Dates

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Next, estimate Start and Due Dates for each action step or deliverable in your project plan. Simply select a task to open up the Task Sidebar, then select ‘Start’ or ‘Due’ situated next to the Calendar icon. A date picker will pop up for you to choose your start or due date. Once dates are set, your tasks will be automatically recorded in your Calendar, helping you manage your time effectively to meet your deadlines. As well as one-off dates, you can set timescales on a recurring basis for Repeating Tasks. When selecting a due date for your task, you can opt to repeat it every day, week, month or year. Your repeating schedule will be visible under the ‘Due’ date in the Task Sidebar and the task will be repeated in your Calendar according to the frequency you have selected.

To add even more power to your time management, you can set Task Reminders from under the ‘Alarm’ icon in the Task Sidebar. You also have the option to include an additional note to prompt you on what you need to do when alerted. Staying on track has never been so easy!

Step 5: Prioritize Tasks

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Once you have all your tasks in front of you, prioritize them by setting Importance and Urgency attributes. In the hurly-burly of the workday, it’s easy to let your biggest tasks get crowded out by emails, meetings and other small, pressing errands. Identifying your most important tasks beforehand allows you to focus your attention on where you’ll have the greatest impact. In DropTask, you can assign various levels of Importance to your tasks, which are visually highlighted on your Canvas workspace by different colored flags. First, select a task to open up the Task Sidebar. Next to the ‘Flag’ icon, you have the option to choose from one of four priority settings – Blue (low importance), Gray (normal importance), Amber (high importance) or Red (very high importance).

To rank your tasks according to Urgency, find the ‘Urgency’ icon in the Task Sidebar and select a corresponding color – Blue (low urgency), Gray (medium urgency), Amber (high urgency) or Red (very high urgency). A colored lightning bolt will appear in the task circle, drawing your attention to the most time-sensitive tasks on your Canvas. Your most urgent tasks will also appear at the top of your task list in List View.

Step 6: Mark your Progress

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As you work your way through your project tasks, keep track of how things are progressing with DropTask’s Progress Percentage Bar.  Click on a task to open up the Task Sidebar. Near the top, you’ll find the progress bar. Simply move the progress slider along the bar to record the percentage of the task that’s been completed. This allows you to visually monitor your activity and offers a quick boost to your motivation, keeping you forging ahead. Once a task is complete, just tap the ‘Tick’ button at the end of the bar to automatically slide it to 100%.

DropTask stores all your completed tasks in the Completed Tasks view, where you can see all the tasks that have been removed from your active Canvas and Calendar after completion. There are two options for viewing your completed tasks: Project Completed Tasks (via the ‘Completed’ button on the top-right hand side of the screen within your project), and All Completed Tasks (by selecting ‘Completed’ from under the Menu.

Step 7: Finish up

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So, you made it! Your project’s all done and you can revel in your success. But wait! Instead of deleting your project and forgetting all about it, Archive it in DropTask. This clears up space so you can focus on your newest projects, while still keeping a full history of what you’ve done before that you can refer back to whenever needed. To archive a project that no longer requires auctioning, select the ‘Cog’ icon situated on the right-hand side of the top navigation bar. A pop-up window will open up, which includes an ‘Archived’ option. Click ‘Yes’ next to this to safely store your project. You’ll be able to view it again under the ‘Archived Projects’ section in the main Menu.

What are you waiting for? With these quick start tips, you have the basic structure you need to launch your next project. Already using DropTask for project management? Then let us know how you go about it in the comments below. 

For more info on how each feature works, head over to the DropTask Help Hub or contact us directly at support@droptask.com.