Category Archives: DropTask Tips

Staying productive in a world of interruptions

As technology continues to advance, staying productive should be getting easier. In the workplace, the usual culprits of distraction are constantly pinging, buzzing and beeping. But, the question is, how do we stay focused when the temptation to break away from our current task is so frequent? Instead of letting hours pass you by, we’re on hand to help you get the most out of every minute. In today’s blog, read our top tips for staying engaged and productive in a world full of interruptions.

Find the power button
How many devices do you currently have spread across your desk? If the answer is more than one, then things need to change. Did you know, that jumping between different devices and apps actually makes us less productive? That’s right. When we work in this way, we increase the risk of losing important information, which is something that we don’t want to happen. Our advice? Switch off any additional devices and use just one to keep all of your important information. Make DropTask your home for everyday projects and keep tasks in one place. Upload documents, add notes, assign tasks and progress with your work, all from within one app and device.

Make a list
No, really! If you’re struggling to focus, create a list of things you need to get done. Did you know, that when things are written down, we’re more likely to go on and achieve them? Create an Urgency list in DropTask and before you know it, you’ll be one step closer to achieving the goals, you originally set out to achieve. In your Urgency list, you’ll be able to determine what’s normal or high urgency. With everything that you need to do right in front of you, you’ll be more inclined to get to work. If you’re concerned about forgetting about a task, don’t be. Urgent tasks will be assigned a colored lightning bolt to ensure they’re the first tasks that catch your eye whenever you open your project.

Block out the noise
Constant notifications can leave us feeling drained and overwhelmed. The inability to focus can also cause frustration when we realize we’re a day behind on our work. At DropTask, we never want you to feel like this. No matter where you are or what you’re doing, we want you to stay in control with how you’re being notified. We’ve updated our Notifications to ensure you’re being alerted only on the things that matter to you. Choose between Focused, Detailed or Custom Notifications. If you’re busy working on a monthly report or outlining the new marketing schedule, switch your Focused notifications on. Want to be informed more regularly? That’s fine too. Switch to Detailed or Custom Notifications to fine-tune your level of alerts based on your own needs.

How do you use DropTask to stay engaged in your work? If you have a story to share we’d love to hear it! Email us at support@droptask.com today if you’re interested in being a case study.

Become the best leader: 3 tips to manage your team successfully

There is no golden rulebook for how to get the best out of your team, but luckily DropTask is here to help. A good leader knows how to set deadlines, when to ask for updates and how to communicate effectively with their team. With DropTask, you’ll be able to maintain good team relationships, acknowledge great work and delegate tasks to those who have strengths in certain areas.

With DropTask, we make it easy for you to lead a happy and productive team. Read on to learn how.

Set realistic deadlines
Deadlines. Some people love them, others dread them. But we need deadlines to get things done, managers included. The next time you assign a task to a member of your team, ensure you make expectations clear on when it needs to be completed using Start and Due Dates. In DropTask, select the task deadline from the Start and Due Date picker. Once assigned, the task’s deadline will automatically appear in their Calendar. With an overview of their workload, you’ll be able to spot if deadlines and priorities need to shift and move them accordingly. Simple drag and drop the task’s deadline to a new date in the Calendar and feel rest assured that your team has a realistic deadline to work towards.

Keep track, without micromanaging
There’s a fine line between checking up on progress and constantly nudging for updates. Micromanagers will never get the full potential out of the people they manage. If you want an update on a shared project without interrupting your team, head to the Project Browser to see how things are getting on. Here, you can see what tasks have been started, placed on hold, fallen overdue and completed. This gives you the higher-level overview that a manager needs to map out the best next steps for your team project and offer support wherever it is needed.

Have some fun
According to ‘301 Ways to Have Fun at Work’, there’s a direct link between employees who have fun at work and those who are highly productive. DropTask helps to highlight those team achievements that deserve to be celebrated. Taking the time to recognize hard work keeps team morale and motivation high. And it’s not just big project milestones that deserve recognition and praise. With DropTask’s Congratulations feature, you can send your team a fun animation when they complete any task. What might seem like no-big-deal to some, could be a huge personal achievement to another, and as a manager, it’s crucial to acknowledge this.

How do you inspire your team to go the extra mile? Use DropTask as the go-to tool for a happy productive team. Sign up today for FREE.

Springtime projects: How to keep track, stay ahead and get things done

With spring being the season of new beginnings, it’s important that we take care of the projects that have been growing over the past few months. Have you got any projects that need more focus? Are you looking to prioritize your weekly tasks? Or, are you looking to inject a little more color into your current and future workload? If the answer to any of these questions is yes, then you’ve come to the right place. DropTask’s unique views help you to work at your best. Keep track of your projects, stay ahead and get things done.

If you’re looking to refresh your workload and supercharge your productivity, then take a look at our 3 tips below to find out how DropTask can help.

Switch up your style
Dull, mundane and linear projects only repel us from getting things done. Luckily, DropTask has a view to suit all styles of working, and makes tackling our workload a breeze. From the intuitive and colorful circles in the Canvas View, to clear visibility in the Workflow View and unique icons in Urgency Lists, your work will be far from boring. Plus, there’s no need to worry about changing views. Your work will be carried across so you won’t lose any tasks when you swap. Plus, depending on your project or mood, you can alternate between all views. There really is a view for everyone.

Focus on your priorities
Studies have shown that workplace productivity drops 20% during the spring and summer months. With the lighter evenings already in full swing, trying to focus on getting work done is sometimes easier said than done. “What was I doing again?” is a regular thought of ours when we can’t concentrate on the task at hand. To help combat this and to avoid getting overwhelmed, use Filters to narrow down on what’s in front of you. Filter by Importance, Urgency, Attachments, Tags plus much more. With fewer things on display, you’ll be able to hone in, fight through distractions and focus on your priorities.

Give yourself a pat on the back
The most important point, yet the one we’re all too used to forgetting about. We all know the positive effect that good vibes bring. That’s why we want to say well done to you. When we’re bogged down with work, we often forget to give ourselves a pat on the back. In DropTask, your hard work doesn’t go unnoticed. When you reach productivity milestones, the celebratory Achievement feature will appear. This will not only give you a digital high-five, but spur you on to keep achieving great things. Plus, if you’re looking for a mid-week motivator, view your latest DropTask Achievement available now in the main menu.

Stay ahead of your work this spring with DropTask. Why not give it a go today? Click here to sign up today for FREE.

Here’s what’s wrong with your to-do list

To-do lists can feel soul destroying. There are days where we can tick off all of our to-dos before lunch, but other days our to-do list grows, endlessly creeping further down the page. We’ve all been there. Even with the best laid plans, unexpected tasks can disrupt our attention for the majority of the day and that growing list becomes overwhelming. Without a clear path, your time lacks focus and it’s hard to know where to begin tackling that dreaded list, leaving our productivity to grind to a halt.

With DropTask, we’re letting you in on our top tips to improve your productivity and drive the tasks that lay ahead of you over the finish line. Make sense of your to-dos and tackle shifting priorities with DropTask. Read on to find out how:

What’s really important?
When we have a long list of tasks, it’s sometimes difficult to identify what’s urgent. In DropTask, use the Urgency Lists to sort all of your current tasks into an order of your priorities. In Urgency Lists, you can set tasks as Normal, Urgent and Very Urgent. This view gives you the ability to see your main priorities at a glance. Adjusting to unexpected changes becomes easy. By clicking and dragging your tasks around your workspace, you’ll effortlessly be able to rearrange as your priorities change. By pivoting when needed, your workload will never become outdated again. It really is that simple.

Get with the times
We’re all busy. But the key to getting through that to-do list is focus. If you’re working through your list without any deadlines, it’s time to make a change. Did you know, when a deadline is assigned to a task we’re more likely to action it? Assign Start and Due Dates to every task you create in DropTask. When dates are assigned, they also act as a visual reminder on your Canvas, so your time is spent wisely. By adding an element of time to your projects, you’ll find yourself able to squeeze extra hours of productivity out of every day.

Keep it simple with DropTask
When it comes to managing your to-do list, the key is to keep things simple. With DropTask, we pride ourselves on simplistic, visual task management that makes it easy for individuals and teams to achieve more. In a fast-paced world, we know how quickly regular lists and project plans can become outdated and redundant. That’s why we created DropTask. With a simple, central hub to manage your day, you can make instant updates, see who’s working on what, and check team schedules to ensure everyone is on track to achieve their goals. Use DropTask for a simple, stress-free route to success.

Keep your daily to-dos on track with DropTask. Sign up today for FREE.

Your morning routine for better productivity

Are you an early bird or a late riser? Do you take advantage of those “golden hours” to get stuff done? Or do you let your productivity peak pass you by? At DropTask, we want you to enhance your productivity right from the get-go. Think about your current morning routine. Are you making the most of those crucial hours? If not, we’re here to help. Today, we’ve noted down our top tips for a more productive morning ritual to help you get the most out of your day. See below how DropTask can help you.

Eat your frog – no, really!
Start your day by getting that daunting task out of the way. Trust us, you’ll feel better once it’s done. Take the Brian Tracy ‘Eat That Frog’ approach for example. By ‘eating your frog’ first thing in the morning, the rest of your day will be a little easier to tackle. If you’re unsure what your ‘frog’ task is, it’s the one that you’ve been dreading to start (we all have them). Assign an Urgency icon to your frog task so that it’s visible in your workload. With a visual reminder placed on the task, there’ll be no getting away from it. So, the next time you grab your morning coffee, ensure you eat your frog too! It’ll be the best thing you do all day.

Mark your progress
When we’re unsure what’s been completed and what’s still in progress, we’re delayed and unable to get to work. At the beginning of your day, take a look at your workload to see what’s ahead. Completed one of your Checklist items? Simply hit the tick icon to remind yourself, and others, that this action has been taken. If you’re 50% of the way through your task, use the Progress Percentage bar to mark how far you’ve got left to go. By doing this, your task circle will instantly update to show that you’re halfway there – go you! By eliminating what’s been Completed, and what needs a little more work, you’ll be able to assess your priorities and set a focus for the day.

Get a head start
When we’re busy, important things get missed. With DropTask’s built-in Calendar, forgotten to-dos will be a thing of the past. Assign Start and Due Dates to tasks so that you’re certain when they’re approaching. With dates assigned, they’ll be automatically scheduled in your personalised Calendar. When you’re ready to start the day, check your Calendar so that you’re aware of what’s coming up that week, the week after, or further into the future. By doing this, you’ll be able to plan your time accordingly for all of those important dates that are in the pipeline.

Get your morning productivity in order with DropTask. Sign up today for FREE.

How to get the most out of your day

It can sometimes be a task in itself thinking about how to tackle a to-do list. Why are we less productive on certain days of the week? Everyone is different. Luckily, DropTask is on hand to ensure every day is a productive one. It will help you to make progress towards your goals, one step at a time. Plus, with brand-new features such as Emoji Reactions, Achievements and Congratulations injecting some fun into your work, it will feel less daunting to complete. See below how DropTask can help you to get the most out of your day.

Be strategic with your inbox
Emails can hinder us from getting stuff done. Whether we’re reading them, replying to them or writing them, how often do you get trapped in your inbox? Think about it, as you spend time writing responses, more emails are going to come your way. Instead of getting sucked into an endless amount of emails, you can create a DropTask Project for those tasks that need your urgent attention. If an email pops into your inbox that requires action, use the Email into DropTask feature. This will transform your emails into actionable to-do’s in your very own DropTask project. Wasting time in your inbox will be a thing of the past. With everything stored in one workspace, you’ll save time jumping back and forth and be able to concentrate on getting the job done.

Lift team spirit
Steve Jobs said “Great things in business are never done by one person; they are done by a team of people.”  Teams who encourage one another accomplish great things. Being able to work alone is a must for most job roles. But the ability to be a team player and step up to the plate is a desired quality of any employee. If a team member has gone the extra mile to help you get stuff done, give them a digital high five with the Congratulations feature. With the click of a button, your colleague will be showered with confetti on their DropTask workspace. Pretty cool, right? This show of gratification will let them know that you’re appreciative of their work. This will lift their mood and make them more likely to give you a helping hand next time.

Set deadlines to work towards
Whether you want to achieve a personal goal or complete a project at work, it’s important to set deadlines. Why? Well, when deadlines are assigned to a goal or task, we’re more likely to act upon them. In DropTask, use the Start and Due Dates feature to assign important dates to your task. By doing this, a visual reminder will appear around the task circle. Tasks that have a date assigned to them will automatically be slotted into your Calendar, a great feature if you’re wanting to assess your schedule over the new few weeks or months. And, better yet, when a task falls overdue your set date will turn red. If you were lacking motivation before, you’ll soon be determined to get to work.

Get the most out of your day with DropTask. Sign up for free today!

Fight those daily distractions for a successful spring

Many use the arrival of spring to declutter the home and create a cleaner, simpler environment where they can relax and not feel overwhelmed. But, whilst at work, the fight against distractions can be tough. In a working day, a lot can shout for our attention. So, how do you remain focused on the work that’s ahead of you? We’ve got three quick tips that will arm you in the daily battle against procrastination. Stay focused on your priorities and stay on track towards your goals with DropTask.

Declutter
In DropTask, create tasks for all of the things that you need to get done. Ever feel overwhelmed by the work that’s in front of you? Get rid of the things that you no longer need on your desk, and Create Tasks for those important to-do’s. Group tasks together which have similar connections by using Categories, and use the Filter to hide things on the Canvas that don’t require your immediate attention. Whether it’s stacked on your desk or hidden within documents on your laptop, when we have a lot of clutter around it, it hinders us from getting things done. Use your Canvas as a ‘brain dump’ and feel at ease in knowing that everything can be taken care of in one place.

Take a break
No, really. It’s been proven that when we take a break from our work it has a positive effect on our productivity and concentration levels. Grab a coffee with a colleague or go for a walk. Don’t confuse this break as a distraction. This quick brain break will recharge your energy levels. When you return to your desk, you’ll be rearing to get back to work. There’ll be no need to worry about picking up where you left off. Before you leave, pop a quick Reminder on a task with a personalized message to ensure you can pick up right where you left off. Go on, try it!

Stick to your priorities
In DropTask, there’ll be no need to worry about forgetting urgent to-do’s. Visualize your priorities in the all-new Urgency Lists View and identify your Urgent and Very Urgent tasks at a single glance. With vibrant colored lightning bolts placed directly on the task, your eyes will be instantly drawn to your priorities. Block-out time, or even take on the Pomodoro approach, to action these tasks. With all of your priorities laid out in front of you, you’ll be sure to not let ‘busy-work’ get in the way, again.

Fight those daily distractions with DropTask, and take your productivity to the next level. Sign up to DropTask today for FREE.

Don’t rely on luck. Here are 3 ways to guarantee success

With St.Patrick’s Day right around the corner, it got us thinking. Wouldn’t it be great if we could have the luck of the Irish all year round? We all have days when we’re super productive, then have days where we seem to get nowhere. Learning the art of being productive is a key factor in determining how successful we may become. But, what happens when we try to be productive and luck just isn’t in our corner?

Today, we’ve noted down 3 tips to help get you onto the accelerator to success and to ensure you’re productive all year round.

Visualize, visualize, visualize
Did you know that visualization is a key method in reaching a desired goal? Picture yourself getting that promotion, going on that dream holiday or buying that car. Whatever you want to achieve, visualize it happening. Once you’ve identified what you want to achieve, think about what you need to do to get there. Create circular, color-coded tasks to act as visual reminders, encouraging you to start work on them. In return you’ll be more productive. Add a Cover Image to your task to make it more personal and visually appealing. Tasks can be created for any aspect of your life, meaning that the possibilities to achieve success are endless.

Work smarter, not harder
Sometimes, when we’re working to try and finish a project or task, it feels as though we are getting nowhere fast. Instead of making real progress, we end up just being busy. We’re often expected to do more work with fewer resources and tighter deadlines. Don’t waste the time that you’ve been granted, instead, use it wisely with DropTask. Work smarter by scheduling important dates, such as March 17th, to ensure you’re aware of upcoming events and deadlines. The built-in Calendar will present all of your to-dos for the coming weeks and months ahead. If you need to rearrange, simply drag and drop your task into its new date. By noting down everything that requires your attention, you’ll be able to delegate your time accordingly.

Stop procrastinating
We all have heavy, important tasks that hang over our heads and weigh us down. Stop using the ‘I’ll do it tomorrow’ excuse. Instead, use Brian Tracy’s world renowned ‘Eat That Frog’ methodology and get working on that task which has the biggest impact to your success, right at the start of your day. The ‘Eat That Frog’ methodology aims to limit procrastination and help you make meaningful leaps towards your end goals. Use the Urgency icon to identify what requires your focus, then assign Filters to narrow down what’s being displayed in front of you. By doing this, you’ll be able to fully focus on to-dos for the day and limit the chances of distraction. Plus, with your important tasks out of the way, you’ll be able to look forward to future plans.

Secure success all year round with DropTask. Signup today for FREE!

January is over – Here’s how to keep your projects on track with DropTask

For some of us, January can be our least productive month. Less than 10% of projects are ever fully completed during this period. Do you feel that you and your team have hit a wall with your productivity this month? Now that February is here, it’s time leave your unproductive January blues behind. Set your team up for a motivated month and get your projects back on track with DropTask. We’ve noted down some of our top tips for shaking off the slump in time for a successful February.

Get your schedule in order
You’re far more likely to take action upon tasks that have a strict deadline. How many of your tasks have deadlines? If the answer is zero, then it’s time to make that change. Use your built-in Calendar in DropTask for Business to effectively manage your time. Create an up to date summary of your schedule and easily spot gaps for extra to-dos. Create a new task, then effortlessly drag and drop it on a time and date to set its deadline. Make use of the shared Team Calendar to check the whole team’s availability at a quick glance. DropTask gives you a smarter way to get more out of your time, making every day more productive for you and your team.

Resolve problems quickly
Projects break down when team communication fails. Luckily, DropTask for Business’ Comments and Messages let you quickly and effectively communicate with team members through your project. Use visuals to instantly indicate the current status of your task. DropTask’s Progress Percentage allows your team to quickly spot if anything has fallen behind schedule so they can jump in with support if it’s needed. Avoid unexpected surprises and project delays by keeping everyone on the same page and on track for success.



Look how far you’ve come

To stay productive we need to feel motivated. DropTask’s Completed Tasks View makes it easy for you to review the past achievements of you and your team members. No matter how big or small, it’s always motivating to celebrate wins. If you’re looking for a quick boost of motivation, head on over to your Completed Task View to see a library of your project’s success so far. The next time you’re at risk of hitting a slump in productivity, take a look at what you’ve achieved so far to remind yourself of what you’re capable of doing.

Got any tips for keeping your team projects on track? Let us know in the comments below.

It’s a new year – Refresh your energy with DropTask

Many of us would admit that we don’t feel energized all day, every day. Some of us find it hard to kick-start our morning and don’t fully wake up until midday, wasting crucial hours. On the other hand, the early birds among us may hit a productivity wall in the afternoon and reach for the coffee to keep going. If you fall into either of these categories, it might be time to re-evaluate your work routine to boost your energy and better manage your tasks.

Of course, getting a decent night’s sleep and eating right can do wonders for your productivity. Combined with DropTask, you can raise your motivation to a whole new level and make task management a breeze. Read on to learn how DropTask will structure your tasks and streamline the way you work, to maximize your energy and help you get the most out of your workday.

 

Take time to reflect
Take time to reflect

Usually it’s unhealthy to live in the past. However, when it comes to your achievements, it’s worth taking a step back to reflect to give yourself the pat on the back you need to launch yourself into the future. When you find yourself in a work slump, skim through your Completed Tasks to give yourself a little boost of pride at how far you’ve come, and motivate yourself to accomplish more great things. Plus, by taking a closer look at your Completed Tasks, you can identify how they were tackled and if your methods were effective. You can use your tried and tested techniques to build on your previous success and save time and energy in the future. If something didn’t go as planned, you can pinpoint what went wrong and avoid repeating it.

 

Start and Due Dates
Find your motivation

We all have our energy slumps – we wouldn’t be human if we didn’t. Sometimes things can become repetitive, exhausting and overwhelming, but it’s always possible to bounce back with renewed energy. To avoid these drops in energy, identify the times of day you normally find yourself to be most productive, and when you find yourself struggling. Use Start and Due Dates to schedule tasks that align with your productivity spikes and dips. For example, if you’re more alert in the morning, schedule time for your most important tasks. If you think you are more likely to come up with great ideas in the morning, use that time for tasks such as content writing. If you find that your productivity weans in the afternoon, get stuck into a task that you are looking forward to doing. When the task rolls around, you are likely to find that your interest in the project motivates you to get more stuff done and power through the rest of the day. Once scheduled, your tasks across all of your projects will appear in your Calendar. See your work according to the date that you want to start it or when it’s due to manage your time and tasks effectively.

 

Pomodoro Checklists and converting to category
Take breaks to boost brainpower

Breaks are crucial to sustaining your energy. Without them, we find ourselves unfocused and drained, resulting in poor quality work and incomplete to-do lists. The Pomodoro Technique is a great way to enhance your focus, while also giving your mind some well-earned rest. The technique consists of working in sprints. It works by you doing concentrated work for 25 minutes, then you take a well-deserved 5-minute break, and then you repeat the process until you’ve completed 4 of these sprints. After each 4-sprint cycle, you take a longer break, perhaps 15-30 minutes, to stretch your legs, grab a snack and recharge. To accomplish larger, more time-consuming tasks, you can use DropTask’s Checklist feature to outline and tick off subtasks. It’s also a great way of seeing where you left off once you return from a break. If the task is large and complex, try Converting it into a Category. This way, you can create smaller tasks within this category to break it down into manageable chunks that are easier to accomplish during each sprint.

 

Repeated tasks and templates
Streamline your processes

Doing repetitive, mundane tasks can really drain our energy unless they are streamlined properly. Use the Repeated Tasks feature to schedule recurring tasks that are identical in every context (e.g. for payroll, regular bills and weekly reports). Set their status to repeat every day, week, month or year so you never have to worry about scheduling them again. You can also use Templates to semi-automate any projects which require the same actions to be taken, but in a different context, on a regular basis. For example, if you frequently need to plan events, you can save yourself time and energy by creating a project template that has categories like ‘Guest list’, ‘Accommodation’ and ‘Transport’. You never have to start from scratch meaning you can quickly spring into action.

 

Cover Images
Visually stimulate your mind

A little burst of color goes a long way when you’re desperate for energy. A blank, boring workspace is demotivating, and when you’re already feeling fatigued, it will only serve to make things worse. DropTask’s visually vibrant task circles bring color and imagery into the mix. Try adding Cover Images to your tasks to act as visual reminders of what needs to be done and regain some energy. Experiment with different colors and see how they affect your energy levels. Does red revive you? Does orange stimulate your brain? Make good use of the colors that energize, motivate and inspire you to get things done.

Sign up to DropTask FREE today and feel revitalized!